When Should You Book Your Wedding Suppliers? A Simple Timeline for UK Couples

Wedding planning—let's be honest—can feel pretty overwhelming. There are a million things to remember, and it can quickly spiral if you don’t get organised early. One of the first questions couples always ask me, especially after filming countless weddings around Staffordshire, is: "When exactly should we book everything?"

Truthfully, popular wedding suppliers like venues and videographers often book out as far as 12-18 months in advance—especially for prime dates in the summer months. To help you avoid any unnecessary stress (and believe me, I've seen plenty), here's a realistic timeline to guide your bookings.

12+ Months Before the Wedding

At this stage, you're setting the foundations. Big things first:

Wedding Venue

Your venue is the key to everything. Popular venues in Staffordshire and around the UK often book out at least 12-24 months in advance. Once the date and place are set, it makes everything else simpler.

Wedding Planner (If you're having one)

If you’re hiring a planner, now’s the time. They'll make every other booking smoother and might even snag you some discounts.

Rough Guest List & Budget

Not exactly a booking, but essential anyway. Knowing your numbers helps hugely when sorting caterers and everything else.

10-12 Months Before

At this point, you’re locking in the essentials that capture your memories and create your atmosphere:

Photographer

Good photographers in Staffordshire weddings are notoriously booked up early. They often run solo or small teams, meaning availability is tight.

Videographer

Just like photographers, the best wedding videographers book quickly—often 12-18 months ahead. I can’t tell you how often couples regret not booking their videographer sooner, because once the day passes, those emotional moments captured in cinematic wedding films become priceless. (Really, I’ve seen the regret first-hand.) So, check out different wedding videography packages early; it's one of those investments you won't regret.

Caterer

Food is huge on your big day, and most good caterers handle just one event a day. Book early to ensure you get your top pick.

Entertainment/Band/DJ

Popular bands and DJs book well in advance. If you have someone particular in mind, don’t leave this one to chance.

8-10 Months Before

This stage is all about the details that bring personality to your wedding:

Wedding Attire

Bridal dresses typically need around 6-8 months, sometimes more. Suits are quicker, but still, leave time for fittings and alterations.

Florist

Great florists often get booked quickly, especially in peak season. They'll need your venue details, photographer/videographer info, and colour scheme sorted beforehand.

Hair & Makeup Artists

Good artists are booked solidly through the wedding season. Early trials help ensure they're the right fit for your vision.

6-8 Months Before

A bit more flexible here, but still important:

Transport

Classic cars, horse-drawn carriages—whatever you prefer—typically require booking about half a year ahead.

Wedding Cake

Bespoke cake designers often limit their bookings. Around 6-8 months gives you enough time for tastings and decisions.

Ceremony Officiant

For civil ceremonies, registrars book quickly, sometimes up to a year ahead. If it's religious, speak to your church as soon as possible.

Decor Rentals

Rental companies' inventory gets tight in wedding season. Secure your tables, chairs, lighting, and backdrops early.

3-6 Months Before

Now you're focusing on smaller but equally important details:

Stationery

Invitations typically go out 3-4 months before your wedding, so start sorting designs and printing early.

Guest Favours

Whether you're DIY-ing or buying favours, give yourself plenty of time to organise and personalise these.

Finalise Ceremony Details

Work closely with your officiant on readings, music, and the order of service.

Begin Seating Plan Preparations

This can be more complicated than you think. Starting early is always better.

1-3 Months Before

Mostly about final touches and confirmations:

Confirm All Bookings

Double-check everything: dates, timings, any special requests.

Final Hair & Makeup Trial

This is your moment to fine-tune your look without last-minute surprises.

Final Meeting with Photographer & Videographer

About a month before, I always meet with my couples to discuss timelines, must-have shots, and sensitive situations. It ensures we capture exactly what matters most. (Check my guide on choosing the right wedding videography package for more tips on this.)

1 Week Before

The final countdown (yes, it’s real now!):

Final Check-in with All Suppliers

Confirm timings, emergency contacts, and any last-minute changes.

Send Detailed Timeline to Videographer and Photographer

Don’t forget this step. Include clear instructions on parking, venue access, and a day-of contact (someone other than yourselves). Having filmed countless weddings around Staffordshire, I promise this small detail makes a huge difference. When logistics are smooth, creativity flows much more easily.

The Value of Booking Early

Over the years filming Staffordshire weddings, one clear pattern has emerged: couples who book suppliers early tend to have much less stressful wedding planning experiences. They secure their preferred providers, have more time to discuss their vision, and build a better rapport with the team capturing their day.

Videographers and photographers, especially, can only be in one place on your wedding date. I can’t stress this enough—I’ve had to turn away many disappointed couples who waited too long. Wedding videography genuinely becomes more valuable as years go by. Trust me, your wedding video is something you'll treasure and revisit far more than you initially imagine.

If you’re recently engaged or just starting your planning, reach out early. You can check my availability or look at my my videography packages. Because honestly, those memories captured in motion will become some of your most cherished keepsakes.