Planning a wedding is basically assembling an all-star team—except instead of winning a championship, you’re winning the best day ever. But when do you draft your players? And who should be first pick? Booking vendors in the right order ensures you get the best talent, avoid stress, and stay on budget. Let’s break it down!
Who to Hire First (And Why It Matters)
1. Wedding Planner – ASAP!
Before you sign a single contract, book Crafted Charm Wedding Planning! Why? Because hiring a wedding planner early saves you time, money, and about 100 headaches. We have insider knowledge, vendor connections, and a knack for making Pinterest dreams a reality (while keeping your budget in check). Plus, we build out timelines, help with logistics, and ensure you actually enjoy the planning process. Contact us today to get started!
2. Venue – 12 to 18 Months Out
Venues in Charlotte book up fast, especially for peak fall weekends. Once you’ve got a planner, your next move is locking in your venue, which sets the stage for everything else (guest count, decor, catering). Look for a space that fits your vibe, guest list, and budget. Pro tip: Make sure you ask about rental windows, getting-ready suites, and vendor policies!
3. Photographer & Videographer – 10 to 16 Months Out
Great photographers and videographers are true artists, and the best ones book quickly. These are the people capturing your love story, so don’t wait! Prioritize professionals who specialize in weddings and know how to work in different lighting conditions, keep things on schedule, and make you feel comfortable in front of the camera. (Need recommendations? We know the best in Charlotte!)
4. Entertainment – 10 to 14 Months Out
Whether you’re hiring a DJ, live band, or string quartet for your ceremony, book them early to ensure availability. Ask about their setlist flexibility, equipment needs, and ability to read the crowd—because the last thing you want is a DJ stuck in 2010 playing Party Rock Anthem on repeat.
Midway Through Planning: Lock in the Essentials
5. Catering – 8 to 12 Months Out
Food is a big deal at weddings, and catering teams get booked up quickly. Whether you want a plated meal, food trucks, or a Southern-style buffet, secure your caterer early to plan tastings and finalize your menu.
6. Florals – 8 to 10 Months Out
Florists need time to plan, order, and design your dream wedding flowers. Whether you envision lush, towering centerpieces or delicate bud vases, book early for access to the best blooms. (Psst—Crafted Charm offers full floral design services! Check out our floral services)
7. Rentals – 8 to 10 Months Out
Linens, chairs, specialty decor—these details transform your space. If your venue doesn’t provide everything, rental companies will be your best friend. The sooner you book, the more choices you’ll have!
8. Hair & Makeup – 8 to 9 Months Out
Your beauty team is key to making you feel and look your best (and ensuring that your makeup lasts through all the happy tears). Choose pros who specialize in weddings and can stick to a tight timeline.
The Final Stretch: Wrapping Up Details
9. Transportation – 6 to 8 Months Out
If you need shuttles, vintage cars, or getaway vehicles, book them early, especially if your venue is in a high-traffic area. No one wants to be stranded on their wedding day!
10. Stationery & Signage – 6 to 8 Months Out
Invitations should be sent 6 to 8 weeks before the wedding, so plan ahead! Want an eco-friendly option? Consider digital invites or recycled paper.
11. Cake & Desserts – 6 to 7 Months Out
Wedding cakes are edible art, so give your baker time to create something stunning (and delicious). Schedule a tasting to find your perfect flavor!
12. Final Touches – 2 to 4 Months Out
Things like favors, welcome bags, and small decor details come last. Also, confirm final timelines with all vendors so everything runs smoothly.
The Takeaway: Timing Is Everything
Charlotte’s top wedding professionals book up quickly, so the sooner you secure your dream team, the better. Need help making it all happen? Crafted Charm Wedding Planning will keep you on track and connect you with the best vendors in the industry. Book a consultation today!