Planning an event—whether it’s a wedding, milestone birthday, or corporate celebration—requires a balancing act of vision, logistics, and timing. One of the most common regrets among hosts is not booking essential vendors and services early enough. From venues to bartenders for events, the best professionals often get snapped up quickly. So how early is early enough?
Here’s a detailed guide to help you secure the must-haves for your big day—without the stress of last-minute chaos.
The Golden Rule: Start Early, Stay Flexible
Before diving into timelines, one truth stands out: the earlier you start, the better. Giving yourself a wide runway ensures you have access to top-rated vendors, a choice of venues, and the ability to pivot if something doesn’t go as planned.
But how early is early enough? That depends on the type and size of your event.
12 to 18 Months Before: Book Your Venue
Your venue sets the stage—literally—for your entire event. Popular wedding venues, event halls, and even unique spaces like vineyards or lofts can be fully booked more than a year in advance, especially during peak seasons (spring and fall for weddings, December for holiday parties).
Tip: Tour venues early and be prepared to put down a deposit quickly if you find “the one.” Once the venue is locked in, you can set your date with confidence and start booking the rest.
10 to 12 Months Before: Hire Your Core Vendors
Once your venue is secured, it’s time to book the key players who will shape the experience:
- Photographer/Videographer: Top professionals often book over a year in advance. If your event date is non-negotiable, don’t delay.
- Caterers: Many venues have a preferred list, but if you’re sourcing your own, begin tasting sessions and comparing packages early.
- Entertainment: Whether it’s a DJ, live band, or both, music services should be locked in at least 10 months in advance.
- Planner/Coordinator: If you’re hiring an event planner, earlier is better—especially if you want their help with vendor selection.
8 to 10 Months Before: Secure Specialty Services
By now, your event blueprint should be taking shape. It’s time to fill in the details that enhance the atmosphere.
This includes florists, décor designers, lighting professionals, and bar services. For example, if you’re planning to hire bar service, don’t assume it can be added at the last minute. Many professional services offer mobile bar setups, custom drink menus, and certified bartenders—and their availability can dwindle fast during busy months.
Pro Tip: Ask your bar service if they provide glassware, mixers, and garnishes, or if those need to be sourced separately. Early communication avoids last-minute hiccups.
6 to 8 Months Before: Send Save-the-Dates and Book Secondary Vendors
Now that your major vendors are locked in, start notifying your guests, especially if it’s a destination event. At this point, it’s also time to book:
- Transportation services (buses, limos)
- Rentals (tables, chairs, tents, linens)
- Hair and makeup artists
- Specialty entertainment (magicians, dancers, photo booths)
This is also a good time to think about bartenders for events, particularly if your venue doesn’t include one. Hiring professionals ensures your guests enjoy expertly crafted drinks and you stay in compliance with local liquor laws.
4 to 6 Months Before: Final Touches and Guest Management
It’s easy to overlook these smaller items, but they’re just as important to the event experience. Start designing and ordering:
- Invitations
- Signage
- Party favors
- Event programs or itineraries
Also, finalize your guest list and start collecting RSVPs. The sooner you have an accurate headcount, the easier it is to manage seating arrangements and catering quantities.
2 to 3 Months Before: Confirm, Confirm, Confirm
This is the “triple-check” stage. Go through each vendor and make sure contracts are signed, deposits are paid, and final walkthroughs or tastings are scheduled.
Also, touch base with your venue to confirm logistics—arrival times, access for vendors, and setup/teardown plans.
1 Month Before: Final Details
With just weeks to go, it’s time to:
- Provide final headcounts to vendors
- Distribute a detailed schedule to your team or planner
- Confirm music playlists, ceremony details, and speeches
- Assemble gift bags or welcome kits if needed
1 Week Before: Breathe and Enjoy
By this point, all major tasks should be done. Use the week before your event to take care of yourself, handle last-minute errands, and mentally prepare to enjoy the celebration you’ve worked so hard to plan.
Booking vendors and planning an event isn’t just about ticking boxes—it’s about crafting an experience. From the atmosphere of your venue to the flavors in each cocktail, every detail plays a role in bringing your vision to life.
Starting early not only guarantees a better selection but also gives you the freedom to make thoughtful decisions without the pressure of a ticking clock. Whether you’re booking florals, food, or bartenders for events, getting ahead of the game is the best gift you can give yourself—and your guests.
So take out that calendar, mark your ideal event date, and work backward from there. Your future self will thank you.