Booking and Planning Timeline

Many couples get engaged over the holidays and want to immediately set a date. There are a couple of ways to start the process, but there is some basic info you’ll need to keep in mind.

First, there are two types of vendors; single client vendors and multiple client vendors. Single client vendors can only work with one couple per day. These would be vendors like photographers, videographers, DJs, and single room venues like barns.

Multiple client vendors can work with multiple couples each day (depending, of course, on timing). These would be vendors like officiants, caterers, florists, bakers, limos, and hotels or convention centers.

The second thing you’ll need to keep in mind is that peak wedding season runs from late May through the end of October.

The third thing to keep in mind is that the best vendors, the most ‘in demand’ vendors, book up very quickly and very far into the future.

So what does this mean for you? If you want a highly rated single client vendor during peak season, you’ll need to book 12 to 18 months in advance. If you’re willing to consider a Friday or off season wedding, you can probably get away with booking six months in advance.

I know what you’re thinking – 12 to 18 months seems like a long time. In reality, though, it will fly by. I’ve never had any client tell me they weren’t glad they booked that far in advance. Planning a wedding is a lot of work and takes a lot of time! Having a year or year and a half is a good thing. In addition to being easier on you, it’s also easier on your guests who will need to budget travel expenses.

The best way to start the planning process is to decide which is more important; a specific vendor or a specific date. Many of our couples, for example, have been guests at previous weddings and have their hearts set on booking us. They know they’d like an April, May, or June wedding so we discuss the available dates and then the couples plan the rest of the vendors from there. The same holds true for many of the unique venues; if you have your heart set on the vibe or ambiance of a specific venue, find out when it’s available and go from there. If you have multiple specific vendors you’d like to use, you’ll probably be looking at booking at least 18 months in advance (or on a Friday) to ensure everyone is available.

If a specific date is most important, you’ll want to start by doing a little research on sites like TheKnot.com and WeddingWire.com to find highly rated vendors. You’ll then need to reach out to those vendors to see who is available on the day you’ve chosen.

Many of the couples I chat with tell me that the main reason they choose a peak wedding season date is that they want an outdoor ceremony or at the very least outdoor photos. I hate to be the bearer of bad news, but it’s going to rain on your wedding day. Or, if it doesn’t rain, your wedding will either take place during a record-breaking cold snap or heat wave and everyone outdoors will be wishing they’re indoors. This is, after all, Wisconsin.

You’re spending thousands upon thousands of dollars. Don’t gamble on the weather. Choose a great indoor venue and don’t worry about outdoor photos. If outdoor photos aren’t an option, photographers are incredibly resourceful – they’ll create some incredible indoor photos for you, especially if you choose a unique indoor venue.

The last tidbit of info I have for you is regarding holiday weekends. I chat with many couples every year looking at the Sunday of Memorial Day weekend or Labor Day weekend. These dates are in just as much demand as the Saturday and, while technically an ‘off day’, they’ll book 12-18 months out. Those dates are great to have because some vendors offer discounts; you’ll just need to plan well ahead.