Don’t wait until “later” to book the vendors who actually make your wedding happen. Some get snapped up over a year in advance — especially for peak summer weekends.

Remember, t’s not just about availability — it’s also about finding the right fit. Take time to research each vendor’s work and make sure their personality and communication style feel like a good match for you.

Elegant wedding reception with floral centrepieces and chandeliers, overlaid text reads “Book your wedding dream team before someone else does”

Start with the foundation

You don’t need to have your full wedding vision sorted before reaching out to suppliers. But you do need your:

Venue and date confirmed
Budget ballparked
Guest count estimated

Once that’s in place, it’s go-time for securing your core team.

1. Your venue

Most Irish venues book 12–24+ months out, particularly for summer Saturdays. Until you have a venue:

You can’t set a date.
Other vendors won’t be able to quote properly.
You might miss out on your favourites if you delay.

2. Your planner or coordinator

If you’re hiring full-service support (recommended for 80K + budgets), your planner should be one of your very first calls — ideally before you book anything else, even the venue. They can:

Help you narrow down and select the ideal venue
Recommend trusted vendors who suit your budget and vibe
Review contracts
Manage your planning workload and budget from day one

Even if you're managing most of it yourself, booking a month-of coordinator early is smart — they only take on a limited number of weddings per year, and some offer support throughout the planning process.

3. Caterer (if not included in your venue)

For private homes or dry-hire venues, your caterer is the next must-book. The good ones:

Get booked early
Often bring their own staffing
May help with hire ware, service, and even bar management

This applies to food trucks and pizza vans too — limited availability, especially for Friday/Saturday weddings.

4. Photographer & videographer (& content creator)

Top photo/video teams often book 12–15+ months ahead, sometimes more. If great visuals matter to you (and they should — this is how you’ll remember your day), don’t delay.

When choosing, consider:

Style (light and airy, true to life, editorial, etc.)
Personality fit — you'll be with them all day, make sure you like them
What's included — hours, albums, second shooters

5. Celebrant or solemniser

If you're not having a church wedding, book your celebrant early — especially if you want a legal ceremony outside a registered venue. Ireland has:

HSE-approved solemnisers (legal)
Independent celebrants (non-legal but deeply personal)

6. Entertainment

Think DJ, band, ceremony musicians. Weekend dates = limited availability. Some couples are shocked when their dream band is booked 18 months out.

If you want something specific — like a saxophone player, harpist, or 5-piece jazz band — book ASAP.

Top table decorated with flowers and candles in Mount Juliet Ireland

7. Florist & designer

Design-led florists and stylists usually take a limited number of weddings per season, especially those who create custom work and travel for weddings. If flowers and styling are a priority, secure your team early to:

Lock in your date
Start design discussions sooner
Avoid the regret of “we reached out too late…”

8. Hair and Makeup

If you want a specific artist — or someone who comes highly recommended — you’ll need to move quickly. Top hair and makeup professionals often book out 12 to 18 months in advance, especially if they only take one wedding per day (which most do).

When booking, consider:

Whether you want one artist or a team
The number of people needing services
Travel fees and start-time flexibility

Tip: Book early even if you haven’t finalised your look. A trial can happen closer to the wedding, but securing your spot is what matters.

What can wait (but don’t leave too late)

After those key vendors are booked, you can breathe — a little. Still, keep these on your radar over the following months:

Stationery designer
Decor hire
Cake maker
Ceremony musicians (if not yet booked)
Transportation
Accommodation block holds
Officiant paperwork

Final thought

Don’t wait for your full Pinterest board to come together before reaching out. Good vendors book fast — and the earlier you connect, the better the fit, the smoother the process, and the more confident you’ll feel.

The Key Wedding Vendors to Book First and Why