Wedding vendor checklist: who to book, when, and what it costs
Every vendor most weddings need, in the order to book them, with average 2026 prices and the questions to ask before you sign.
Updated October 7, 2026 · 7 min read
Couples who married in 2025 hired about 13 vendors on average, according to The Knot's 2026 Real Weddings Study, and spent an average of $34,200 for 117 guests. That's a lot of contracts to line up. The trick is booking in the right order: the vendors who can only work one wedding a day go first, and the ones who can serve several events (cake, rentals, stationery) can wait.
The booking order
| When to book | Vendor | Average cost (2025 weddings) |
|---|---|---|
| 12+ months out | Reception venue | $12,900 |
| 12+ months out | Wedding planner (if you want one) | $2,100 |
| 10 to 12 months | Photographer | $3,000 |
| 10 to 12 months | Videographer | $2,300 |
| 9 to 12 months | Caterer (if not the venue) | $80 per guest |
| 8 to 10 months | DJ or band | $1,800 DJ, $4,500 band |
| 6 to 9 months | Florist | $2,800 |
| 6 to 9 months | Dress | $2,100 |
| 4 to 6 months | Rentals, lighting and decor | $2,000 and $1,900 |
| 4 to 6 months | Cake | $540 |
| 3 to 6 months | Officiant | $260 |
| 3 to 4 months | Hair and makeup | about $150 each per person |
| 3 to 4 months | Transportation | $1,100 |
| 6 to 8 weeks before | Invitations sent (order 3 to 4 months out) | $510 |
Averages hide a lot of range: the same photographer can cost twice as much in a big city as in a small town, and Saturdays in peak season cost more than Fridays or winter dates. Use the averages as a gut check, not a price list.
Before you book anyone
- Set the guest count range. Venue size, catering and rentals all depend on it.
- Set the total budget and split it by category, so you know what "too expensive" means for each vendor.
- Pick a date or a short list of dates. Many vendors can't quote without one.
What to ask every vendor
- Is my date available, and how long will you hold it?
- What exactly is included, and what costs extra? (Overtime, travel, setup, lighting, an assistant, sales tax.)
- How much is the deposit, when is the balance due, and what's the cancellation policy?
- Do you have liability insurance? Many venues require it from every vendor.
- Can I see a full event they've done, not only highlights? For photographers, ask for a complete gallery.
- Who will actually show up on the day: you, or someone from your team?
Vendors couples often forget
- Day-of coordinator, if you're not hiring a full planner. Someone has to run the timeline while you're getting married.
- Rentals beyond what the venue provides: lounge furniture, extra tables, dance floor, heaters or fans.
- Bartending service and the liquor license, if the venue allows you to bring your own alcohol.
- Late-night food, which guests remember more than you'd expect.
- Tips. Budget for them up front so they don't surprise you on the day.
Keep it all in one place
On Celebramos you can request quotes from local vendors with your date, guest count and budget already filled in, then compare the quotes side by side, sign online and track every deposit in your budget. It's free for couples, in English and Spanish. Find wedding vendors near you.