Right after you get engaged, everyone starts asking when the wedding is. Then, almost immediately, someone tells you that you are already behind. You are not. But there is an order to this, and knowing when to book wedding vendors saves you a lot of stress.
Here is the wedding planning timeline we would give a friend. Adjust it to suit you. A short engagement can absolutely work, you just move faster and stay flexible on the date.
My mom Debi and I have watched a lot of weddings come together, and the couples who felt calmest were almost never the ones who started earliest. They were the ones who booked things in the right order.
First, pick a date, or a few
Almost every vendor you want to book will ask for your date before they say anything else. So the date comes first, even if it is loose.
If you can, hold two or three dates you would be happy with. Canadian wedding seasons are short in a lot of places, and Saturdays in July, August and September go quickest. A Friday or a Sunday, or a date in May, June or October, opens up far more options and often costs less.
This is the exact problem that started OpenDates. When I was planning my own wedding, the hardest part was finding out who was actually free. Now you can search by your date and see which venues and vendors are still open, instead of emailing twelve people and waiting a week to hear that they are booked. It is free for couples.
12 to 18 months out: how far in advance to book a wedding venue
Venues book furthest ahead, especially barns, waterfront properties, small inns and anywhere with a limited season. Book your venue first, because everything else works around it.
Once the venue is confirmed, move on these three.
Photographer. Most photographers take a limited number of weddings a year, so popular ones fill early. Look at full galleries, not just highlight images, and make sure you like how they shoot a whole day.
Caterer. If your venue does not include catering, this is your next call. Ask what is included, what is rented, and who handles service staff and bar.
Officiant. Requirements differ by province, so check your provincial marriage licence rules early. If you want a specific church, synagogue, mosque or temple, their calendar may be tighter than your venue's. You can browse officiants by date too.
If a band or a specific DJ matters a lot to you, add them here as well. The in demand musicians and DJs go early.
9 to 12 months out: the rest of the day
Now you fill in around the frame.
- ✦Planner or month of coordinator, if you want one. A coordinator who takes over in the last few weeks is worth a lot even if you plan everything yourself.
- ✦Florist. Bring photos of your venue, not just inspiration pictures. Good florists will tell you what is actually in season in your province that month.
- ✦Attire. Made to order dresses and suits can take several months, plus time for alterations, so ask the shop how long theirs take. Order early and you can relax.
- ✦Hair and makeup. Book a trial, and book it close to your date so the look matches the season.
- ✦Cake or dessert. Small bakeries take limited weddings per weekend.
- ✦Transportation, if guests need to move between sites or if your venue is rural.
6 to 9 months out: travel, stationery and extras
Send save the dates around now, earlier if a lot of guests are travelling or if you are marrying somewhere with limited accommodation. In small Canadian towns, a few rooms can be the whole supply.
Block hotel rooms or cabins. Order invitations. Book anything extra you have your heart set on: a photo booth, a late night food truck, a string trio for the ceremony, lawn games, a videographer if you did not book one earlier.
Honestly, if you want a videographer at all, book closer to the photographer stage. Good ones book just as fast.
3 to 6 months out: details and paperwork
Send invitations a couple of months before the day. Confirm your rentals: chairs, linens, dishes, tenting, heaters. Outdoor weddings in Canada need a rain plan, and that plan usually involves a tent that someone else also wants.
Look up your provincial marriage licence now. Most provinces issue licences with an expiry window, so there is a right time to apply, not too early and not the week of.
The last six weeks
Final guest count to the caterer. Final timeline to everyone, in writing, with addresses and a phone number that is not yours. Confirm arrival times. Pay remaining balances. Do a final walkthrough of the venue if you can.
Then stop. Give yourself the last week to do nothing but sleep, eat and see people you love.
If your timeline is shorter
Plenty of couples plan a wedding in four months, or six weeks. The trick is to be flexible on the date and search by availability first, then fall in love with the vendor second. A weekday in February with a photographer you adore beats a Saturday in August with whoever happened to be left.
Frequently asked questions
How far in advance should we book a wedding venue?
Venues usually need the most lead time, so most couples look about 12 to 18 months ahead, and sooner for barns, waterfront properties, small inns and anywhere with a short season. If your engagement is shorter, stay flexible on the date and search by availability.
What should we book first after getting engaged?
Your date, then your venue, then your photographer, caterer and officiant. Everything else on your wedding planning checklist in Canada is easier once those are locked in.
When should we send save the dates and invitations?
Save the dates go out around 6 to 9 months ahead, earlier if guests are travelling or accommodation is limited. Invitations follow later, a couple of months before the day.
When do we apply for our marriage licence?
Requirements differ by province, so check your provincial marriage licence rules early in your planning. Most provinces issue licences with an expiry window, so there is a right time to apply, not too early and not the week of.
Ready to see who is actually free?
That is the whole reason OpenDates exists. You enter your wedding date and see the venues, photographers, caterers, DJs and musicians and everyone else near you who still has that day open. No long email chains, no waiting a week to hear they are booked.
It is completely free for couples, always, everywhere in Canada.
Happy planning! Kristina
Photos from Pexels.