Working Backwards: When to Book Every Vendor (From 12 Months Out to 1 Week Before)
Written by: Disha Patel
Planning my wedding taught me this: the earlier you book vendors, the less stress (and costs) you’ll have later. Between multiple events, guest count, and cultural traditions, South Asian weddings have layers—and so does the booking process. If you’re wondering when to start reaching out to photographers, decorators, DJs, and more, here’s the timeline I wish someone handed me. Consider this your step-by-step guide to booking vendors for a Desi wedding, based on what actually worked for me.
12+ Months Out: Lock in Your Big-Ticket Vendors 🗓️
This is the time to secure the foundation of your wedding weekend.
✅ Venue – Hotels, banquet halls, or outdoor spaces book up quickly, especially for auspicious dates.
✅ Caterer – For fully South Asian menus or fusion caterers. If your venue requires in-house catering, confirm now.
✅ Planner or Coordinator – For full-service or partial planning. Even day-of coordinators can get booked early!
✅ Photographer & Videographer – The best ones often book 12+ months out, especially for peak wedding season.
✅ Decorator – Get on their calendar early, especially if you want custom installations, mandaps, or elaborate reception decor.
✨ Pro Tip: If your wedding is during peak season (May–September or around Diwali season), book ASAP.
9-11 Months Out: The Detail-Oriented Vendors 🎯
💡 With the big stuff done, focus on those who will shape the guest experience and vibe of your events.
✅ DJ & Entertainment – For all events (sangeet, wedding day, reception) + baraat dhol players.
✅ Hair & Makeup Artist – Especially if you want someone with South Asian bridal styling experience.
✅ Outfit Designers & Tailors – Bridal lehenga, sherwani, bridesmaid saris, or groomsmen kurta sets often require several months for delivery + alterations.
✅ Transportation Vendors – Shuttle service or coach buses for guests, bridal cars, or baraat transportation (horse or vintage car rentals).
✅ Mehndi Artist – Book your bridal henna artist and guest mehndi team now.
✨ Pro Tip: Some MUAs and DJs offer multi-event packages - bundle where possible to save.
6-8 Months Out: Vendors That Add Personal Touches ✨
💡 This is when to lock in those who help make your wedding feel “you.”
✅ Live Performers – Saxophonists, violinists, Bollywood bands, or traditional musicians for sangeet or baraat.
✅ Cake or Dessert Vendors – Especially if you’re doing a fusion cake or mithai display.
✅ Photo Booth or Interactive Vendors – Like a 360 photo booth, guestbook station, or DIY chai/paan bar team.
✅ Pagh or Saafa Tying Vendor – For grooms and baraat party prep.
✅ Florist (if separate from decorator) – For bouquets, boutonnieres, or garlands.
✨ Pro Tip: This is a great time to also start DIY projects (welcome signs, guest favors, etc.).
3-5 Months Out: Final Touches & Extras 📝
💡 Focus on hospitality, guest experience, and cultural details
✅ Priest or Officiant – For Hindu, Sikh, Muslim, or fusion ceremonies.
✅ Guest Welcome Bags – Start sourcing snacks, favors, and stationery.
✅ Rental Companies – For tents, extra chairs/tables, heaters if hosting home events.
✅ Special Permits – Open flame permits (if needed for havan/fire rituals) and venue power fees.
✅ Transportation Route Confirmations – Confirm shuttle and parking logistics for guests.
✨ Pro Tip: Double-check that vendors meet your venue’s insurance requirements now.
1-2 Months Out: The Home Stretch 🚨
💡 You’re on the final lap!
✅ Vendor Final Payments & Contracts – Wrap up final invoices and confirm arrival times & load-in details.
✅ Hair & Makeup Trial – Schedule your bridal beauty trial now (if you haven’t already).
✅ Seating Chart & RSVP Follow-Ups – Coordinate with parents/siblings for any last-minute RSVP issues.
✅ Run-of-Show Document – Finalize your timeline & share it with all vendors and key family/wedding party members.
1 Week Before: Last-Minute Checks ✅
💡 You’re almost there!
✅ Vendor Confirmations – Text or email vendors to reconfirm call times and venue access details.
✅ Emergency Kits – Have bridesmaids or groomsmen prep emergency kits (bobby pins, tissues, extra jewelry).
✅ Pack Day-of Outfits & Essentials – Don’t forget jewelry, dupatta pins, saafas, or backup heels.
✅ Relax & Hydrate!
Having this timeline early would’ve saved me stress—and late fees.
💡 Want a head start with trusted vendors who match your timeline? Check out Plan My Desi Wedding.
