You've got the ring and you've got the date — now everyone needs booking. But who do you lock in first? And how far out is too late?
This timeline is based on peak season (November–April). If you're getting married in winter or mid-week, you'll have more flexibility. But for a Saturday in summer, these windows are realistic.
12–18 months out
Photographer. The best wedding photographers in Queenstown, Auckland, and Hawke's Bay book 12–18 months ahead for peak dates. Start looking early, view full galleries (not just highlight reels), and book when you find someone whose work you genuinely love.
Videographer. Same window as photographers — they're often working the same weekends. If you want both, book them at the same time so they can coordinate.
9–12 months out
Celebrant. The good ones fill their calendar 9–12 months ahead, especially for summer Saturdays. Your celebrant handles the legal side, so don't leave this too late.
Caterer. If your venue has an exclusive caterer, this is decided when you book the venue. If not, book independently at the 9-month mark. Tasting sessions usually happen 3–6 months before the day.
Band or DJ. Popular acts book up fast for summer. If live music is non-negotiable, lock it in now.
6–9 months out
Florist. Book 6–9 months ahead. Have a conversation about seasonality early — what you pin on Pinterest may not grow in New Zealand in your wedding month. A good florist will suggest alternatives that look just as good and cost less.
Planner or coordinator. If you're hiring a full-service planner, ideally they're on board from the start. But a month-of or day-of coordinator can be booked at the 6-month mark.
Hair & makeup. Trials are usually done 2–3 months before the wedding, but book the artist now to secure your date.
3–6 months out
Stationery. Invitations should go out 8–10 weeks before the wedding, which means you need designs finalised by 4 months out. Order save-the-dates earlier if you're doing them.
Transport. Classic cars and shuttle services for peak weekends book 3–6 months ahead. If you need a bus for guest transport from accommodation to venue, sort it now.
Cake. Most bakers can accommodate a 3-month lead time. Tastings are the fun part — book one in.
1–3 months out
Hire & supplies. Tables, chairs, linen, lighting — confirm quantities once your RSVP numbers settle. Most hire companies are flexible up to 2–4 weeks out.
Stylist. If you're using a stylist for tablescaping, signage, or prop sourcing, they should be briefed by now. Final details lock in 4–6 weeks before the day.
The rule of thumb
If someone is good and you love their work, book them. The timeline above is a guide, not a rule. Vendors who are right for you won't get cheaper or more available by waiting. And most NZ suppliers are honest about their availability — if they can't do your date, they'll tell you straight away.
Browse vendors by category on weddingvendors.co.nz — every profile shows availability so you can see who's open for your date before you enquire.