The Ultimate Wedding Vendor Booking Checklist for Middle Tennessee Couples
Planning a wedding is one of the most exciting and memorable times in your life, but it can also feel overwhelming—especially when it comes to booking the right vendors at the right time. With so many moving parts, it’s easy to wonder: When should I book my photographer? Do I need to secure a venue before everything else? What happens if I wait too long?
If you’re getting married in Middle Tennessee, whether in the rolling hills of Franklin, the lively heart of Nashville, or a charming countryside venue, you’re in luck—this area is filled with incredible wedding vendors ready to bring your dream day to life. But because Tennessee is a popular wedding destination, top venues, photographers, florists, and planners book up fast, sometimes more than a year in advance!
That’s where this checklist comes in. Think of it as your personal roadmap to a stress-free wedding planning experience. By following this timeline, you’ll:
Avoid last-minute stress – No scrambling to find a DJ or caterer at the eleventh hour.
Secure your first-choice vendors – The best wedding professionals get booked early, and this checklist ensures you don’t miss out.
Stay organized and on track – With so many decisions to make, this timeline helps break everything down into manageable steps.
Whether you’re planning an intimate elopement or a grand celebration, this guide will keep you on schedule and stress-free. Let’s dive in.
12+ Months Before the Wedding: Lock in the Essentials
Venue – Popular venues book fast! Whether it's a vineyard, barn, or elegant ballroom, secure your date ASAP.
Wedding Planner – If you’re hiring a planner, do it early! They can help with budgeting, vendor recommendations, and bringing your vision to life.
Photographer & Videographer – Great photographers (like me!) book up quickly. If capturing authentic, timeless moments is important to you, book early to ensure availability.
Caterer – If your venue doesn’t provide catering, lock in a caterer that matches your vision, from southern comfort food to elegant plated dinners.
Entertainment – Whether you’re hiring a live band or DJ, get your music booked early to set the perfect vibe for your big day.
Officiant – If you’re hiring an officiant (or having a friend/family member officiate), confirm their availability.
Dress Shopping – Wedding dresses take months to arrive and alter. Start shopping now!
Engagement Session – Many photographers include engagement sessions in their wedding packages. Schedule yours early for save-the-date photos!
9-12 Months Before: Build Your Dream Team
Florist – Whether you want fresh wildflowers or a luxurious floral installation, book your florist early to bring your vision to life.
Wedding Dress & Attire – If you haven't already, purchase your dress and plan fittings. Also, start looking at suits and bridesmaid dresses.
Hair & Makeup Artist – The best stylists book fast! Secure your beauty team and schedule a trial session.
Rentals & Decor – Need specialty rentals, chairs, linens, or a unique backdrop? Reserve these now!
Cake Designer – Custom wedding cakes require advance booking, especially if you have a specific design in mind.
Accommodations for Guests – If you have out-of-town guests, reserve room blocks at nearby hotels.
6-9 Months Before: Finalize the Details
Transportation – Arrange shuttles, limos, or vintage cars for the wedding party and guests.
Rehearsal Dinner Venue – Book a spot for your pre-wedding celebration!
Stationery & Invitations – Order wedding invitations, menus, and other paper goods.
Bridal Party Gifts – Start shopping for gifts for your wedding party.
Lighting & Special Effects – If you want string lights, sparklers, or fog machines for a dramatic first dance, book those vendors now.
3-6 Months Before: The Final Touches
Wedding Favors – Order personalized gifts for your guests.
Dance Lessons – If you’re planning a choreographed first dance, start lessons now.
Timeline Planning – Work with your planner or photographer to finalize your wedding day timeline.
Marriage License – Research marriage license requirements for your county in Tennessee and plan a trip to the county clerk’s office. (Each county is different as far as pricing). Fun fact: The state provides a class that couples can take to reduce the cost, and out-of-state couples getting married in Tennessee can receive a discount on their marriage license.
Menu & Cake Tastings – Finalize your food and cake selections with tastings.
Final Dress & Suit Fittings – Ensure everything fits perfectly!
1-3 Months Before: Almost There!
Seating Chart & Place Cards – Once RSVPs are in, finalize seating arrangements.
Confirm Vendors – Check in with all vendors to ensure everything is on track.
Wedding Day Emergency Kit – Pack essentials like safety pins, stain remover, and snacks.
Write Your Vows – If you’re writing personal vows, start finalizing them now.
Bachelor & Bachelorette Parties – Plan your celebrations!
Final Beauty Appointments – Schedule facials, hair color touch-ups, and other beauty treatments.
1 Week Before: The Home Stretch!
Final Headcount to Caterer – Give the final guest count for meals.
Pack for Honeymoon – If you’re jetting off right after the wedding, pack in advance.
Break in Your Shoes – Avoid painful blisters by wearing your wedding shoes around the house.
Relax & Enjoy – You’ve done all the planning—now it’s time to soak in the excitement!
Final Thoughts
Planning a wedding in is an exciting journey, and having a clear timeline makes it stress-free! By following this wedding vendor booking checklist, you’ll stay organized and ensure you secure the best vendors for your dream day.
Looking for a wedding photographer who captures stunning, candid moments? Let’s chat! I’d love to document your love story.
📸 Contact me here to check my availability!