When to Book Your Photographer, Videographer, and Planner for Your Wedding

Planning a wedding can feel like juggling a dozen timelines at once. Between securing your dream venue, choosing your décor, and managing guest lists, it's easy to lose track of when you should book key vendors like your photographer, videographer, and planner.

If you're planning your 2026 or 2027 wedding, you're likely wondering: When is the right time to lock everything in?

At YXE Wedding Collective, we believe in clear, stress-free guidance. Here's a transparent breakdown of when to book your key vendors—and what to do if your wedding date is approaching faster than expected.

Why Booking Early Matters

The best wedding vendors often book popular weekends 12 to 18 months in advance, especially for summer and fall dates. Early booking isn't just about securing a date—it's about peace of mind.

When you book early, you:

• Get first choice of your preferred photographer or planner.
• Have more time for engagement shoots, design consultations, and timeline planning.
• Can spread out deposits and payments, easing the financial load.

That said, don't stress if you're starting late. While booking early offers more flexibility, great weddings come together on shorter timelines all the time.

When to Book Your Wedding Planner

Ideal window: 12–18 months before your wedding

Your wedding planner is often your first and most strategic hire. They help shape your vision, set your budget, and coordinate all the moving pieces—from vendor referrals to day-of execution.

At YXE Wedding Collective, we recommend bringing your planner on board as soon as your venue and date are secured. This gives them the time to build your vendor team and prevent common planning pitfalls.

If you're starting late: Don't worry—planners can still make a huge difference even a few months before the wedding. Our Day-Of/Month-Of Planning Packages are designed for couples who have most details set but want professional support leading up to and on the big day.

Pro tip: Even if you're only 3–6 months out, a planner can help smooth out logistics, confirm vendors, and ensure your wedding day runs seamlessly.

When to Book Your Photographer

Ideal window: 9–15 months before your wedding (9–12 months is the sweet spot)

Wedding photographers are among the first vendors to book up—especially for summer Saturdays in Saskatoon and throughout Western Canada. Once your date and venue are confirmed, reach out to your top photography choices right away.

Booking early gives you:

• Priority access to your chosen photographer's calendar.
• Time to schedule an engagement session that can help you feel more comfortable in front of the camera.
• Flexibility in planning photo locations and lighting timelines.

If your wedding is sooner than expected, don't panic. Talented photographers often have last-minute openings or associate shooters available. You can explore YXE Wedding Collective's photography packages to find one that fits your timeline and style.

Pro tip: Even if your date is close, inquire anyway. Cancellations and weekday availability can open up opportunities.

When to Book Your Videographer

Ideal window: 9–12 months before your wedding

Videography has become one of the most requested wedding services in recent years. Couples want to relive their vows, speeches, and first dances—not just see them in photos.

Because of this rising demand, videographers are filling their calendars faster than ever. Booking early ensures your filmmaker can coordinate seamlessly with your photographer and planner for consistent coverage and style.

If you're planning later in the process, that's still okay! YXE Wedding Collective can often provide flexible video options or paired photo-video bundles that fit your date. Explore our wedding videography packages to learn more.

Pro tip: If video is important to you, treat it like photography—book early to secure the team you want.

What If You're Behind Schedule?

Many couples don't start booking vendors until they're within a year—or even six months—of their wedding. That's completely fine.

The truth is, it's never too late to start. You might need to be flexible with your date, package, or vendor choice, but professional teams like YXE Wedding Collective can help you pull everything together efficiently.

We often accommodate late bookings by:

• Offering combined photo + video packages for simplified planning.
• Providing partial or day-of planning support to manage existing vendors.
• Connecting couples with trusted partner professionals who still have openings.

So if your wedding is approaching quickly, reach out. The sooner you inquire, the more options you'll have.

Sample Booking Timeline

Use this guide to visualize when most couples secure their vendors for upcoming wedding seasons:

Final Thoughts: The Sooner You Book, the Better

Every couple's planning journey looks different. Some start two years out, while others pull together an incredible day in just a few months.

These booking windows are simply guidelines—not rules. Even if your wedding is approaching soon, it's absolutely possible to find talented vendors who will make your day unforgettable.

What matters most is taking the next step today. The sooner you reach out, the better your chances of securing your dream team.

If you're planning a 2026 or 2027 wedding, we'd love to help you capture it beautifully—from planning and photography to videography and beyond.

👉 Explore Our Services at YXE Wedding Collective and start your wedding story with confidence.