A wedding and all that goes into it is never something you really consider, until all of a sudden, you have an epic party to organize and a hundred moving pieces to figure out. It can be overwhelming. I’ve seen it with many of my couples who are just starting to figure out how to approach their wedding vendor booking timeline. After that sweet, ‘will you’ question has been popped, and an engagement photoshoot with their beloved and awesome photographer is in the books, in this scenario, I picture myself camera in hand of course ( 😉 ) the all too familiar frantic Google search begins: What’s the next step in planning a wedding?!
Well, while its not a magic pill to have your day sorted asap, the order is actually very important and will help all the other pieces of both your vendor booking and wedding day plans fall into place. Let’s start with one of the most obvious, your wedding date. When thinking of your wedding date, its important to be general but have an idea of the season. The exact date will realistically depend on the venue you choose to use and their availability. So its key to jump on this as soon as you’re able. Toronto wedding venues tend to book up on average a year in advance.
The hard and fast rule for vendor booking is if it’s a specific person you’re after, Wedding event planner, Photographer, Dj, Makeup artists or florist, do it as soon as possible. Once they are booked, you won’t have the opportunity to work with them, so contacting your ideal vendor as soon as you’ve decided on is best practice.
For this blog, I’ve gone over what some of the top wedding online publications have to say and their recommended timelines such as The Knot, Junebug Weddings, and the Wedding Wire. Some I agree with, others I offer advice on when to book from my own experience in the business, and specifically referring to Toronto weddings.
Wedding Publications: 9-11 months
My suggestion: 12+ months
As I mentioned, having your date confirmed is a question of when you have booked your wedding venue. And as most venues in downtown Toronto or even beautiful wineries in Niagra are so popular, they book up a minimum of a year in advance. Try to consider the time you are looking to get married, certain seasons will be more requested, such as spring and summer. The same goes for the day of the week. I also include the caterer in this slot of time and booking. The likelihood that your wedding venue will also have the option of catering or have a list of preferred caterers that they are use to working is more likely the case. If you are vegan, as my husband and I are, a lot of vegan restaurants (Up Beet Foods, Urban Acorn) around the city will either themselves hold wedding catering options or be able to recommend specialist caterers for you.
Here are some stunning locations for wedding venues, serving Toronto and the GTA:
Liberty Grand Toronto | A stately, modern space
Casa Loma Wedding Venue | For a grand and fairytale style wedding affair
Pop Up Chapel | Where ever you want! Completely customized service for a ceremony anywhere
Ravine Vineyard Estate | Country winery outdoor weddings in Niagra
2nd Floor | For a loft city vibe
Wedding Publications: 9-11 months
My suggestion: 12+ months
If you are looking to hire an event planner for your wedding day or even other events such as the rehearsal dinner they’ll be your ideal sidekick. They will know not only great vendors themselves but will help manage your timeline, contracts, and budget.
Here are some wonderful, very talented wedding planners serving Toronto and the GTA:
Wedding Publications: 6-8 months
My suggestion: 12+ months
I was surprised to see this being the suggested booking time for your wedding photographer, from established publications such as The Knot or Wedding Wire. Six months is placing yourself in a position of probable disappointment, in that your photographer will not have your date available. Our calenders, especially in peak months, tend to get booked up 8, 9, 12+ months ahead of the date. And being as wedding photos are such a big part of your day, and so personal in terms of the photographer and what style of images you are drawn to, I would recommend this being one of your top priority bookings when you begin planning.
Take a look over on my Investment page to know more about pricing, approach, and the packages I offer. You can also get to know a little bit more about me on my About page | Lauren Newman Photography
Wedding Publications: 9-11 months
My suggestion: 10-12 months
Top talent in your area are the first to book up and have a full calendar. Music is the life of any party, and having a truly talented professional manage the sound for your day is a must. Be sure to invest in your research when it comes to choosing your sound. But don’t take too long, as with wedding photographers in the Toronto-GTA area, we book up fast. The same goes for videographers. Take the time to understand what importance you are giving to your wedding video. If it’s a high priority, be sure to contact them for availability sooner rather than later.
Here are some top wedding DJs, Bands and Videographers to get you going on your search:
Wedding Publications: 8-10 months
My suggestion: 10-11 months
A lot of venues, or your wedding planner, if you choose not to get married at your house of worship, will provide you with a list of rabbis, priests, or pastors that can join you for your nuptials. And if you are going to have a civil servant or a friend be your officiant, its always best to reach out to them as soon as you have decided, so they are available on your date and can prepare. An officiant can bring a lot to your ceremony and have a specific style and way of conducting the proceedings to your personal liking. Take your time and be sure to give them enough time to commit for their upcoming season.
Wedding Publications: 6-8 months
My suggestion: 6-9 months
Because florists tend to be able to cover more than one wedding a day, it might not be crucial to booking them a year ahead of your wedding date. However, if you do have a specific florist whose work you love or a pretty elaborate style you are going for, getting them on your team as soon as possible, is always a good thing.
I love recommending florists, and especially visiting their magical websites and Insta feeds, where their gorgeous work is on show. Here are my recommendations for Toronto Wedding Florists:
Wedding Publications: 6-8 months
My suggestion: 6-9 months
Wedding cake bakeries and caterers, as with florists can book multiple weddings on the same date. But they will get busy during ‘wedding seasons’. Here in Toronto, this is around April, until October. So deciding on what delicious food, cake, and sweets you want, is a terrible burden you will have to carry, while going from cake testing, to cake testing. Be sure to give time in your week to go out to your caterer or baker for these sit-down taste menus.
Here are some delicious Plant-based | Vegan Toronto Cake Bakers & Caterers to get you started:
Wedding Publications: 5-7 months
My suggestion: 6-8 months
Makeup artists and Hairstylists are tied to your personal taste and should be considered carefully. They are after all going to be in charge of your face, quite literally, for the day! Making sure to look through their work, feel comfortable with them when you reach out (most of the morning will be spent with them), and checking their availability as soon as you know you want to use them are three good areas to cover. Also, bear in mind that if you are looking in Toronto or the GTA, artists & stylists will not only be filling their books with weddings, but other seasonal events going on during high peak months. Don’t miss the opportunity of working with someone you really want by assuming they will be available last minute!
Wedding Publications: 6 months
My suggestion: 5-7 months
A very artistic aspect to your wedding is the lovely stationery you will choose, your bridal dress and wedding rings. This ties into your overall theme and color scheme. From your menus, to table numbers, guest seating, and wedding invitations, finding a stationer you love to represents the wedding you are planning with is important.
Here are some of Toronto’s best wedding stationery designers, wedding dress stores and ring suppliers:
Papier June | Stationary
White Toronto | Bridal Dresses
Riley & Grey | Stationery and Wedding Websites
The Perfect Day Design | Wedding Invitations
Ring Come True | Engagement and Wedding Rings
Sash & Bustle | Wedding Dresses Toronto
Ines De Santo | Wedding Dress
Aurelia Hoang | Bridal Wear
I hope this timeline and guide, to booking your wedding vendors has been helpful in getting you started on your planning journey. Just keep in mind that once you have reviewed someone’s work, their references, and the breakdown of what they offer, it is ultimately a decision based on your gut.
The wedding industry and I might sound biased here, but the Toronto wedding industry is full of such wonderful hard-working people, a lot of the time small business owners, that connecting with them as people and knowing how much we invest in our couples happiness, is what truly makes the difference. The difference between strangers bustling passed you, or familiar faces cheering you on and making sure everything is perfect for you along the way.
Happy planning! To be in touch click the Contact link and come say Hi
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Lauren Newman is a Wedding & Engagement Photographer for those seeking candid, authentic, and vibrant imagery.
Everyone has a story to tell. What’s your story?
Be in touch for engagement, wedding & elopement packages. Serving all of Canada, including Toronto, Montreal, and any destination love goes 
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