Book in this order: venue (10–12 months out), photographer/videographer and bridal makeup artist (8–10 months — these sell out first), decorator and mehndi artist (6–8 months), DJ/entertainment and choreographer (5–6 months), caterer if not in-house (6–8 months), pandit/officiant (as soon as the date is fixed), invitations/website (2–3 months).
The decisions that matter most
- 01
Book scarce talent before commodity inventory.
- 02
Do not pay an advance until scope, deliverables, dates and cancellation terms are written.
- 03
Keep a second-choice shortlist alive until the contract is signed.
Use the planning tool, adapt the framework to your family, and verify current prices or policies before committing.
Vendor booking map
Officiant and venue
Venue and rooms
Photographer and bridal makeup
Decorator, caterer and mehndi
DJ, entertainment and choreographer
Website and invitations
Transport, rentals and confirmations
The timeline table
| Vendor | Book by | Why this early |
|---|---|---|
| Venue | 10–12 months | Peak Saturdays go a year out |
| Officiant (pandit/qazi/granthi) | At date-fix | Good ones are booked on every auspicious date |
| Photographer + video | 8–10 months | Top teams take 1 wedding/date; first to sell out |
| Bridal makeup artist | 8–10 months | Same scarcity as photographers |
| Caterer (outside) | 6–8 months | Tastings + menu rounds take time |
| Decorator | 6–8 months | Concept, mockups, sourcing |
| Mehndi artist | 2–3 months | Bridal slots fill in season |
| DJ + sound + lights | 5–6 months | |
| Choreographer | 2–3 months (8 weeks of practice) | |
| Transport/baraat horse/band | 2–3 months | |
| Invites + wedding website | 2–3 months | Website takes 10 minutes; sharing window is what matters |
Keep the planning on track with our how to choose a wedding planner, wedding pandit booking guide, and wedding catering and menu guide.
Three booking rules
- Scarcity-first, not money-first. Photographers and MUAs are one-date-one-client; banquets host weddings daily. Book the scarce ones early.
- Advance discipline: 20–30% to block a date is standard; anyone demanding 70%+ upfront is a flag. Get every inclusion in writing.
- One tracker. Vendor, contact, amount, paid, balance, due date — one sheet or one planning app. ShaadiPath's planning tools generates a personalized version of this timeline for your date.
FAQ
What if my wedding is in 4 months?
Same order, compressed. You'll trade choice, not feasibility — second-choice photographers in your city are still excellent.
When do I pay balances?
Typically: 50% milestone a month out, balance on/after delivery. Never 100% before the event for anyone.
Whom do I book LAST?
Anything printed, transport, and small rentals. They have supply; the artists don't.
Compare scope before comparing price
Send each vendor the same brief and ask them to answer in the same categories. For photography, compare team size, hours and deliverables. For decor, compare structures, flowers, lighting, transport and dismantling. For makeup, compare artist, assistants, trials, travel and early-start charges.
A quote that says premium decor or full coverage is not detailed enough to sign. Ambiguous adjectives should become quantities, names or reference images.
Build a vendor handover file
Store contracts, receipts, contact names, arrival times, balances and dependencies in one shared folder. Two weeks before the wedding, create a one-page operational summary for each function.
The couple should not be the escalation point on the wedding day. Assign one authorized family contact and one backup who understand the contracts.
Scope, assumptions and editorial standard
Lead times assume a popular wedding date in a major Indian city. Off-season weekdays may need less runway; destination and auspicious dates may need more.
Make every detail feel considered.
Invitation, RSVP, gallery and dashboard included. Fully hosted and shareable on WhatsApp.
& Vihaan 12 · 13 · 14 December