Hiring Vendors for a Stress-Free Day

Planning your first wedding in the beautiful Midwest summer can feel like a whirlwind. You’re not alone! Studies show many couples feel unprepared for the sheer number of decisions involved, especially when it comes to hiring wedding vendors, understanding contracts, and navigating negotiations.

In a study by Zola, 70% of couples planning their first wedding felt unprepared for the number of decisions they had to make. Additionally, over 50% felt unprepared for hiring vendors, negotiations, and contracts.

This comprehensive checklist, featuring insights from wedding coordinator Samantha Pruett, will guide you through the essential steps and help you build your dream wedding team at the right time. Let’s break down when to hire each key player to ensure a smooth and unforgettable Summer 2025 wedding in the Midwest.

Timeline for Hiring Your Wedding Vendors:

12-18+ Months Before Your Summer 2025 Wedding:

• Set Your Date and Budget: This foundational step dictates all subsequent decisions. Determine your priorities and allocate funds accordingly. Remember to factor in potential hidden costs!
• Pick Your Venue: Your venue sets the stage and often influences vendor choices. Consider capacity, style (rustic, elegant, modern), packages offered (catering, decor), getting-ready spaces, and nearby lodging for guests. Understand any vendor restrictions.

9-12 Months Before Your Summer 2025 Wedding:

• Wedding Coordinator: Your most crucial early hire! A wedding coordinator will be your guide and support system throughout the planning process. They help with timelines, vendor recommendations, contract review, and day-of execution, significantly reducing stress.
  • Samantha Pruett’s Insight: “A wedding coordinator helps couples avoid common pitfalls like not building in enough time for events, forgetting to budget for vendor tips, and ultimately, feeling overwhelmed on their wedding day. They handle logistics, vendor communication, timeline creation, problem-solving, and guest guidance.”
• Photographer: Your wedding photos are lasting memories. Research photographers whose style you love and book them well in advance, especially for peak summer wedding season. Discuss your vision, shot list, and any specific requests early on.
• Videographer: A wedding video captures the emotions and moments in a way photos sometimes can’t. If a videographer is a priority, book them around the same time as your photographer to ensure availability and discuss their approach.

6-9 Months Before Your Summer 2025 Wedding:

• DJ/Entertainment: A great DJ sets the tone for your reception. Research DJs with experience in Midwest weddings, review their equipment quality, and ensure they can manage your schedule and desired music style.
• Decor/Florist: If you plan to use a professional decorator or florist, now is the time to connect. They can bring your vision to life, handle setup and teardown, and alleviate significant stress on your wedding day. Discuss your style, color palette, and budget.

3-6 Months Before Your Summer 2025 Wedding:

• Communicate with Your Guests: Establish a clear communication method (wedding website, app like Text My Wedding) to share updates, answer FAQs, collect information (allergies), and manage guest expectations.
• Save-The-Dates/Invitations: While design and ordering can take time, finalize your guest list and start the process for save-the-dates (if sending) and formal invitations.

1-3 Months Before Your Summer 2025 Wedding:

• Schedule of Events: Work with your wedding coordinator (if hired) to create a detailed timeline for the wedding day. Share this with your vendors and bridal party.

Final Weeks Before Your Summer 2025 Wedding:

• Final Checks/Communications: Confirm all details with your hired vendors. Ensure everyone is on the same page regarding the schedule, setup, and any last-minute adjustments. Your wedding coordinator will typically handle these final confirmations.

On Your Wedding Day:

• Enjoy the Day! Trust the professionals you’ve hired and savor every moment. All the planning and preparation have led to this special day.

By following this timeline and strategically hiring your wedding vendors, you can navigate the planning process with greater ease and fully enjoy your beautiful wedding!