Event Planning Timeline: When to Book Your Vendors | Agape Events

Planning an event can feel overwhelming, but it doesn’t have to be. At Agape Events, we believe a little planning goes a long way in creating a peaceful, joyful experience. Whether you're planning a wedding, shower, or milestone celebration, knowing when to book your vendors helps you avoid last-minute stress and gives you better access to availability, pricing, and top-tier professionals.

If you're unsure where to start, our event planning timeline can help guide you through the process. At Agape Events, we offer flexible packages and can assist with as little or as much planning as you need.

12 to 15 Months Before Your Event

Book your venue and your event planner or coordinator. This is the foundation of your event. The venue locks in your date and sets the tone. A planner helps create your timeline, recommend vendors, and organize your vision from the start. Depending on your package, Agape Events can assist with everything from venue selection to timeline development and vendor referrals.

If you're ready to get started, we’re ready to help. Booking early ensures the best experience and the most availability.

6 to 12 Months Before

Secure your major vendors. Caterers, photographers, decorators or florists, DJs or live musicians, and rental companies should be booked during this window. If you’re planning during peak season, spring or the holidays, earlier is better.

We offer vendor guidance in some of our packages, but we can also simply coordinate the vendors you've already selected. We’re happy to work with your budget and your preferred level of support.

3 to 4 Months Before

Book your specialty vendors and finalize decor details. Dessert vendors, signage makers, custom favors, balloon artists, bounce houses, and photo booths should be secured now. If you’re including personalized decor or custom signage, give vendors time to create and deliver.

Some of our packages include help with managing all of this. If you're short on time, we can step in and handle every detail - or just the ones you need.

1 to 2 Months Before

Confirm details and finalize your timeline.You’ll want to confirm guest counts, review your event day schedule, make final payments, and communicate last details to your vendors.

Agape Events offers timeline creation, day-of coordination, and communication with vendors depending on your package. You’ll know exactly what’s included and where we can step in.

We Work With You

Not everyone starts planning a year in advance, and we understand that. Whether you’re planning ahead or just getting started, Agape Events offers a range of services to meet you where you are. We work with all types of timelines and budgets and we’re known for creating a peaceful planning experience, no matter what.

Ready to book? Let’s talk.

Reach out today to learn more about our packages and availability. Whether you need full planning or just day-of coordination, we’re here to help make your event seamless and beautiful.