A Planning Guide from The Barn at Green Valley
Wedding planning is exciting—but it can also feel overwhelming when you’re juggling so many moving parts. One of the most common questions we hear from couples at The Barn at Green Valley is:
“When should we book our vendors?”
Great news: with a clear timeline, the process becomes much simpler. Here’s your month-by-month guide to securing the right team for your day, plus some helpful resources for inspiration and vendor ideas. Have a shorter timeframe than this? Adjust each category down by 2-3 months.
12–18 Months Out: Your High-Demand Vendors
These are the vendors that book fastest—especially during peak spring and fall seasons.
Book First:
Venue (you’re with us—yay!)
Planner or Coordinator
Photographer / Videographer
Caterer (if not included)
Florist
Why so early? These are the vendors who typically take on a limited number of weddings per weekend or per year. Securing them early gives you priority on design direction, menu tastings, and photo scheduling.
9–12 Months Out: Your Creative Partners
Once the foundation is set, it’s time to lock in the elements that shape the vibe of your day.
Book Next:
DJ or Band
Rental Companies (tables, linens, specialty pieces)
Stationery / Invitations
Hair & Makeup
Cake or Dessert Vendor
Pro Tip: Entertainment tends to book fast, too. If you have your heart set on a particular band or DJ, don’t wait.
6–9 Months Out: Your Personal Touches
This is where you get to refine details and add personality to your celebration.
Book / Finalize:
Officiant
Transportation
Bridal party attire
Specialty vendors (photo booth, live painter, charcuterie, mobile bar)
3–6 Months Out: The Supporting Details
Your main team is in place—now it’s about enhancing the guest experience.
Finalize:
Favors
Signage and décor
Ceremony music
Menu selections
Timeline with your coordinator
Websites like Zazzle & Minted are so helpful in gathering your supporting paper goods!
Pro Tip: This is a great window to schedule a venue walk-through at The Barn at Green Valley to visualize flow, lighting, and guest experience.
1–3 Months Out: Last Checks
The finish line is close! Coordination is key here.
Confirm:
Final headcount
Seating chart
Vendor arrival times
Photography shot list
Ceremony details with your officiant
A Quick Summary Timeline
Book ASAP: Venue, Planner, Photographer, Florist
9–12 Months: DJ/Band, Rentals, Invitations, Beauty Team
6–9 Months: Attire, Officiant, Specialty Vendors
3–6 Months: Signage, Favors, Menu, Décor
1–3 Months: Final confirmations + timeline
Planning at The Barn at Green Valley
Our team is here to make your planning smooth, joyful, and truly personal. Whether you’re starting from the very beginning or filling in the final pieces, we love helping couples bring their vision to life.
Want more info about creating your dream day at The Barn? We’re always happy to help—just reach out!