Planning a wedding in Charlotte is exciting but knowing which vendors to book first (and when) can feel overwhelming. With popular venues and top-tier professionals booking out 12–18 months in advance, having a clear wedding vendor checklist is essential.
This guide breaks down Charlotte wedding vendors by priority, with local insight into booking timelines so you can plan confidently and avoid last-minute stress.
Step 1: Wedding Planner (Optional, But Highly Recommended)
When to book: 12–18 months before the wedding
Why first: A planner helps you build the entire vendor team strategically
If you’re hiring a full-service or partial wedding planner, this should be your very first booking. Charlotte planners have deep relationships with venues and vendors across Uptown, South End, Lake Norman, and surrounding areas, and they can help you avoid costly mistakes early on.
Planner types include:
- Full-service planning
- Partial planning
- Month-of or wedding management
💡 Local tip: Many Charlotte planners book a year or more in advance, especially for spring and fall dates.
Step 2: Wedding Venue
When to book: 12–18 months out
Why it matters: Your venue sets the date, budget framework, and vendor availability
Charlotte is home to a wide range of venues, from luxury ballrooms to garden estates and industrial-chic spaces. Once your venue is secured, all other vendors fall into place.
Consider:
- Guest capacity
- Indoor vs. outdoor options
- Vendor restrictions
- Parking and accessibility
Step 3: Wedding Photographer & Videographer
When to book: 10–14 months out
Top Charlotte wedding photographers and videographers are often booked far in advance, especially those with editorial or documentary styles.
Look for professionals who:
- Match your aesthetic
- Know Charlotte venues well
- Offer engagement sessions (great for comfort and connection)
💡 Local tip: Fall dates book fastest due to Charlotte’s mild weather and peak wedding season.
Step 4: Catering & Bar Services
When to book: 9–12 months out
Some Charlotte venues require in-house catering, while others allow outside caterers. Either way, food and beverage play a major role in guest experience.
Key considerations:
- Tastings
- Dietary accommodations
- Bar packages and staffing
- Rental coordination
Step 5: Wedding Entertainment (DJ or Live Band)
When to book: 8–12 months out
Your entertainment sets the energy for the entire reception. Charlotte has a strong pool of DJs, live bands, and hybrid performers who book quickly, especially Saturdays.
Step 6: Florist & Event Design
When to book: 7–10 months out
Wedding florists in Charlotte do much more than bouquets. Many offer full-scale event design, installations, and tablescape styling.
Discuss:
- Seasonal flower availability in North Carolina
- Ceremony and reception needs
- Installations (arches, hanging florals, staircases)
Step 7: Hair & Makeup Artists
When to book: 6–9 months out
Bridal beauty teams often take limited weddings per weekend. Book early if you’re getting married during peak season or have a large wedding party.
Step 8: Rentals & Décor
When to book: 4–6 months out
Rentals may include:
- Specialty chairs and tables
- Linens
- Lounge furniture
- Bars and backdrops
Charlotte rental companies can book up quickly during busy months, especially for specialty items.
Step 9: Cake, Desserts & Specialty Vendors
When to book: 3–5 months out
This includes:
- Wedding cakes and dessert displays
- Champagne walls
- Live painters
- Photo booths
- Cigar rollers
Step 10: Transportation & Final Details
When to book: 2–4 months out
Shuttles, vintage cars, and guest transportation are especially helpful for Uptown or destination-style weddings around Charlotte.
Final Thoughts
Having a clear wedding vendor checklist will help you stay organized, on budget, and stress-free. Booking vendors in the right order ensures you’re working with the best professionals the city has to offer.
✨ Looking for trusted Charlotte wedding vendors? Explore our curated network.
