When To Book Your Event Vendors

Nicole SteegerContributor

Booking the perfect vendors for any event is crucial. Knowing when to book is the first and most important step in the search process. The earlier you book, the easier it is to ensure that you will have your first choice in event vendors. Waiting too long can make planning stressful and potentially leave you with a selection you are not entirely happy about.

So exactly when should you book your event vendors? Well, there is no clear cut answer to that question. It depends on the type of event you are planning and when you will be celebrating. Lucky for you, we have a few tips that can help you with the booking process timeline.

Kids Parties: 

If you are planning a children’s party you should look to book your vendors at least 4-6 weeks in advance to the party. If you are afraid that your child may change their mind on party theme – try to pick something that you know will be a hit no matter what. Bounce houses and magicians always make great choices for a kids' party.


When it comes to weddings, booking vendors definitely falls under the “sooner the better” category. Once you have selected your venue and date, start looking for your ceremony and reception entertainment. Popular wedding performers such as bandsDJs and soloists can be booked more than a year (yes, year) in advance. So, once you have decided what style of entertainment you want, you should select your vendor and put down a deposit.

Holiday Events: 

Booking vendors and entertainment for a holiday celebration should always be done early. I’m sure you would be shocked to know that many clients book Santa Claus for their holiday party as early as May! If you are not sure when you should book the vendors for your holiday festivities, take a look at our chart below – it will let you know when most GigMasters clients book their vendors for major holidays:

Remember, booking your vendors early means you get the best selection and can avoid the stress of waiting until last minute. Once you have your vendors booked, we suggest you use a checklist to make sure you don't miss any important details. Staying organized throughout your party plannning will save you a lot of time and more importantly - your sanity!