Just Got Engaged? Feeling Excited… and a Little Overwhelmed?
First things first — congratulations, love is a wonderful thing!
If you’re newly engaged and wondering “Where do we even start?” — you’re not alone.
Most couples feel overwhelmed at this stage. There are venues, photographers, planners, florists, DJs, caterers… and everyone seems to be telling you something different. My goal here is to simplify the process and help you understand who to book first, when to book them, and which Dayton-area vendors I personally recommend based on real, positive working relationships.
These recommendations aren’t random. They’re vendors I’ve worked alongside, trust professionally, and know show up for couples on wedding day.
I’m entering year 14 in the wedding industry! Let’s walk through it together 👇
18–24 Months Out ( Pre Planning, Researching Vendors - Discover your budget)
Start With: Venue + Date
Your venue determines almost everything else — your date, guest count, budget range, and which vendors are available.
Why this matters:
Popular Dayton venues book 12–18 months out, especially for May–November weekends.
In some situations, booking weddings on Fridays and Sundays can save you a bit of coin as well! Food for Thought
Dayton Venue Recommendations
The Steam Plant
Industrial, historic, downtown — amazing for couples who want character and flexibility
https://www.thesteamplantdayton.com
The Brightside Music & Event Venue
Modern, intimate, perfect for creative layouts
https://www.thebrightsidedayton.com
The Reverie
All-in-one venue + catering, polished experience
https://www.reveriedayton.com/
Maple Lane Farm
A beautiful outdoor venue best suited for medium sized wedding events
Looking for something more unique, yet special, Another great spot
The Huffman Black
The Perfect Private wedding venue and ceremony + reception as well as a opportunity for an overnight accommodation with valet services
12–18 Months Out ( Major Vendors Get Booked)
Book Early: Planner + Photographer + Videographer
This is where stress levels drop significantly. These vendors will spend close to 10 hours with you on your special day, the right one will make your day seem seamless.
Wedding Planner
A planner helps guide vendor decisions, timelines, and budgets — especially helpful if you’re busy or planning from out of town.
Planner Recommendations
Seasoned vet when it comes to the wedding industry. Husband and wife duo, top tier professionalism https://www.instagram.com/angelaspremierevent
Ashley Briley
Dedicated, Down to Earth, Trustworthy and just a great vibe! https://www.instagram.com/poptwistballoons/#
Photographer + Videographer
Your photographer + Videographer team is with you (typically) more than any other vendor on wedding day — this relationship matters.
Why book early:
Most experienced photographers only take a limited number of weddings per year. ( For me that number is approx 30-35.
Photography Recommendations
Well, of course i’d recommend myself Sheldon James Photography
Story-driven coverage with a calm, confident presence
https://www.sheldonjamesphotography.com
But in the instance, I’ve been booked or maybe we aren't the best fit, Theres more professionals who do an amazing job as well!
EB Portaits
An Organized talent with and eye for the perfect lighting. A posing genius.
https://www.instagram.com/eb_portraits
JBarker Photography
The Ultimate Creative, Vintage and Dreamy
Videography
Los Productions
The Perfect storyteller for any event
https://www.losproductionsweddings.net/
A keen eye for high value production
Flack Productions
https://flackproductions.com/
10–12 Months Out (Most Vendors are booked within this timeframe )
Florals + Entertainment (DJ / Band)
These vendors shape the feel of your wedding.
Florists
Flowerama
Organic, artistic floral designs
Customer centered, beautiful arrangements
DJ / Entertainment
Your DJ controls pacing, energy, and flow.
DJ Recommendations
Dj Dorse
Professional MCs, great crowd awareness, “The Party Instigator”
Dj BreakDown
Solid, experienced, and dependable, well traveled
https://iambreakdown.com/
8–10 Months Out (Vendor selection may be limited, but there’s still some solid vendors out there )
Catering + Cake / Desserts
If your venue doesn’t include catering, this becomes a priority.
These vendors can happen a bit closer, because some of these services may be finished and finalized prior to or vendors can take on multiple projects a day.
Catering Recommendations
Bernstein’s Catering
Elevated menus, strong service
https://bernsteinscatering.com/Belmont Catering
Flexible options, great presentation
https://www.belmontcatering.com
Cake & Dessert
ele Cake Co.
Custom cakes with incredible flavor
https://www.elecakeco.com
6–8 Months Out ( This Is Where We Have To Get Serious)
Not only for you and your sanity at times, but if you have a guest list, you’ll also want to make sure that they have well enough room to reschedule work, other obligations, babysitters, and if you’re inviting other photographers like myself, I would like to know if I have my homies wedding to attend before booking another wedding :)
Skincare + Hair + Makeup, Rentals, Invitations
Book beauty services early — especially if you have a large bridal party (I would even recommend an earlier booking if you have a larger bridal party, this can turn to be a half or full day event for these vendors. Each vendor will have very different booking processes, it is recommended that you consult each professional for their process.
Skincare Professionals
Makeup Artist
Hair Salons
This is also the time to finalize:
Rental needs (chairs, linens, specialty tables)
Most of these services are often offered by your venue, but local party supply companies and Amazon are quick and effective resources for these items.
-Also, don’t forget Facebook Marketplace, if you have the time to wait for those who recently had a wedding ceremony, there are often great finds in nearly perfect condition because they are recently married.
Save-the-dates and invitations ( ps. All of your engagement sessions are complementary with Sheldon James Photography
Ceremony details ( even if its just a rough outline so you can start imagining the order of events) Your planner and Photographer and DJ can get this squared away for you as well so no worries here! Use the resources, we’d love to help !
3–4 Months Out
Final Planning Phase
Confirm timelines with vendors and review contracts
if you have a wedding planner, this would be a good time to ask for them to take the lead on this with your suggestions.
Create seating chart
Apply for Ohio marriage license
Final dress fittings- This is key here, just because you want everything to be just right, and the closer you get to your wedding date, so does other brides, and seamstress get busy during that time of the year and often are a small team organization.
At this point, everything should feel organized, not rushed.
Wedding Week
Enjoy the Moment
Your vendors should be handling logistics — your only job is to be present, celebrate, and soak it all in. We SERIOUSLY mean that. Don’s Sweat the small stuff, an out of place floral arrangement, 3 minutes off schedule, somebody running a few minutes late, the bride needing a few moment before walking down the aisle even though the wedding begins at 5:30 sharp! We wait on the bride and Groom. This is YOUR DAY. Not Ours.
🤍 A Final Note From Me
This timeline is built from Real Weddings that I’ve had the honor and privilege being apart of, not Pinterest theory. Every vendor listed here is someone I’ve worked alongside, communicated with professionally, and seen show up for couples when it matters most.
If you ever need help narrowing options, understanding priorities, or figuring out what actually matters for your wedding day — I’m always happy to help guide you.
