Beyond the Photographer: Every Other Vendor Decision You'll Need to Make | Baton Rouge Photographer
Most couples spend weeks researching their photographer and their venue, then feel a little blindsided by how many other vendor decisions are waiting right behind them. Florist, caterer, DJ or band, hair and makeup, a coordinator, maybe a videographer — each one comes with its own set of choices, its own deposit, and its own effect on how your day actually runs.
I've photographed enough Louisiana weddings to know that the vendors you choose don't just shape your budget — they shape your timeline, your guests' experience, and honestly, your photos too. Here's how to think through each one.
Book in the Right Order
Your venue and your photographer typically need to be locked in first, since both tend to book a year or more out — especially for popular dates in spring and fall, which is peak wedding season across Louisiana. Once those two are set, everything else can build around them. A rough booking order that works well:
Venue and date
Photographer (and videographer, if you're having one — more on that below)
Caterer
Florist, DJ/band, and hair & makeup
Coordinator, rentals, and everything else
You don't have to follow this exactly, but locking in your date-sensitive vendors first keeps you from falling in love with a florist who's already booked for your Saturday.
Florist: Full-Service vs. "Day Of"
Florists usually offer a spectrum of service, from full design consultations to simpler "day of" delivery packages. If you have a strong vision — a specific color palette, an arch installation, hanging greenery — you'll want a full-service florist involved early. If your needs are simpler (bouquets, boutonnieres, some centerpieces), a lighter package can save real money.
One Louisiana-specific consideration: our heat and humidity are not gentle on flowers. If you're getting married outdoors between May and September, ask your florist directly which blooms actually hold up in that kind of heat, and plan for delivery as close to your ceremony time as possible rather than hours early.
Catering: Plated, Buffet, or Family-Style
This decision affects your budget, your timeline, and your reception's whole feel. Plated dinners feel more formal and are easier to keep on schedule, but need more serving staff. Buffets are more casual and often more affordable, but take longer to move a full guest list through the line — worth padding your reception timeline for. Family-style sits in between: a little more elevated than a buffet, a little more relaxed than plated.
Whatever you choose, don't skip the tasting, and ask directly about bar service — a full open bar, beer and wine only, or a signature cocktail setup all come with very different price tags. And if you're leaning into any Louisiana flavor for your reception or rehearsal dinner — a crawfish boil, a late-night po'boy station, a groom's cake with a little local personality — most caterers here are happy to build around it.
DJ or Live Band
This is as much a budget decision as a vibe decision. A DJ typically costs less, takes fewer setup logistics, and can usually play a wider range of music across generations of guests. A live band creates more energy and a more memorable reception experience, but comes with a bigger price tag and more setup/soundcheck time to plan into your timeline.
Whichever you choose, make sure they're also serving as your MC — someone confidently announcing your entrance, toasts, and first dance keeps the reception moving and keeps guests from wondering what's happening next. And if a second line is part of your plan (a Louisiana wedding tradition I always love photographing), loop your band or DJ in early — that's a moment worth planning for, not winging.
Hair and Makeup: Timing Matters More Than People Expect
I mention this in nearly every timeline conversation I have with couples: hair and makeup should be finishing, not starting, when photography coverage begins. Ask your artist directly how long they need for your full group — bride, mother, bridesmaids — and build in 30 extra minutes beyond their estimate. It's one of the most common places a wedding day starts running late, and it's completely avoidable with the right buffer.
Also worth asking: do they travel to you, or do you need to go to a studio? Travel adds setup and teardown time that needs a place in your schedule too.
Do You Need a Coordinator?
If your venue includes a coordinator, ask exactly what that covers — many venue coordinators manage the space and vendors on-site, but aren't responsible for your personal timeline, your family dynamics, or troubleshooting if something goes sideways. A day-of coordinator (or a full wedding planner, if your budget allows) is the person making sure every vendor — caterer, florist, DJ, photographer — is operating off the same schedule, so you're not the one fielding questions during your own reception.
If you're managing a complex family situation, an outdoor venue with a lot of moving pieces, or simply want to actually be present on your wedding day instead of managing it, a coordinator is one of the highest-value vendors you can add.
Videographer: Worth Deciding Early
More and more couples are pairing a videographer with their photographer, and if that's something you want, it's worth deciding early — good videographers book up on the same timeline as photographers, and the two of us usually coordinate closely on shot lists and timing so we're not competing for the same angle during your ceremony or first look.
Rentals and the Extras Nobody Thinks About Until Later
If you're getting married outdoors — a real option in Louisiana, weather permitting — don't forget the practical rentals: a tent (and a rain contingency plan, since Louisiana weather doesn't always cooperate), a generator if the site needs power, restroom trailers, a dance floor, and lighting for after sunset. These aren't the fun parts of planning, but they're the ones that quietly determine whether your outdoor reception actually works.
The Common Thread: Everything Has to Sync
Here's the thing that ties all of this together — every vendor decision you make eventually has to line up on the same day-of timeline. Your florist's delivery window, your caterer's service time, your DJ's setup, your hair and makeup schedule, your videographer's shot list alongside mine — none of it works in isolation.
That's exactly what my free wedding day timeline guide is built to help with, and it's something I talk through with every couple I work with before their wedding. If you're deep in vendor decisions right now and want a second set of eyes on how it all fits together, I'd love to help.