A Boston & New England Planner’s Guide on How to Choose Wedding Vendors

If you’re planning a wedding in Boston or anywhere in New England, one of the biggest questions you’ll face early on is: “How do we choose our wedding vendors?”

With hundreds of talented creatives, from photographers and florists to caterers, musicians, and designers, the options can feel endless. Add in the realities of New England logistics (venue rules, seasonal demand, coastal travel, Boston traffic, and limited prime dates), and the process becomes even more overwhelming for newly engaged couples.

That’s why building your vendor team thoughtfully, and in the right order, is one of the most impactful parts of creating a calm, elevated, effortless wedding experience.

Here’s how I guide my couples through the process so they end up with the right team, the right fit, and a planning journey that feels supported from day one.

1. Start With Your Location & Venue Requirements

In New England, where you’re getting married shapes who you should hire.

Boston Venues

Places like:

Boston Public Library
The Newbury
The Langham
Museum of Science
State Room
Fairmont Copley Plaza
Mandarin Oriental Boston

…often come with:

Preferred vendor lists
Approved caterers
Load-in/load-out restrictions
Union regulations
Parking & transportation limitations

The right vendor team needs experience navigating these spaces, because working a Boston venue is a specialty in itself.

Coastal New England & Newport

Venues in:

Cape Cod
Newport Mansions
North Shore estates
Southern Maine
South Shore waterfront properties

…demand vendors who understand:

Coastal light & weather patterns
Salt air & wind considerations for florals
Complex transportation routes
Sunset-driven timelines
Quick pivots for fog or rain

Private Homes & Tented Weddings

These require the most specialized teams: tenting, generators, catering logistics, lighting, flooring, restrooms, parking plans, and more. This is not the place for inexperienced vendors.

Starting with location ensures your vendor team is equipped for the specific demands of your venue and region, not just your aesthetic.

2. Choose a Planner Before Every Other Vendor

I always say this gently, but truthfully:

Your wedding planner should be the first vendor you hire.

Here’s why:

We curate vendors based on your aesthetic, budget, and personality
We protect you from mismatched recommendations
We guide your spending so you invest intentionally
We secure your top choices before peak-season dates disappear
We streamline communication and decision-making
We eliminate overwhelm from the process

The right planner becomes your filter and your advocate.

Together, we identify exactly which vendors best fit your wedding, and which to book first based on season and priority.

3. Focus on the Vendors Who Book the Fastest

In Boston and throughout New England, the most in-demand vendors book 12–18+ months in advance, especially for May–October weddings.

Your booking order should generally look like this:

Book These First:

Photographer
Videographer
Catering (if not provided by venue)
Music (band or DJ)
Floral designer

Then Secure:

Hair & makeup
Ceremony musicians
Transportation
Rentals & specialty décor
Lighting
Stationery designer

With full-service planning, I create your entire vendor roadmap, from recommended options to outreach, alignment, comparison, and final selection, so the booking process is calm, structured, and meaningful.

4. Look Beyond the Portfolio

A beautiful Instagram feed matters, but it’s not the whole picture.

When choosing wedding vendors, consider:

Professionalism: Do they communicate clearly and on time?
Experience: Have they worked your venue or region before?
Collaboration: Are they team players or siloed creators?
Approach: Are they calm, flexible, and hospitality-driven?
Values: Do they understand the experience you want for your guests?

New England weddings, particularly in Boston or coastal locations, require vendors who can adapt quickly, troubleshoot quietly, and elevate the day without adding stress.

5. Invest Where It Matters Most to You

Every couple has different priorities.

Some invest in:

Photography that captures quiet, emotional moments
Florals that transform a historic space
Music that energizes the entire reception
Culinary experiences tailored to New England flavors
Design-driven rentals or lighting that shapes the room

Your vendor team should reflect your values, not a generic checklist.

I work with couples to allocate their budget intentionally so the elements that matter most receive the focus they deserve.

6. Build a Team That Feels Like a Natural Fit

A wedding vendor team is more than a list of professionals, it’s a collaborative group of creators responsible for bringing your vision, logistics, and guest experience to life.

A cohesive vendor team:

Communicates seamlessly
Respects timing and constraints
Problem solves quietly
Supports each other’s roles
Works toward the same overall experience

This is the beauty of full-service planning:
we bring together people who naturally complement one another, ensuring your day feels elevated, smooth, and truly effortless.

7. Local Insight: Red Flags to Avoid in New England

Based on years of planning across the region, here are the most common pitfalls couples run into when choosing vendors: