When to book your room and caterer in Quebec
You've chosen your date, imagined your perfect event, and now a crucial question arises: when should you actually contact venues and caterers? Booking too early may seem like a stretch, but waiting too long risks depriving you of the best choices available. Timelines vary greatly depending on whether you're planning a wedding, a corporate event, or a family celebration. This article walks you through the optimal booking calendars for each type of event and gives you the strategies to secure your ideal vendors at the right time.
What you need to remember
- High season weddings: 12 to 18 months in advance to guarantee your first choice
- Corporate events: 8 to 12 weeks minimum depending on complexity
- Low season offers more flexibility with lead times of 6 to 9 months
- The Friday and Saturday in summer are booked first from the previous year
Why is booking timing crucial?
The availability of rooms and caterers does not follow a uniform logic throughout the year. Understanding these dynamics helps you plan strategically.
Peak seasons create a shortage. In Quebec, June to September is the peak season for weddings and outdoor events. November and December explode with corporate Christmas parties. During these periods, the best establishments are fully booked 12 to 18 months in advance for popular weekends.
Some days disappear quickly. Friday and Saturday evenings are booked well in advance of the other days of the week. A Saturday in July can be booked 15 months in advance, while a Thursday in the same month remains available 6 months before the event.
Capacity limits options. Rooms that can accommodate more than 150 guests are fewer than small venues. If your event requires a larger room rental, your options are significantly reduced, requiring even earlier bookings.
Optimal calendar for weddings
Weddings require the most time-consuming planning due to their complexity and high seasonal demand.
High season (May to September): 12 to 18 months in advance. Couples often get engaged during the holidays or on Valentine's Day and immediately look for dates for the following summer. If you're aiming for a Saturday in July or August, start your research 15 to 18 months before.
Low season (October to April): 8 to 12 months in advance. Fall and winter weddings offer more flexibility. Venues and caterers receive fewer requests, leaving you to negotiate and plan with less pressure.
Intimate weddings (less than 50 people): 6 to 9 months in advance. Small events have access to spaces that large weddings can't use. Private restaurants, small function rooms, and alternative venues are often available with shorter lead times.
Exception: Unique locations require more time. Wine estates, castles, museums or historical sites are sometimes booked 18 to 24 months in advance, especially for the high season dates.
Deadlines for corporate events
Corporate events follow a different schedule, usually shorter but with marked seasonal peaks.
Galas and recognition events: 10 to 14 weeks. These prestigious events of 100 to 300 people require spacious rooms and experienced caterers. Three months in advance guarantees a good choice of suppliers.
Meetings and trainings: 6 to 8 weeks. For events of 20 to 75 people with simple meals, six weeks is usually enough. Caterers easily handle these requests with less customization required.
Corporate Christmas Parties: 4 to 6 months in advance. November-December is the busiest season for corporate events. The rooms and caterers are fully booked from the summer for Fridays and Saturdays in December. Book in June or July.
Recurring events: book for the full year. If your company hosts regular events, negotiate an annual contract with your caterer. You will often get discounts of 5% to 10% and guarantee availability.
When to book for family events
Family celebrations usually offer more flexibility than weddings but still require proper planning.
Large celebrations (100+ people): 6 to 9 months in advance. Milestone anniversaries, large family reunions, or multi-generational celebrations require substantial space. Booking six months in advance gives you access to the best options.
Medium events (50 to 100 people): 3 to 6 months in advance. Baptisms, communions, birthdays, or graduation parties can be comfortably planned three to four months in advance.
Small receptions (less than 50 people): 6 to 12 weeks in advance. Restaurants with private rooms or small spaces remain available with shorter lead times. Some caterers even accept last-minute reservations.
Strategies for last-minute dates
Sometimes, circumstances force you to organize an event quickly. Here's how to maximize your chances of finding great options even with a tight deadline.
Target the days of the week. Thursdays and Sundays offer almost as much availability as off-peak periods, even in high season.
Consider "orphan" dates. Long weekends (Canada Day, Labour Day) paradoxically see fewer bookings because people travel. These dates remain available for a longer period of time.
Call directly instead of using online forms. Last-minute cancellations are not always immediately reflected on websites. A phone call sometimes reveals surprising availability.
Common mistakes that complicate bookings
Wait until all the details are finalized.
Many wait to confirm their full guest list and exact budget before contacting vendors. Meanwhile, the best dates disappear. Book with a reasonable estimate, then narrow down the details.
Book the room without checking the caterer.
Some venues impose their exclusive caterer or have a shortlist of approved suppliers. Discovering this restriction after paying a deposit creates avoidable frustration.
Neglecting the cancellation clause.
Circumstances change. A flexible cancellation clause is sometimes worth a slightly higher price. Check the detailed cancellation policies before signing, especially for events scheduled more than a year in advance.
Pre-Booking Checklist
Confirm actual availability by phone. Online booking systems do not always reflect recent cancellations. A direct call ensures the accuracy of the information.
Visit in person if possible. Online photos embellish reality. A visit reveals the actual condition of the installations, the acoustics, the natural lighting, and the practical details invisible on the websites.
Ask for a detailed written quote. Ask for a quote that specifies exactly what is included: equipment, staff, length of service, travel expenses, taxes, and cancellation policies.
Check certifications and insurances. A professional establishment holds the Permit required from MAPAQ and adequate liability insurance.
Secure your suppliers at the right time
Booking your venue and caterer at the optimal time transforms your event planning from a stressful exercise to a stressful process. Popular dates fill up quickly, but with the right strategies and thoughtful planning, you can secure exactly what you're looking for. Remember, flexibility is still your best ally: being open on different dates or formats greatly expands your options, even with shorter deadlines.
Plan your event with confidence
Need help figuring out the perfect time to book your event? At Traiteur Tiguidou, our team knows the uptime trends and can guide you to the best decisions. Contact us to discuss your project and receive personalized advice.