Your essential wedding vendor booking order

Getting engaged is one of life’s great highs, but the transition to “how do we actually do this” can be incredibly fast.

The sheer volume of choices can feel like a secondary full-time job. Between the spreadsheets and the endless Pinterest tabs, it is easy for the excitement to be buried under a mountain of logistics.

Many couples we see at Easy Weddings feel this pressure, but we believe planning your day should be as intentional and sentimental as the event itself. To help clear the fog, we have put together the essential wedding vendor booking order to ensure you lock in the foundations first and fill in the beautiful details later.

"One and a half to two years seems to be the sweet spot where people are picking all the good dates already. I find if you’re clever enough and you lock it in early, you’ll get all the stuff you want."

Benn Stone

Phase 1: The foundation (12–18 months out)

Most industry experts agree that 12 to 18 months is the “sweet spot” for planning. As celebrant Dimitrios notes, “in the wedding industry, time moves in reverse dog years. Seven months can feel like one month when you are trying to secure popular suppliers.”

 

1. The venue

Your venue is the first domino. It dictates your date, your guest capacity, and your overall aesthetic.

• Tip for finding your venue: Prioritise the “vibe” over the “view.” A stunning view is great, but the venue’s internal culture, service standards, and inclement weather backups will have a much bigger impact on your stress levels on the day.

2. Marriage celebrant

A venue without a celebrant is just a party. Popular celebrants often book out a year or more in advance. According to celebrant Amanda Saliba, you should reach out as early as possible if you have a specific person in mind.

• Tip for finding your celebrant: Prioritise the personal connection. You are sharing one of the most vulnerable moments of your life with this person. If you do not feel an immediate “click” during your first meeting, keep looking.

3. Photography

The best photographers are often solo operators, meaning once they are booked for a date, they are unavailable.

• Tip for finding your photographer: Request to see a full gallery, not just the “highlight reel.” Anyone can take five great photos, but you need someone who can handle tricky lighting and fast-moving moments across eight hours.

4. Wedding planner

Why now? If you want a professional to vet your vendors and manage your budget, they need to be involved before you sign any further contracts.

• Tip for finding your planner: Look for a problem solver, not just a stylist. Ask them for an example of a time a wedding went wrong and how they fixed it behind the scenes.

5. Wedding dress

Why now? Luxury gowns can take six to nine months to order and alter. Starting now ensures you avoid stress and rush fees.

• Tip for finding your dress: Trust the boutique experts. A gown that looks “okay” on a hanger might be the one that transforms your silhouette. Go in with an open mind.

6. Wedding cars

Transport is a significant part of your photos and your arrival experience.

• Tip for finding your transport: Consider the logistics of your attire. If you have a voluminous gown, a vintage compact car might look great in photos but will be impossible to sit in comfortably.

7. Honeymoon

It might feel early, but booking your honeymoon now ensures you get the best flight prices and room availability, particularly for popular spots like Fiji or Bali.

• Tip for finding your honeymoon destination: Choose the destination based on the “seasonality” of your wedding date rather than just a wishlist. A tropical paradise that looks perfect on Instagram might be in the middle of monsoon season when you actually tie the knot. Research the weather patterns for your specific month to ensure your “escape” doesn’t involve being stuck indoors due to rain.

Phase 2: The infrastructure (9–12 months out)

This phase is about the “how” of your wedding. It involves securing the teams that manage the flow, the flavour, and the atmosphere of the celebration. These suppliers often have complex logistical requirements, so coordinating them early ensures that the practical elements of your day run like clockwork.

 

8. Wedding hire

If your venue requires additional furniture or structural elements, secure your hire equipment now.

• Tip for finding your hire supplier: Always check the delivery and collection fees. These can vary significantly depending on the location and timing of your event.

9. Catering

If your venue is a “blank canvas” or private estate, you will need to secure your catering team early.

• Tip for finding your caterer: Ask about their experience with “off-site” kitchens. Cooking in a marquee or a remote paddock requires a specific skill set compared to a commercial kitchen.

10. Flowers

Florals define the visual mood. Secure your florist early so they can source the best seasonal blooms.

• Tip for finding your florist: Focus on colour and texture rather than specific flower names. This allows your florist to use the best quality blooms available on your actual date.

11. Music

The best bands and DJs are often booked well in advance. When considering your music choices, celebrant Christina Towler highlights that the right song sets the entire tone. She suggests Pink Pony Club by Chappel Roan to get the dancefloor moving. Or classics like I Wanna Dance With Somebody by Whitney Houston, Uptown Funk by Bruno Mars, and Mr. Brightside by The Killers.

• Tip for finding your music: Check if they have live footage of a real wedding. A studio-recorded demo is not a true representation of how they read a room and manage a dance floor.

12. Videography

If a cinematic film is a priority, do not leave this until the end.

• Tip for finding your videographer: Ensure their editing style matches your photographer. If one is moody and the other is bright and airy, your visual legacy will feel disjointed.

13. Formal wear

While suits have a shorter lead time than dresses, bespoke tailoring still requires several months.

• Tip for finding your formal wear: Don’t forget the “sit test.” A suit might look sharp standing up, but you need to be able to sit, eat, and dance without restrictive pulling.

Phase 3: The aesthetic (6–9 months out)

With the logistics settled, you can shift your focus to the visual soul of your wedding. This is where your Pinterest boards come to life. Phase 3 is dedicated to the stylists and designers who pull your disparate ideas into a cohesive, polished theme.

14. Wedding stylists

A stylist pulls the visual thread through the day, from the ceremony to the table settings.

• Tip for finding your stylist: Look for consistency in their portfolio. Their work should feel like it belongs to the same aesthetic family, even across different venues.

15. Wedding decorations

Once you have a plan, you need the physical pieces like signage and centrepieces.

• Tip for finding your decorations: Quality over quantity. Three high-impact decor pieces will look more intentional than thirty small, generic items scattered around.

16. Bridesmaid dresses

Choose dresses that complement the wedding aesthetic once your palette is confirmed.

• Tip for finding bridesmaid dresses: Prioritise the fit for the most “difficult to fit” person in the group. If the dress works for them, it will likely work for everyone.

17. Invitations

Booking your stationer now allows for the custom design process and ensures you have a cohesive look that carries through to your on-the-day signage later.

• Tip for finding your stationer: Order a sample pack. You cannot judge the weight, texture, or “luxury” of paper through a screen.

18. Cakes

Why now? High-end cake artists are often limited by cooling room space and the time-consuming nature of sugar work.

• Tip for finding your cake designer: Prioritise flavour as much as design. A beautiful cake that stays on the plate because it is too dry is a missed opportunity for your guests.

19. Shoes

Why now? You must have your wedding shoes before your first dress fitting to ensure your hemline is the exact correct length.

• Tip for finding your shoes: Wear them around the house for at least four hours before the wedding. If they hurt after twenty minutes, they will be unbearable by the reception.

Phase 4: The finishing touches (1–6 months out)

As the countdown begins, your focus shifts from the broad strokes to the personal details that make the day uniquely yours. This final phase is about the guest experience and your own preparation as a couple. These vendors provide the “wow” factors—the entertainment, the jewellery, and the wellness services—that ensure you look and feel your best when the moment finally arrives. It is the time to polish the plan so you can step into your wedding month with total confidence.

20. Specialty services

Consider services like professional childminding or pet sitting. Celebrant Christina Towler notes that having your pets as ring bearers is a wonderful way to make the day personal.

• Tip for finding specialised services: Look for providers who are specifically “wedding-focused.” A regular babysitter might not understand the formal flow of a wedding ceremony.

21. Bomboniere

Small, thoughtful gifts are a beautiful way to thank your guests for joining you.

• Tip for finding your bomboniere: If it isn’t edible or genuinely useful, it will likely be left on the table. Think about what your guests actually enjoy.

22. Wedding jewellery

It is time to choose the wedding bands that you will wear forever.

• Tip for finding your jewellery: Match the style and portfolio. Do not try to force a minimalist jeweller to create a complex vintage design. Review their previous work to ensure it aligns with your vision.

23. Photo booth

A photo booth provides instant entertainment and keepsakes for your guests.

• Tip for finding your photo booth: Ask about the quality of the prints. High-resolution, fast-drying prints are essential so guests aren’t walking around with smeared ink.

24. Hair and makeup

Booking your artist now allows time for trials to perfect your look before the big day.

• Tip for finding your artist: Look for someone who can work with your natural skin tone and hair texture. Their portfolio should show a diverse range of looks.

25. Flower girls

Order outfits for the children in your wedding party early to allow for fittings.

• Tip for finding flower girl outfits: Buy one size up if you are ordering six months in advance. Children grow fast, and it is easier to take a dress in than let it out.

26. Hens and bucks party

Hand the reins to your wedding party to plan your pre wedding celebrations.

• Tip for finding a planner: Choose a company that offers “all-inclusive” packages. This removes the awkwardness of trying to collect individual payments from a large group.

27. Wedding accommodation

Why now? While this appears late in the list, your specific wedding night suite and any large room blocks for guests should actually be scouted much earlier. Booking now is about the final confirmation of your guest list numbers and ensuring your own check-in logistics are seamless. If you are marrying during peak season or in a boutique region, waiting until the final weeks means you will likely miss out on the best suites or be forced into a location that requires a long commute.

• Tip for finding accommodation: Check the “getting ready” space. You need plenty of natural light and enough room for your hair and makeup team to work comfortably.

28. Lingerie

Why now? You need your foundation garments finalized before your second dress fitting so your tailor can work with the exact silhouette these pieces create.

• Tip for finding lingerie: Ensure it is seamless if your dress is fitted. Comfort is paramount during a long day.

29. Wedding beauty services

In the final months, focus on your skin and wellness prep.

• Tip for finding beauty services: Do not try a new, aggressive treatment (like a chemical peel) less than six weeks before the wedding.

30. Wedding accessories

Complete your look with veils, hairpieces, and other accessories.

• Tip for finding accessories: Bring them to your final hair trial. You need to see how they sit with your chosen hairstyle to ensure they stay secure.

 

By following this wedding vendor booking order, you ensure that the most high demand suppliers are secured first. This logical progression allows you to build your wedding day piece by piece, ensuring that by the time you reach the final month, you can actually sit back and enjoy the anticipation.