overwhelmed? me? never!

who do we need to book and when do we need to do it?

Chances are you’ve never done this before. It’s okay, cos we have! And now we’re here to help you figure out what needs to be booked first, and then what else needs to be booked after that. It’s a lot, but we’re here to make it as simple as can be.

scroll down for wisdom
first you gotta know

who to book

and then

when to book!

So you’ve got a bit of a vision for your wedding day. Now what?

Great question! Consider this our virtual ‘grab you by the shoulders and steer you in the right direction’ moment. Overwhelm, be gone! 

Step 1: pick a wedding venue

When you’re ready to begin wedding planning, first port of call is to book a wedding Venue. When we say ‘Venue’, you may need a ceremony venue and a reception venue, or you might have both your ceremony and reception in the one venue. (Say ‘venue’ one more time in this paragraph…)

We suggest hitting up some wedding trails and venue open days (usually these happen around January and July) to get a feel for a bunch of venues in one hit. Otherwise, contact a few you love the look of and arrange private tours (or you can do virtual tours online if you like!).

No seriously, we’re not gonna say venue again in this section.

look out!

insider tip!

The less popular winter months (June/July) are actually the most perfect weather for weddings in Queensland and Northern NSW – you may find you have more flexibility with dates for venues and other vendors over these months. The bright winter sunshine, crisp air and calm weather is spectacular at this time of year! Just be mindful that the sun will set earlier in winter so you may need an earlier ceremony time.

So far, so good!


Once you’ve found the right venue for your wedding, they will give you their available dates to choose from. If there are VIP guests that you really want to be present, cross-check these potential wedding dates with your VIPs. Similarly, if you have any must-have vendors, chuck them an email with the potential dates too.

Hopefully there is a date that lines up for your ideal venue, your VIPs and your dream vendors.

Step 3. Once you have your wedding date and venue sorted…

You can start booking in your vendors, in order of their importance to you. Get in touch with your must-haves ASAP. Ask your favourite vendors who they love working with on wedding days – chances are, if you love that vendor’s style and vibe, you will also love the teams they work with regularly!

It’s important to know that a lot of wedding vendors can’t confirm bookings or provide accurate quotes without a date confirmed. Some vendors will also need to know a vague number of guests too.

One last thing – these are all the suppliers we typically see at weddings. You may not need or want to book all of the below options, but we thought we’d list ’em all out just in case.


Coordinator / Event Stylist

If you’re having a coordinator and/or event stylist, lock them in as soon as you have your venue booked, they will help keep your wedding plans on track!

Then, find your favourites:

  • Photographer
  • Videographer
  • Celebrant
  • Florist
  • Musician(s) (acoustic artist, band, DJ, etc)

Once you’ve tackled the above list… tackle this one (possibly)

The following vendors may/may not apply to all marrying couples, but they do book out well in advance also:
  • Dress designer
    (allow at least 6 months)
  • Makeup Artist
  • Suit Tailor
    (allow at least 3 months)
  • Cake Maker
  • Hairstylist
  • Stationery / Signage


Once you have a vague idea of guest numbers, timing, etc!

Furniture/Event Hire

Big stuff like marquees, generators, port-a-loos if you need ’em… all the way to chairs, tables, glassware, arbour, vases, candle holders etc etc


Fairy light curtains, hanging pendants, uplights, neons – lighting design is weirdly important to give your reception space atmosphere!


For your guests if they need it (buses in and out of the venue) or for yourselves (wedding cars/limos/getaway car at the end of the night)

Childcare / Fur-childcare

Babysitting if you’re having little ones at your wedding, or pet minders if you’re having your pets at the wedding!

And lastly… any extra fun bits!

This is for any extra fun stuff! Examples we’ve seen include Ice cream carts, a margarita truck, fairy floss cart, photobooth, audio guestbook, cold fireworks, live painting, even a magician!

ooooh boy it’s another

insider tip!

When couples book in their wedding photography with us, they get access to our clients-only planning site, full of heaps more wedding planning intel and links to all of our favourite wedding vendors.


Easy as that! (Ha!)

Our hope is that this has helped start to untangle your brain to the logistical nightmare that is trying to start planning this wedding of yours. Maybe you can screenshot these pages, make a spreadsheet, write a list… it’s a start!

It’s our aim to keep weddings as fun, unfussy and stress free as possible for our couples. We’ve been on both sides of this wedding planning thing, we get it!

If we can help you out with any other wedding related overwhelm or questions, we’re here for you any time.