this is the wrong way to book your wedding vendors
booking vendors out of 'order' can be painful - here's what happens & how to fix it.
You get engaged.
You feel the excitement. You see a florist on Instagram who makes your heart do backflips…and you message them before you’ve even chosen your venue.
Or maybe your cousin swears their DJ is the one and you book them before you’ve figured out what time your reception even starts.
It happens all the time.
And while there’s no need to panic - this kind of “vibe-first, logistics-later” energy can cost you time, money, and (sometimes) sanity.
🧩 Why booking in the wrong order causes chaos:
When you book vendors without locking in your venue or understanding your timeline, it can lead to:
❌ Scheduling clashes
Your photographer might not be available for the actual ceremony time once the venue confirms
Your content creator might charge extra if it turns out your venue is 2+ hours away
❌ Overlapping roles or wasted spend
You hire a stylist…then find a venue that includes full styling. Whoops.
You get a caterer…but your venue has exclusive suppliers. Oops.
❌ Mismatched vibes
You book a dark, moody-style videographer…then choose a coastal, pastel-toned venue that doesn’t match the aesthetic.
Or worse - you fall in love with a dreamy barn, only to realise your city-chic stylist doesn’t have anything in their inventory that fits.
🧭 The ideal booking order (that no one tells you)
Don’t get me wrong - there are some MUAs that get booked 15 months in advance. If you’ve dreamt of this certain MUA since the day you got Instagram, then you’ll definitely want to bump them up in the priority order.
If not, the one below should work absolutely fine:
1. Budget & guest count
Even if it’s rough - have a ballpark before you do anything. Venue pricing is often per head.
2. Venue
Your venue dictates your date, your supplier restrictions, your timings, and often your style.
3. Planner or coordinator (if you're getting one)
A good one will help you book everyone else smartly - and often has trusted vendors to recommend.
4. Photographer / Videographer
They book up FAST - and they’ll help set your day’s timeline too.
5. Caterer (if not in-house)
Don’t start your cake hunt until you know who’s handling the main meal.
6. Decor & florals
Your design team will want to know the space they’re working with, so don’t book them before you’ve seen your venue layout.
7. Entertainment
Once you know your timings, acoustics, and guest flow - then go all-in on DJs, live bands, or ceremony singers.
8. Hair & Makeup, Transport, Cake, Content Creators, Celebrants, Stationery etc.
These are still essential - but they’re smoother to book when the big blocks are set.
“We booked our florist first because I fell in love with her work…but by the time we found our venue, her minimum was way over budget. She was kind enough to give us our deposit back, but this isn’t usually the case. This could have been an extremely expensive mistake for us. - Leah, September 2024 Bride
🛠️ If you’ve already booked out of order…
Don’t panic - here’s how to fix it:
✅ Check flexibility ASAP
Message the vendors you’ve already booked and let them know your venue hunt is still ongoing. Most will be happy to work with you if you communicate early.
✅ Make a “non-negotiables” list
If you’ve already booked a certain type of photographer or stylist, let that influence your venue hunt. Lean into the vibe.
✅ Loop in your suppliers
Good suppliers want to help. If you’re torn between two venues, ask your booked photographer which space suits their style best. Ask your DJ about acoustics. Ask your stylist if they’ve worked there before.
Booking in the wrong order doesn’t ruin your wedding - but it can make it harder. So before you book that “must-have” vendor…ask: do we have the foundations in place?