Essential Wedding Planning Series: How to Choose Your Wedding Supplier Team (Part 3)
- scarlettroseevents
- 1 day ago
- 4 min read
If you’re just starting your planning journey, start with part one of the series: How to Set Your Wedding Budget & Define Your Vision. and How to Choose the Perfect Wedding Venue.
Once your venue is booked, the next big step in your planning journey is choosing your wedding suppliers who will bring your day to life. These are the people who shape the experience — the atmosphere, the emotions, the memories, the “oh my goodness this is actually happening” moments.
Finding the right team makes the whole process feel smoother, calmer, and so much more enjoyable. Here’s how to choose suppliers who genuinely align with your vision, your priorities, and your personality as a couple.
Start With Your Priorities
Before you dive into Instagram saves and supplier directories, take a moment to ask yourselves:
What parts of the day matter most to us?
Where do we want to allocate more of the budget?
What elements feel non-negotiable?
For some couples, it’s incredible photography. For others, it’s a live band, floral impact, videography, or delicious food. By identifying the most meaningful elements early, you can focus your search and book the most in-demand suppliers first.
Know Who You Need (and When to Book Them)
In general, your high-demand suppliers should be booked 12–18 months in advance, especially for peak Saturdays.
Here’s the order I recommend:
Book These First:
Photographer
Videographer
Florist
Caterer (if not included with your venue)
Celebrant (if having one)
Then Move On To:
Entertainment
Cake maker
Hair & makeup
Transport
Décor hire
Stationery
Having a planner at this stage is a game-changer — we help match you with suppliers who fit your style, budget, and vibe, not just your Pinterest board.
Look Beyond the Portfolio
Of course, you want to love their work. But also ask yourself:
Do they communicate clearly and kindly?
Do they understand the atmosphere you want?
Do you feel comfortable asking questions?
Do they feel experienced and steady under pressure?
Are they happy working at your venue?
A beautiful portfolio is important — but trust, clarity, and a good working relationship are what actually make planning enjoyable.
Read Reviews (But With a Balanced Eye)
Reviews offer a good insight into:
reliability
communication
consistency
professionalism
Pay special attention to reviews mentioning things like last-minute problem solving, clear timelines, and seamless coordination with other suppliers. These are the subtle skills that elevate your wedding day from “lovely” to “effortless.”
Ask the Right Questions
When speaking with potential suppliers, here are some helpful prompts:
What’s included in your packages?
Do you offer bespoke options?
How do you handle unexpected issues?
What does the booking process look like?
How many weddings do you take on per year?
Are travel fees included?
How do you communicate with your couples?
Their answers will help you understand not only the service, but the experience of working with them.
Make Sure Your Suppliers Work Well Together
Your wedding day runs smoothly when your team collaborates beautifully behind the scenes. A photographer who communicates clearly with the videographer, a florist who understands your stylist’s design plan, a caterer who respects the timeline — these things matter more than couples often realise.
If you’re working with a planner, we take the lead on communication and coordination so everyone is aligned long before the day arrives.
Trust Your Instinct
Planning is both practical and emotional. If a supplier feels aligned (their work, their energy, their communication) that’s usually a good sign. If something feels off, it’s okay to walk away. There are so many talented, kind professionals in this industry. You deserve a team that feels like a perfect fit.
How a Planner Helps at This Stage
A good planner doesn’t just recommend suppliers — they curate options that suit your style, your logistics, and your budget. We’ve worked behind the scenes with these people, so we know:
who is excellent under pressure
who is a dream to work with
who will elevate your design
who will take stress away, not add to it
If you ever start feeling overwhelmed by choice, this is exactly where expert guidance makes the biggest difference.
Final Thoughts
Your wedding supplier team is the foundation of your entire day. When you choose people you trust, everything else becomes easier. You feel supported, understood, and genuinely excited — not just about the wedding itself, but the journey getting there.
Take your time, ask questions, and choose people who make you feel relaxed and confident. The right team will create something unforgettable.
(This blog is part of our ‘Essential Wedding’ series – a step-by-step guide to creating your dream wedding. Be sure to check out the rest of the series for expert tips and inspiration!)
Next in the Essential Wedding Planning Series: Creating Your Wedding Day Timeline & Managing Logistics — coming soon!
Other blogs in this series:
If you’d like expert guidance to bring your vision to life, I’d love to help. At Scarlett Rose Events, our goal is to support you in creating a wedding that feels effortless, stylish, and truly reflects you both! Get in touch to chat about how we can make it happen.
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