Your Guide to Booking Wedding Vendors in Melbourne (and Where to Start)
First off congratulations! You’re engaged! 🎉
If you’re feeling a mix of excitement and total overwhelm, you’re not alone. One of the biggest questions couples have right after getting engaged is:
“Where do we even start with wedding planning?”
Whether you're planning a winery wedding in the Yarra Valley, a garden ceremony in the Dandenong Ranges, or an inner-city Melbourne celebration, the vendor booking process usually follows a similar order. Getting this right can save you a lot of stress (and money) down the track.
Here’s your go-to guide for booking Melbourne wedding vendors, what to book first, how far out to plan, and how to allocate your budget.
1. Book Your Venue First (12–18 Months Out)
Your wedding venue sets the tone for your entire day. It determines your date, your guest list size, your overall vibe and crucially, it’s one of the most competitive things to book. Popular Melbourne wedding venues (especially vineyards, warehouses, and outdoor garden spaces) can book out more than a year in advance.
✨ Hot Tip:
Make a shortlist of venues that suit your budget, style and guest count. Visit in person if you can, and ask about inclusions (like catering, furniture, etc.).
Budget Allocation:
~30–40% of your total wedding budget
2. Book Your Photographer & Videographer (9–15 Months Out)
Once you have your venue and date locked in, the next vendor to book is your wedding photographer (and videographer, if you’re having one). The best photographers in Melbourne often book out 12+ months in advance, especially for weekend and spring/summer dates.
Your wedding photos are the one thing you’ll keep forever—so it’s worth investing in someone whose work and approach you love. Look for someone whose style reflects your vibe (documentary, candid, editorial, timeless) and who makes you feel relaxed and understood.
✨ Hot Tip:
Meet with photographers before booking. Do they listen to your story? Are their couples comfortable and authentic in their portfolio?
Budget Allocation:
Photography: ~10–15%
Videography: ~8–12%
3. Book Your Celebrant, Planner or Stylist (8–12 Months Out)
In Melbourne, celebrants get booked quickly too—especially if you’re after someone with a modern, warm or lighthearted vibe. If you want someone to help with planning or styling, this is also the time to lock in a wedding planner or stylist.
A planner can help with budgeting, timelines and vendor coordination—especially helpful if you’re planning from interstate or overseas.
Budget Allocation:
Celebrant: ~2–5%
Planner/Stylist: ~10–15% (if using one)
4. Book Your Caterer, Florist, and Music (6–9 Months Out)
If your venue doesn’t include catering, you’ll want to find a trusted local caterer who can handle your numbers and service style (cocktail vs. seated, grazing tables, etc.).
Florists and musicians/DJs also book out well in advance, especially for peak seasons. Be clear about your style and guest experience goals (e.g., do you want dancing? a floral arbour?).
Budget Allocation:
Catering: ~20–25%
Florals: ~5–10%
Music: ~5–8%
5. Lock in Hair & Makeup, Attire, Stationery (3–6 Months Out)
Hair and makeup artists in Melbourne often book early, especially for larger bridal parties. Start trialling early and book in as soon as you find someone whose work you love.
You’ll also want to sort your wedding attire (which may take several months for ordering and alterations), as well as invitations or stationery. A great alternative to physical invites that I’ve seen a lot of couples do is to create a wedding website. This is something you can update and change at anytime, and it’s as simple as sharing a link to your guests and they have all the info they need on their phones. You can even include an RSVP section!
6. Final Vendors & Details (1–3 Months Out)
As your wedding gets closer, book in:
Cake/dessert vendor
Transport (especially for country weddings)
Any hire furniture, signage or additional styling
On-the-day coordinator (if needed)
