Congratulations, your venue is now booked! But now the next big step in the planning phase begins… choosing your suppliers.
It’s normal for this to feel a little overwhelming, like you need to make a lot of decisions all at once, and lots of couples reach this point in the planning process wondering where to start, how many people they actually need to book, and whether the venue will let them choose freely.
To make things a bit easier, we’ve made this guide which walks you through how to choose your wedding suppliers step by step, and explains exactly how supplier planning works at Hodsock Priory.
What Suppliers Do You Actually Need?
Whilst of course every wedding is different, most couples end up booking from the same selection of core categories:
- Photographer (and content creator/videographer, if you’d like one)
- Florist
- Entertainment, from ceremony musicians to an evening band or DJ
- Hair and makeup
- Cake
- Stationery, from invitations to on-the-day signage
- Transport
One thing you can cross off the list straight away: catering. At Hodsock Priory, food and drink are provided in-house, so there’s no need to source an external caterer or compare food quotes. That’s one of the biggest supplier decisions already taken care of.
Remember that not every category is essential. Some couples skip transport entirely, or design their own stationery. Treat the list above more as a wedding supplier checklist to work through, ticking off what matters to you and letting go of what doesn’t.
How Many Suppliers Should You Expect to Book?
In regards to numbers of wedding suppliers you need, you may be surprised to learn that it’s usually less than what your planning spreadsheet suggests! In fact, most couples book anywhere between five and eight suppliers without necessarily having to have every category covered.
The more useful question though, is which supplier to book first. Photographers, bands and popular florists are often reserved twelve to eighteen months ahead, particularly for peak-season Saturdays, while cake makers and stationers typically work to shorter lead times. Prioritise by booking window rather than trying to secure everything at once, and the whole process feels far more manageable. Our guide to allocating your wedding budget will help you decide how much to set aside for each category before you start enquiring.
What to Look for Before You Book a Supplier?
A little vetting up front saves a lot of stress later. Before you commit to anyone, check:
1. Portfolio fit. Look at full galleries or complete examples of their work, not just the highlights. You want to see how they handle a whole day, in venues (and lighting) similar to yours.
2. Reviews and recommendations. Recent reviews from real couples tell you more than a polished website. If a supplier has worked at your venue before, even better.
3. A written contract. Every supplier should provide one, setting out what’s included, payment terms and what happens if plans change. If someone is reluctant to put things in writing, treat that as a warning sign.
4. Deposit and payment terms. Understand what you’re paying, when, and what’s refundable before you sign 5. anything.
5. Insurance. Professional suppliers carry public liability insurance as standard, and it’s reasonable to ask for confirmation.
These are the essential questions to ask wedding suppliers before booking. You’ll find more on what to ask venues themselves in our guide to twelve questions to ask your wedding venue.
Bringing Your Own Suppliers to Hodsock Priory
For couples that are looking for some reassurance on suppliers, you’ll be pleased to know that Hodsock Priory has an open supplier policy, meaning you’re free to bring in your own suppliers, use our recommendations, or mix the two. There’s no locked-down approved list and no obligation to book through the venue.
The only formality is straightforward. Suppliers’ insurance details are confirmed at your planning meeting, so the team knows who’s arriving on the day and that everyone is properly covered. It’s also worth pointing your florist or stylist towards the venue’s decoration guidelines early on, so their plans work with the spaces from the start.
Making the Most of Hodsock Priory’s Trusted Supplier Network
If you’d rather not start your search from a blank page, you can use the Little White Wedding Book as a helpful shortcut. It’s essentially our collection of trusted suppliers including businesses who know the venue, its spaces and its timings, and who deliver consistently for couples here.
Think of it as a well-informed recommendation from a friend rather than a rule. Use it for every category, dip into it for one or two, or not at all. Suppliers who already know the house and grounds can make planning conversations quicker, but the choice is always yours.
Coordinating Your Suppliers on the Day
Once everyone is booked, the final piece is making sure they’re all working from the same plan. Suppliers need to know arrival and set-up times, where they’re setting up, and how the day flows from ceremony to reception. Your ceremony choice shapes much of this, so it’s worth reading up on the indoor and outdoor ceremony options before you finalise timings with your florist or musicians.
To keep things simple, we recommend having one document which covers elements such as timings, locations,and contact details. Send this to every supplier in the week before your wedding so everyone is on the same page. Details like layout and logistics are also talked through at your planning meeting, so nothing is left to guesswork on the morning itself.
Supplier Planning, Without the Stress
Choosing your suppliers should feel like the fun part of planning, and at Hodsock Priory it’s designed to be flexible: your own suppliers, the venue’s trusted network, or a bit of both. For anything else, the wedding FAQs cover the most common planning questions.
If you’re still deciding on a venue, book a viewing and come and see the house and grounds for yourself. And if you’re already booked and have supplier questions ahead of your planning meeting, just get in touch. The team is always happy to help you think it through.
