The Ultimate Guide to Wedding Planning in Australia - Tips & Checklists

Planning a wedding in Australia is an exciting adventure — but it can also feel a little overwhelming at first. With so many decisions to make, timelines to juggle, and details to remember, it’s easy to wonder where to begin. That’s why we’ve created this ultimate guide — to walk you through the process step by step, offer expert tips, and help you plan a celebration that feels uniquely you. Whether you're dreaming of a grand ballroom reception, a beachfront ceremony, a vineyard reception, or an intimate backyard gathering, this guide is here to make your planning journey feel calm, confident, and so much fun and exciting. 

What You'll Find in This Guide

This guide is designed to be your go-to companion from “Yes!” to “I do.” We’ll start with the essential foundations — setting your budget, crafting your vision, and building your guest list — and then move through each major step of the planning journey. From choosing your venue and booking vendors to styling your day and managing the final countdown, every section is filled with helpful advice, thoughtful checklists, and little reminders to keep things stress-free. You can follow it from start to finish or jump to the parts you need most — either way, we’ve got you.

Step 1: Set the Foundation

Before you dive into dresses and décor, it’s important to start with the big picture. These early decisions will shape everything else and help you stay grounded throughout the planning process.

Define Your Budget

Money conversations may not be the most romantic part of planning, but they’re absolutely essential. Sit down with your fiancé and have an honest discussion about:

• How much you can realistically spend
• Any contributions  you can expect from family
• Your top priorities (such as venue, photography, or catering)

Pro tip: build in a small buffer (around 5 to 10 percent) to cover unexpected expenses — they always come up.

Clarify Your Vision

Take the time to imagine your ideal wedding day. Is it formal or relaxed? Indoors or outdoors? In the city or by the sea? Write down a few keywords that describe how you want your day to look and feel. This will become your guide for all the decisions ahead.

Try asking yourselves:

• What atmosphere do we want to create?
• Are there specific colours, themes, or traditions we want to include?
• Will it be a big celebration or a more intimate affair?

Draft a Guest List

You don’t need an exact number yet, but having a rough idea of your guest count is essential for budgeting and venue selection. Start by:

• Listing immediate family and close friends
• Creating a “must invite” and “nice to have” list
• Deciding early on if you’ll include children or plus-ones

Keep in mind: your guest count directly affects your overall costs, from catering to seating to stationery.

Step 2: Choose Your Dream Venue

Your venue sets the tone for the entire day — not just in how it looks, but in how it feels. It also determines your date, your guest capacity, and many of your other vendor choices. That’s why it’s one of the first big decisions you’ll make.

Start With Your Vision

Refer back to the words and ideas you outlined in Step 1. Are you dreaming of a grand ballroom type celebration, a beachfront ceremony, a vineyard in the countryside, a stylish city hotel, or a private estate? The venue should reflect your style as a couple and support the type of atmosphere you want to create.

Consider the Practicalities

While the look and feel are important, don’t forget about logistics. As you explore options, keep these factors in mind:

• Capacity – Does it comfortably fit your guest list?
• Availability – Is your preferred date or season open?
• Location – Is it easy for guests to reach? Is parking available?
• Inclusions – Does it include furniture, décor, catering, or coordination?
• It’s also worth asking about weather contingency plans for outdoor venues, noise restrictions, and curfews.

Visit in Person if You Can

Photos can be deceiving. If possible, visit the venue in person to get a feel for the flow, lighting, and atmosphere. Don’t be afraid to ask questions, take notes, or request a sample timeline of how a typical wedding day runs there.

Lock It In

Once you’ve found the right place, secure your booking with a signed contract and deposit. This will give you a clear direction for the rest of your planning — from your styling choices to your vendor shortlist.

Step 3: Book Your Core Vendors

Once your venue is locked in, it’s time to secure the key people who will help bring your day to life. These core vendors often book out early — especially during peak wedding seasons — so it’s wise to confirm them as soon as you’ve chosen your date.

Prioritise the Essentials

Every wedding is different, but these vendors are typically considered the essentials:

• Photographer and/or videographer – Capturing your memories beautifully is a top priority
• Celebrant – a registered celebrant is a must in Australia
• Caterer – Some venues include catering, others don’t — book early if it’s separate
• Planner or coordinator – If you’re hiring professional help, secure them now

Other important bookings might include a wedding florist, stylist, DJ or band, hair and makeup artist, or transport provider — depending on your vision and priorities.

Do Your Research

Take your time to compare vendors, read reviews, browse social media portfolios, and ask for referrals. Pay attention not only to their work, but to how responsive and professional they are — you’ll be working closely with them, so a good relationship matters.

Questions to ask might include:

• Are you available on our date?
• Can we see examples of past weddings similar to ours?
• What are your package options and inclusions?
• What is your cancellation or postponement policy?

Book With Confidence

Once you’ve chosen your vendors, read their contracts carefully before signing. Make sure you understand payment schedules, service timelines, and what's included in writing. It’s also a good idea to keep a digital folder or spreadsheet to track everything in one place.

Step 4: Style Your Day

Now comes the creative part — bringing your vision to life through colours, textures, flowers, décor, and personal touches. Styling your wedding isn’t just about how it looks, but how it feels when guests walk in. It should reflect your story, your personalities, and what matters most to you as a couple.

Start With Inspiration

Gather inspiration from wedding blogs, Pinterest boards, real weddings, and Instagram. Focus on the styles that truly speak to you — not just trends, but ideas that feel meaningful or exciting. Create a mood board with images that capture the overall vibe you’re aiming for, such as:

• Colour palettes
• Floral arrangements
• Tablescapes
• Ceremony backdrops
• Signage and stationery
• Lighting and ambience

Try not to get overwhelmed. You don’t need everything — just a cohesive feel.

Choose a Colour Palette

Your colour palette can set the tone for the entire day. It will influence your flowers, bridesmaid dresses, stationery, décor, and even cake design. Whether you go soft and romantic or bold and vibrant, aim for consistency across all elements.

Decide What Matters Most

You don’t need to style everything. Choose one or two areas to focus your energy and budget — perhaps the ceremony backdrop, reception tables, or lighting. Let those standout elements carry the visual impact.

Your wedding florist can also help guide your colour palette and suggest seasonal flowers that bring your styling to life in a beautiful, cohesive way.

Incorporate Personal Touches

The most memorable weddings are the ones that feel personal. Consider adding meaningful details like:

• Family heirlooms or cultural traditions
• A handwritten welcome sign or vow books
• A special reading, quote, or signature cocktail

These touches don’t need to be expensive — they just need to reflect you.

Step 5: Send Your Invitations and Save the Dates

Once your venue and key details are confirmed, it’s time to officially invite your guests. Thoughtfully designed stationery doesn’t just share information — it sets the tone for your wedding and builds anticipation for what’s to come.

Start With Save the Dates

If you're planning well in advance — especially for a destination or weekend wedding — sending save the dates is a helpful courtesy. They let guests mark their calendars early and start making travel arrangements.

When to send:

• 6 to 12 months before the wedding
• Earlier if many guests are travelling from interstate or overseas

Include:

• Your names
• The wedding date
• Location (city and state)
• A note that a formal invitation will follow

You can keep these simple — printed cards, digital versions, or even a wedding website announcement.

Design and Order Your Invitations

Your invitations will give guests their first real glimpse into your wedding’s style. Whether you're going for formal, whimsical, modern, or minimal, choose a design that complements your overall theme.

What to include on the invitation:

• Your full names
• The date and time
• Venue name and address
• Dress code (optional)
• RSVP instructions

When to send:

• Typically 2 to 4 months before the wedding
• Sooner if your wedding is during peak season or requires travel

Make sure you allow time for:

• Design, proofing, and printing
• Mailing and delivery
• Guests to RSVP comfortably

Consider a Wedding Website

A wedding website is a great way to share extra details without crowding the invitation. It can include:

Accommodation recommendations

• Schedule of events
• FAQs
• Your love story
• An online RSVP form

It’s also helpful for any last-minute updates or changes closer to the day.

Step 6: Manage the Final Countdown

As your wedding day approaches, you’ll start moving from planning mode into coordination and confirmation. The final stretch is all about double-checking the details, tying up loose ends, and making space to actually enjoy the lead-up.

Confirm All Your Vendors

About one month out, reach out to each of your vendors to confirm:

• Times of arrival and setup
• Final guest numbers (especially for catering)
• Song selections, styling instructions, or must-capture moments
• Any remaining balances or paperwork

Be sure to confirm details with everyone involved — from your wedding photographer and celebrant to your stylist, entertainment, and transport team.

Finalise Seating, Styling, and Supplies

Make sure all your on-the-day elements are ready and organised:

• Seating chart and place cards (if applicable)
• Décor items to be delivered or packed
• Emergency kit with essentials (safety pins, tissues, mints, etc.)
• Gifts, signage, and ceremony extras

If you're handling any DIY projects, aim to finish them at least a week in advance to avoid last-minute stress.

Delegate Where You Can

You don’t need to do everything yourself. Create a short list of tasks that can be handed off to trusted friends or family — such as greeting vendors, managing the guestbook, or cueing the music.

If you’re not working with a planner or coordinator, consider asking someone you trust to act as your point person on the day.

Make Time for Yourselves

Between all the lists and logistics, don’t forget to check in with each other. Go out for dinner, revisit your vows, take a deep breath. This is your moment — and it's about more than just the details.

Final Thoughts

Planning a wedding in Australia is a beautiful journey — one filled with choices, emotions, and unforgettable moments. While the to-do list might seem long at times, remember this: the heart of your wedding day is your love story. Everything else is there to celebrate and reflect that.

Take your time, trust your instincts, and focus on what truly matters to you as a couple. Whether your day is big or small, lavish or simple, it will be perfect because it’s yours.

And when things feel a little overwhelming — come back to this guide, take a deep breath, and keep going one step at a time. You’ve got this.