How far in advance should I book wedding vendors in Australia?

A lot of time, talent and care goes into planning a wedding, so we thought we’d pop together this handy timeline to break down everything you need to know about the process. However, before we take a deep dive into this plethora of information, we can’t encourage you enough to take what you will from the list below and in no way feel pressured into needing to have the rest. Remember, a wedding or elopement can also be planned in under a month. Whether you’re spending $10,000 or $100,000, this is your day and we want to see you do it your way.

18 months out.

SET A BUDGET

Sit down and set realistic expectations around what you can spend, and figure out who’s paying for what – e.g. will the good old bank of Mum and Dad be chipping in or will you be funding this celebration of your love alone? Next up are priorities. What is most important to you as a couple? Is it great photos? Snazzy new outfits? Or good food? Maybe you don’t give a rat’s about any of the above and would prefer to elope and spend all of your moola on an epic honeymoon instead. Allocate the greatest portion of your budget to what matters the most to you both and expect numbers to change as you start to call in quotes and refine your priorities.

DRAFT YOUR GUEST LIST

When tallying up the final headcount, keep your venue’s capacity (if you’ve picked one out yet) in mind. If your parents are chipping in for the wedding, it’s customary (but not carved in stone) to sling a few invites their way for that second cousin you wouldn’t otherwise invite. There will be some cutting before you reach that magic number. And as much as it pains us to say it, once you have your final list locked and loaded, be emotionally prepared to cut it down in case restrictions ever rear their ugly head again.

SETTLE ON A THEME/VIBE

Now is the time to pour yourselves a glass of wine and get honest about the kind of day you imagine. A wedding is about uniting as one so there will inevitably be compromises to be made, especially if one of you has always pictured a relaxed BBQ by the beach and the other has a more extravagant affair in mind. Ask yourself what’s important to each of you as individuals, what’s important to you as a couple and why, and a general theme or vibe for your day will begin to emerge.

14 months out.

LOOK FOR INSPO & GET ORGANISED

Set yourself up for a seamless 12 months of wedding planning. Nab yourself all the latest issues of Hello May, subscribe to our weekly newsletter, follow us on Instagram and go about setting up your Pinterest boards and Google Docs. Having a dedicated home, like our Wedding Planner & Notebook, where you save inspiration of vendor details will make this roller-coaster of wedding planning you’re about to ride feel a little less overwhelming.

START RESEARCHING VENUES

Choosing the venue (or venues, if your ceremony and reception will be held in different locations) is one of the most important decisions you’ll make. The location affects almost everything, from how many people you invite to what you’ll wear. Chances are it’s also the biggest chunk of change you’ll throw down for a group dinner ever, so explore your options and create a shortlist of spots that fit your guest count, style and budget.

PLAN A ROAD TRIP

By now you’ll have a good idea of the kind of wedding you’d like to have, your budget and the area where you’d like to tie the knot – so now it’s time to plan a romantic weekend away to scope out some venues. Ask lots of questions when touring each venue and be prepared to compromise. Your dream venue might only have availability in the dead of winter, which means that slinky sleeveless gown or lightweight linen suit you were thinking of wearing might be best swapped out for something with sleeves, or will mean you have to source a warm jacket. When it comes to making your final decision, you’ll know the right one when you find it, so waste not a second locking it in.

BOOK YOUR PHOTOGRAPHER

Photographers shoot a limited amount of weddings per year and once they are booked on your date, that’s it, they’re gone. So if you have your heart set on a particular photographer, you want to lock them in straightaway. Do your research before you hire. All of the vendors on the Hello May directory, for example, have been vetted by us, ensuring they are nice human beings with rave reviews from past couples. Make a list of your top 10 and inquire about pricing and availability. From here, you’ll pick one or two to meet face-to-face – you want to hire someone you vibe with. The more comfortable you are with your photographer, the more relaxed you’ll be in front of the camera. Remember, once you have settled on your fave, book and pay your deposit ASAP – as magical as photographers are, they can only be in one place at a time.

BOOK YOUR CINEMATOGRAPHER

Not booking a cinematographer is by far the number one regret we’ve heard from couples in our 14 years of publishing Hello May. So if the budget allows, and you’d like to have the day filmed as well as photographed, be sure to ask your photographer for recommendations of cinematographers they enjoy working with (you’ll also find a tonne of great ones on the Hello May directory). There is no doubt photos are incredibly special mementos, but they can’t capture the warmth in Nanna’s voice or the laugh of your big sister like film can.

12 months out.

DECIDE ON AN WEDDING PLANNER/STYLIST…

If your budget allows (or if your mental health depends on it), now is the time to hire an event planner and/or stylist. They’ll assist you with budgets, vendor recommendations, planning and styling. If you relish the idea of planning a good par-tay for everyone you know and love, then consider hiring an on-the-day coordinator instead so when the big day rolls around, you can just chill. Trust us, the last thing you want to be doing on your first day as a married couple is loading tables back into a hire truck.

BOOK A WEDDING CONTENT CREATOR

Hiring a wedding content creator is one of the best ways to capture the candid, behind-the-scenes moments of your day. While your photographer and cinematographer focus on the hero shots, content creators document the fun in-between moments – from getting ready with your wedding party to dance floor chaos – often delivering edited reels and raw footage within 24–48 hours. If you want instant wedding memories ready to relive (and repost), a wedding content creator is well worth considering.

10 months out.

START SHOPPING

Have a think about what you want to wear and aim to lock in both of your outfits somewhere between now and six months out from your wedding date. There are so many options out there these days. If you’re going for couture or a custom design, you will need to start the process sooner rather than later. Just remember, this is your day. If you want to rock up in more casual or colourful wedding attire – DO IT! If you want to drop a bomb on a gown or suit you’ll only wear once, and can envisage handing down to your grandchildren, DO IT! Stay true to your style and you can’t go wrong.

HIRE A CATERER

Start considering what types of wedding catering are there? What kind of food do you want to serve and inquire with caterers, food trucks and/or bar staff. Your wedding is arguably going to be the best (and most expensive) dinner party of your life, so how exactly do you feed 150 of your all-time favourite humans? Does your venue have an in-house caterer, is there a preferred caterer recommended by your planner, or maybe your favourite taco truck will be up for the challenge? You’ll also want to start talking about booze. Is it provided by the venue or caterer? Are you able to BYO? Do you need to hire outside bar staff?

REVISIT YOUR GUEST LIST

Now is the time to finalise your guest list and round up everyone’s postal addresses. If you’re having envelopes custom printed with each guest’s details (a surprisingly affordable option and SUCH a time saver compared to hand addressing dozens of envelopes) then your stationery designer will need these gathered on a handy spreadsheet.

THE HONEYMOON

We know, we know, you’re knee deep in wedding planning and you just don’t have the bandwidth right now to even think about the honeymoon. But if you’re keen on one, the further out you lock in flights and accommodation, the cheaper it is bound to be.

9 months out.

STATIONERY

What stationery do I need for a wedding? Your wedding invitation is a guest’s first impression of your big day and will set the tone for the celebrations that will follow. If you’re going custom, start working with a stationery designer now to create your dream suite. If you’re going for a less-involved route, like selecting an existing design and just updating the details, then you’ve got a little more time up your sleeve. Note: besides the save-the-dates (if you’re opting for one – more on that later), you won’t actually be posting out your invitations until three months before the big day.

SAVE-THE-DATES

If you’re planning a destination wedding – the kind your guests will need to book flights and accommodation for (not to mention hire a car, get a babysitter and take some time off work), we recommend having your save-the-dates in the post 12 months out, rather than nine months. This give your guests a decent heads-up so they have the time to plan, book and possibly save up, as everyone’s financial situation is different.

FIND YOUR DREAM FLORIST

Pore over copies of Hello May, scroll through our directory, stalk our socials and poll your mates. Meet with one or two of your faves and talk about which flowers are in season at the time of your wedding. Whoever you decide on, it’s important that you find someone who is able to deliver on your vision and budget.

HIRE A CELEBRANT

Another super-important one. Meet with local celebrants and hire the one who just ‘gets’ you. This is the human who will be nursing you through the business end of tying the knot. They’ll take the time to get to know you both, to craft a ceremony that’s personalised and unique to you, and guide you through all the legalities in the lead-up to and, most importantly, on the big day. If this person is super-important to you, start looking 12 months out as the popular ones book out quick sticks folks.

8 months out.

ENTERTAINMENT

Decide what kind of music you want to have and at what stages during the day. You might be keen on a live acoustic duo singing you down the aisle and playing to your guests during canapés, then have a DJ build some energy and get the party started later on in the evening. Or maybe you’ve always imagined a six-piece band playing all of your faves. Inquire with a few vendors to get an idea of pricing and lock in your faves ASAP. If you’re keen to curate your own playlist, ask your guests when they RSVP to tell you the top three songs most likely to get them up on the dance floor and then create a Spotify playlist full of bangers you know your guests are seriously going to love!

HAIR & MAKEUP

Research hair and makeup artists based within a few hours of your wedding venue (as most travel for work). After gathering everyone’s pricing and availability, book in trials with your fave one or two and hire whoever you feel best gets your vision. You’ll be spending a lot of time with them on your big day and their energy can really set the tone for how the lead-up to the ceremony plays out.

7 months out.

DESSERT

Don’t be afraid to think outside the box here. Do you want a three-tiered cake? A trio of single-tiered cakes with all of your favourite flavours? A stack of lamingtons, doughnuts or Nanna’s chocolate chip cookies? Heck, maybe you’re not much of a dessert person and you’d prefer to serve a round of chilli margaritas instead? It’s your day… serve up treats that are unique to you. Once you’ve made a decision, check out local vendors, arrange a taste test or sample, and book in your fave.

6 months out.

ADDITIONAL EVENTS

If you are planning additional events, such as welcome drinks or a recovery brunch, it’s time to nut out the finer details of these soirées. Do you need to organise tableware for a BBQ? Who’s cooking? Do you need to book a table at a local pub or bar? Your stationery designer will then be able to update your invitation design with times and locations. There’s nothing worse than packing for a destination wedding when you don’t quite know what you’re walking into – so the better you can prepare your guests for the weekend the more fun for all.

GIFT REGISTRY

It’s time to think about all the little bits and pieces you’ll need to include on the invites, like your gift registry or wishing well. Would you like to ask guests for a contribution to, say, your honeymoon or house deposit? Or would you prefer more traditional gifts?

FINALISE YOUR INVITATIONS

Now that you have any additional events surrounding your wedding sorted, you know what you want to do for gifts and you have firmed up your guest list, it’s time to finalise your invitations so that your stationery designer of choice has enough time to print and package them up for you.

RALLY THE TROOPS

Have a meeting with any family and friends who have offered to contribute something to your wedding day prep. Make sure they all know what is expected of them and what their deadline is to have said tasks completed. Now, a comfortable six months out from your big day, is also a great time to offer anyone an out if you think their contribution to your day may cause stress rather than alleviate it. Was your carpenter cousin Johnny serious about building your arbour and ceremony benches? Or was this a casual offer made in passing that you’ll be heckling him about for months?

5 months out.

THE RINGS

It’s time to sort your wedding bands. You’ll find loads of Aussie owned and made ring designers on the Hello May directory, from simple and affordable bands, to custom-made pieces, to some unique options for the gents from signet rings to tantalum (an almost black rare metal for the gold or silver averse among us).

HIRE ITEMS

Doing the planning and styling yourself? Decide what you need (arbour, chairs, tables, plates, cutlery, wine glasses, napkins, portaloos, lighting and so on and so forth) and secure the goods for your wedding date whilst stocks last. Also give some thought to who will set up, pack and return everything the day after the wedding. Do you really want to spend your first day as a married couple cleaning up after your big day? If you decided earlier on in the piece that you didn’t want to hire an on-the-day coordinator, now is this time to revisit that decision and make sure you have a proper understanding of everything that has to be picked up and dropped off, set up and packed down in the lead-up to, during and after your big day.

4 months out.

BOOK YOUR TRANSPORTATION

How are you and your wedding party getting to and from the ceremony? Uber? Is Dad driving you? Do you need to hire a bus? Lock all of this in now – or earlier if bus pick-up times need to go on your invitations.

DEVELOP A WET-WEATHER PLAN

Research and reserve a marquee or teepee if needed. Chat to your venue about who they regularly use and have a plan in place for each stage of your day (ceremony, canapés, portraits, the reception) if it rains.

3 months out.

POST YOUR INVITATIONS

It’s time to post those bad boys! Twelve weeks is ample notice to let your guests know all the details (especially if you sent out save-the-dates). If you’re feeling organised, there is no harm in sending these out a few months earlier, especially if you’re of the age when all of your mates are getting married too.

SEATING CHART

If you are having a formal sit-down dinner it’s great to start allocating bums to seats as the RSVPs start to pour in. If Uncle Dave and Uncle Pete haven’t spoken in years, you might want to put some distance between them, for example. If you are having signage made, now is the time to get this info to your signage designer.

FITTINGS

Schedule fittings. It’s normal to need to adjust your gown or suit in the lead-up to the day, even if it was custom made for you. Many designers will have alteration specialists they recommend or be able to sort this for you in house.

CHASE UP THOSE STRAGGLERS

Check in with any guests who have not yet RSVPed and follow up to ensure whether or not they will be attending and if they have any dietary requirements.

2 months out.

FINISH WRITING YOUR VOWS

Your celebrant would likely have set you some homework when you last met. Finalise your wedding ceremony and vows with your celebrant and supply them with your Notice of Intended Marriage.

ALL OF THE LITTLE DETAILS

Make sure everyone in your wedding party has their outfits, start wearing in any new shoes to avoid blisters, and source a guest book if you want one.

MENU & SEATING CHART

Supply your final guest list to your caterer with any dietary requirements and lock down your seating chart and menu items so you can have these printed if need be. Don’t forget to allocate meals to any vendors who will be on-site on the day during mealtime because yes, you have to feed your vendors. The best time for your vendors to eat is when you are eating.

2 weeks out.

TOUCH BASE WITH YOUR VENDORS

Check in with your wedding vendors and make certain that you are all on the same page. Finalise run times with your photographer and confirm your photo requests with them, too. Confirm delivery or start times with your venue, caterer, celebrant, florist, entertainers, planner, stylist and/or on-the-day coordinator, confirm all vendors have been paid and adjust any rental orders as needed.

1 week out.

EMERGENCY KIT

Get your emergency kit sorted (pain killers, safety pins, a needle and thread, band-aids, deodorant and bottle of water). You never know what you’ll need on the day. Designate a member of the wedding party to look after it for you.

FINAL PREP

Give all of your vendors an emergency number to call on the day, just in case (not yours, but someone reliable). Hand over all your planning docs (including a copy of the vendor delivery schedule, set-up times and phone numbers) as well as favours, menus, seating charts, etc to your on-the-day coordinator.

72 hours out.

GET YOUR GLAM ON

If beauty therapies are your jam, now is the time to get a massage, go for a spray tan or treat yourself to a manicure and pedicure. If you’re getting your nails done a few days out from the wedding, it’s a good idea to buy a bottle of the colour you chose – this way you can fix any accidental chips in the lead-up or on the day.

48 hours out.

Check in with your bridal party to make sure that they have all their suits and dresses, shoes and accessories (we’re talking everything from their shirts, ties, socks and cufflinks to wedding jewellery, bags, shoes, jackets, etc).

24 hours out.

ENJOY A LITTLE US TIME

Grab your other half and have a super-relaxing day off where you do absolutely nothing but take time for yourselves. Maybe this means a lazy brunch at your fave cafe, or simply sitting on the couch and binge watching four eps straight of Ted Lasso. Whatever it is, just make sure you take the time to chill.

YOU MADE IT!

Now it’s time to just ENJOY the day, folks. If it rains, get wet. If Dad forgets to print out his speech, relish in watching him wing it. If there is a spelling mistake on the menus, chuckle about it later. You have all of the humans you love most in this world in the one room, you’re about to say ‘I do’ to your best mate ever – it really is time to just lean in and enjoy the ride.

A few more FAQs to consider…

How much time should I allow for wedding planning?

The amount of time needed depends entirely on the type of wedding you’re planning. An intimate elopement may take weeks, while a large multi-day celebration could take over a year to organise.

How do I know if I’m behind on wedding planning?

There’s no “perfect” timeline. If your priorities are booked and your plans feel manageable, you’re doing just fine. Wedding planning timelines look different for every couple.

What questions should I ask wedding vendors before booking?

Ask about availability, pricing, inclusions, payment schedules, cancellation policies, turnaround times and what support they provide on the wedding day itself.

What if my dream wedding vendor is already booked?

Ask if they have a cancellation list, associate team members or trusted recommendations. Many vendors can suggest creatives with a similar style or approach.

Are weekday weddings easier to plan on short notice?

Generally, yes. Weekday weddings often have greater vendor availability and can sometimes be more budget-friendly than weekend celebrations.

Ready to get planning? Grab yourself a Wedding Planner & Notebook to keep all your ideas, thoughts and plans in one pretty place.

Artwork Barb Hodgens