Planning a wedding is exciting, but it also involves managing multiple decisions, deadlines and suppliers. From booking venues to securing entertainment, there are many moving parts to coordinate. A clear wedding planning checklist helps keep everything organised and reduces unnecessary stress. 

Whether you want a structured checklist to follow step by step or a flexible version you can adapt to your own timeline, this guide covers every stage of planning.

12+ months before the wedding

This stage focuses on setting the foundations for your wedding. Early planning makes later decisions far easier to manage. Here’s what to tick off first:

• Set your budget: Before you fall in love with that waterfront venue or designer dress, figure out what you’re comfortable spending overall. Break it down into categories. For example, around 40% for your venue and catering, 15% for entertainment, 10% for photography and so on. Include a buffer of around 5–10 percent for unexpected costs, which are common during wedding planning.
• Draft your guest list: It doesn’t have to be final yet, but having a rough idea of numbers helps narrow down venues and catering packages. Think about whether you want a big celebration or something more intimate.

Pro tip: if your list is getting long, consider a ‘must-have’ and ‘nice-to-have’ list to make trimming easier later.

• Book your venue: Venues in popular spots like Sydney, Melbourne and Byron Bay can book out 12–18 months in advance, especially for spring and autumn weddings. Visit a few, ask about inclusions (like chairs, lighting or catering) and read reviews before signing. Once this is locked in, everything else, from the date to the decor, starts to fall into place.
• Select your wedding date: Pick a few potential dates that work for you and your closest family or friends before checking venue availability. Keep in mind Australia’s peak wedding seasons (September-November and March-May) and any long weekends or public holidays that might affect travel or accommodation prices.
• Choose your celebrant: Your celebrant plays a huge role in setting the tone for your ceremony, whether you want it traditional, light-hearted or something in between. Take time to meet a few and find someone who really ‘gets’ your story and style as a couple. In Australia, you’ll also need to complete some legal paperwork before you can get married. A good celebrant will walk you through all of this and make sure everything’s lodged correctly, so there’s no stress on your big day.
• Hire your wedding planner: If you’re going big or short on time, a wedding planner can be a total lifesaver. They’ll handle supplier communication, timelines and those endless logistics, so you can focus on the fun stuff.
• Choose the caterer: Food is one of the biggest highlights of any wedding. So take time to find a caterer that matches your vibe, whether that’s fine dining, a relaxed grazing table or a food truck feast. Ask for sample menus, book a tasting if possible and make sure they can accommodate dietary needs.

9–12 months before

Now that the big decisions are sorted, it’s time to lock in your dream team, the suppliers who will bring your wedding vision to life. This stage is all about refining your ideas and getting your bookings confirmed before peak wedding season fills up fast.

• Decide on an overall theme: Think about how you want your day to feel. Are you leaning toward a romantic garden celebration, a rustic country vibe or a modern city soirée? Your theme doesn’t have to be overly specific, but having a general direction helps guide every other choice, from flowers and décor to music and attire.
• Choose a colour palette: Your colour scheme will tie your whole look together. Start with a few shades you both love, and consider the season. Pastels work beautifully in spring, while deep tones like burgundy and navy shine in winter. You can test how they’ll look together by creating a Pinterest board or a quick digital mood board.
• Book your photographer and videographer: The best ones book out fast, often a year in advance, especially in places like Sydney and Melbourne. Look through full galleries (not just highlight reels) to get a real feel for their style. Meet or video chat with your favourites to see if you click personality-wise. You'll be spending a lot of time with them on the big day!
• Schedule menu tastings and confirm catering details: Food is a highlight for guests, so invest time in tasting sessions, if possible. Whether you’re going for a formal sit-down dinner, grazing tables or food trucks, make sure it reflects your vibe and fits your budget. Don’t forget to ask about dietary options for vegan, gluten-free or kid-friendly meals.
• Consider hiring a stylist: If décor isn’t your strong suit or you simply don’t want to deal with the stress, a wedding stylist can help pull everything together. From floral arrangements to table settings and lighting, they'll help you create a cohesive look without the overwhelm.
• Book accommodation for interstate or overseas guests: As soon as your venue is confirmed, secure a block of rooms at nearby hotels or Airbnbs. Not only does this make life easier for guests, but you can often negotiate group rates or discounts if you book early.
• Send your save-the-dates: Once your date and venue are locked in, it’s time to give your guests the heads-up. Send digital or printed save-the-dates about 9–12 months out, especially if you’re planning a destination wedding or have lots of guests travelling from afar. Include the basics: your names, date and general location. You can save the finer details for the official invitation later.

Pro tip: If you’re planning a marquee hire for a backyard wedding, secure your supplier early to avoid seasonal shortages.

6–9 months before

This is the stage where your wedding really starts to take shape. You’ve locked in the major details, now it’s time to focus on how your big day will feel for you and your guests. From what you’ll wear to how you’ll arrive, every choice adds personality and polish to your celebration.

• Start fittings for wedding attire: Now’s the time to begin dress and suit shopping (or finalising your custom designs) for the bride, groom and bridal party. Don’t leave this too late; alterations can take months, especially during peak season. When choosing outfits, think about your venue and season. Choose lighter fabrics for summer, beach weddings and go for more structured looks for winter celebrations. And don’t forget comfort! You’ll be in these outfits for hours, so make sure you can sit, dance and celebrate freely.
• Choose your florist: Your flowers can completely transform your space, but they can also eat into your budget if you’re not careful. Opting for in-season Australian flowers like peonies, native gum or proteas will help you save money and support local growers. Bring photos of your colour palette and theme to your florist consultation. They can suggest arrangements that suit your vision without blowing the budget.
• Book your cake designer: Don’t underestimate how quickly good cake artists get booked! Whether you’re dreaming of a classic tiered wedding cake, a dessert table or even a cupcake tower, schedule a tasting so you can try flavours and textures. Think about presentation, too. Matching your cake design to your theme or florals ties everything together beautifully.
• Reserve your wedding transport: From vintage cars to sleek limousines, your choice of transport sets the tone for your arrival. Plus, it makes for great photos. If you have a larger bridal party, consider hiring multiple vehicles or a mini bus for guests. Don’t forget to plan logistics like parking, travel time between venues and photo stopovers. It’s easy to overlook when the excitement kicks in.
• Plan entertainment and guest experience: This is where you can get creative with your wedding entertainment ideas. In addition to a band or DJ, consider options such as photo booths, magicians or roaming performers. Photo booths, magicians or even roaming performers can add that playful touch guests remember long after the night’s over. These extras help fill the quieter moments, like cocktail hour or reception transitions, and are a great way to bring out everyone’s smiles.

Tip: Confirm song lists with your DJ or live band, including must-play and do-not-play songs.

4–6 months before

By now, the big-picture planning is mostly done, and it’s all about tying up the finer details. This is when your wedding really starts feeling real, so let’s make sure everything’s organised and stress-free.

• Plan bridal showers, hens and bucks parties: Check in with your bridal party and set dates for pre-wedding celebrations. Make sure everyone knows their roles and responsibilities, and think about logistics like venues, travel and budgets. For hens or bucks, consider group activities that suit everyone’s interests, whether it’s a spa day, a casual weekend getaway or an adventure-filled day out.
• Order and send your invitations: It’s time to lock in your guest list and send out those invitations. Whether you go for printed invites or digital ones, make sure to include RSVP deadlines and any important details like dress code or accommodation suggestions. Sending them 4–6 months before the wedding gives your guests plenty of time to plan, especially if they’re travelling from interstate or overseas.
• Schedule hair and makeup trials: Book a trial session with your stylist so you can test different looks and find what feels right. Bring inspiration photos and don’t forget to try your hairstyle with your veil or headpiece, if you’re wearing one. This is also the perfect time to discuss touch-up plans for the big day to make sure your look stays flawless from ceremony to dance floor.
• Choose readings, vows and music for your ceremony: If you’re having personal vows, readings or special music, now’s the time to finalise them. Share your selections with your celebrant and musicians so they can rehearse. Think about the flow of your ceremony: when the music should start, key moments for readings and any songs for signing the register or walking down the aisle.
• Plan your honeymoon: Lock in flights, accommodation and any must-do experiences for your post-wedding getaway. If you’re travelling internationally, check passport expiry dates and travel restrictions early. Consider packing lists, local currency and any travel insurance. The goal is to ensure your honeymoon is as relaxing and stress-free as possible.

2–4 months before

The big day is on the horizon, and now it’s all about fine-tuning the details so everything runs smoothly. Here’s how to tackle this stage without stress:

• Confirm your final menu with your caterer: Schedule a final tasting to lock in the dishes and drinks for your wedding. Double-check portion sizes, dietary requirements and presentation. This is your chance to make sure every course reflects your style and your guests will leave happy. Don’t forget to confirm the timeline for service, especially if you’re including speeches or entertainment between courses.
• Draft your seating plan based on RSVPs: Once responses start coming in, it’s time to map out where everyone will sit. Keep group dynamics in mind: family, friends and colleagues. And consider creating a mix of personalities to spark conversation. Tools like online seating planners or spreadsheets can make this easier. Leave a few flexible spots for late RSVPs or last-minute changes.
• Finalise transport details: Check in with your limousine hire or any other vehicles to confirm pick-up and drop-off times. Make sure drivers know the schedule for the bridal party, guests and any photo stop locations. If you’re coordinating multiple vehicles, share a clear timeline with everyone involved so there’s no confusion on the day.
• Ensure bridal party dresses and suits are ready: Have your bridal party try on their outfits one last time to check fit and comfort. Schedule any final alterations, and make sure accessories, shoes and undergarments are sorted. This helps avoid last-minute panics and ensures everyone feels confident and comfortable.
• Order wedding favours or guest keepsakes: It’s time to lock in those little touches that make your wedding memorable. Whether it’s personalised gifts, candles or edible treats, order them now so you have plenty of time to assemble and distribute them. These small details show your guests you care and add that extra special touch to the celebration.

Pro tip: Book interactive entertainment, like caricature artists, now, if you want them. They’re often last-minute adds but make a big impact.

1–2 months before

At this stage, the big day is almost here! Now it’s all about tying up loose ends, making sure everyone’s on the same page and feeling confident that nothing will be forgotten.

• Schedule your final dress fitting: This is the last chance to ensure your dress fits perfectly, including any adjustments for comfort, length or bustle. Bring along your shoes, veil and accessories so your stylist can see the complete look. Feeling comfortable and confident is key. After all, you’ll be moving, dancing and hugging all day!
• Confirm vendor timings: Check in with every supplier, from the caterer and photographer to the florist and entertainment, to confirm arrival times and setups. Create a master timeline of the day, including when the bridal party gets ready, the ceremony, photos, speeches and the first dance. Share it with vendors and key helpers to avoid any confusion.
• Double-check marriage licence paperwork with your celebrant: Make sure all legal documents are complete and submitted on time. In Australia, the Notice of Intended Marriage (NOIM) must be lodged at least one month before the wedding. Your celebrant can guide you on any additional requirements. Having this sorted now prevents last-minute stress.
• Send final payments to your suppliers: Most vendors request final payments in the weeks leading up to the wedding. Confirm payment methods, due dates and receipts, so everyone is clear. It’s a relief to have all the financials settled before the big day.
• Write your vows and speeches: At this stage, begin drafting your vows and speeches. Whether it’s personal vows, a toast for your best friend or a speech for your family, practice reading them aloud to feel more comfortable. Keep it authentic and true to your personality. A little humour or sentiment goes a long way in making it memorable.

Pro tip: Run through the timeline with your wedding DJ or band leader to ensure music flows seamlessly from ceremony to dance floor.

2 weeks before

The big day is almost here! Now it’s all about final checks, tying up last-minute details and keeping the stress low so you can actually enjoy the countdown.

• Confirm your final headcount with the caterer: Reach out to your caterer with the exact number of guests attending. This ensures the right amount of food and drinks are prepared, avoids waste and keeps your budget in check. If there are last-minute changes, let them know immediately so they can adjust staffing and portions.
• Schedule and confirm your rehearsal dinner venue: Lock in the time, place and guest list for your rehearsal dinner. This is a great chance to run through ceremony logistics, meet your bridal party and enjoy a relaxed meal with close family and friends before the big day. Make sure any dietary needs or seating arrangements are finalised here too.
• Pack your honeymoon bags: Don’t leave packing to the last minute! Make a checklist of essentials like clothes, toiletries, travel documents and chargers. Packing early means you can enjoy the wedding weekend stress-free and step straight onto your post-wedding getaway.
• Confirm hair and makeup schedule: Double-check appointments, timing and locations for everyone getting ready. Make sure your stylist knows who needs hair, makeup or both, and consider a small kit for touch-ups during the day. This keeps the morning smooth and ensures everyone is photo-ready when the cameras start rolling.

Tip: Share your MC’s name with your entertainment team. They’ll work together to keep the reception running smoothly.

Wedding week

You’re so close, it’s finally wedding week! This is all about the small but essential details that ensure the day flows smoothly and you can actually enjoy it without last-minute panic.

• Pick up your wedding attire: Swing by the boutique or tailor to collect your dress, suit and any accessories. Try everything on one last time to make sure it fits perfectly and nothing has shifted during alterations. Bring your shoes, veil and jewellery to check the full look. This helps avoid any surprises on the big day.
• Pack an emergency kit: A small kit with essentials like bandaids, safety pins, stain remover wipes, breath mints and makeup touch-ups can be a lifesaver. You’ll be thankful for it if anything unexpected happens, and it keeps you calm knowing you’re prepared for tiny mishaps.
• Do a full rehearsal with your bridal party and celebrant: Run through the ceremony step by step, including entrances, exits and any readings or music cues. Practicing ensures everyone knows their role and timing, so there’s less stress on the wedding day itself. It’s also a fun chance to bond with your bridal party before the excitement kicks in.
• Delegate setup tasks to trusted friends or family: Assign someone to oversee decorations, flowers, vendor arrivals and other small details. This frees you up to relax, enjoy the morning and focus on the excitement rather than the logistics. Knowing there’s a reliable point person keeps everything running smoothly behind the scenes.

Wedding day checklist

The big day is finally here! This is your time to soak in every moment, so let’s make sure the essentials are covered without stress.

• Eat breakfast and stay hydrated: It’s easy to get caught up in excitement or nerves and forget to eat, but a good breakfast keeps your energy up for getting ready, posing for photos and celebrating. Stick to something light and nutritious, think eggs, fruit or yoghurt, and sip water to stay hydrated.
• Hand over the rings and legal paperwork to your celebrant: Double-check that your rings and any necessary documents, like your marriage licence, are with the celebrant before the ceremony begins. This avoids any last-minute scrambling and ensures the legal side of things runs smoothly.
• Greet your suppliers as they arrive: Take a moment to say hello to your photographer, florist, caterer and any other vendors. Quick introductions help everyone feel comfortable, and it’s a good chance to confirm final details or layouts. A friendly check-in ensures your suppliers are ready to go and everyone’s on the same page.
• Focus on the experience: Once the essentials are in place, allow yourself to enjoy the day and focus on celebrating with your partner, family and friends.

Entertainment highlight: This is where all your planning comes together. You might be hosting a marquee wedding with a live band, a chic city hotel celebration with a DJ, or a relaxed garden party with a magician and photo booth. Whatever your style, the entertainment you choose sets the mood and brings the celebration to life.

Why entertainment deserves a spot on every wedding checklist

Entertainment shapes the flow of the day. A great DJ or band sets the mood, while photo booths, magicians or limousine arrivals add those special touches. It should be treated as a core part of your wedding planning, not an optional extra.

With Bark, you can connect with trusted Australian suppliers for DJs, wedding DJs, live bands, magicians, photo booths, marquee hire and limousine hire to bring your wedding vision to life.