Checklists & Guides

Don’t Panic!

No matter how big or small, organising any event can be exceedingly stressful and spiral out of control faster than you can say I do.

Below is a detailed guide, outlining recommended time frames and items you may have forgotten about! When it comes to Weddings and the like, the key advice is allow plenty of time to decide, double check, reconsider and confirm (and then reconfirm again!). This is your special day and it’s a better experience without any nasty surprises or last minute dilemmas!

Hopefully this keep will help and you can arrive at your special day as stress free as possible.

Below are also some links that may also come in handy including printable versions.


12 months or longer before

  • Decide on and book your Celebrant
  • Work out your budget
  • If hiring a Wedding Planner – It is best to do it now.
  • Pick a few options for date and time
  • Begin compiling the guest list
  • Start organising the Wedding Party
  • Begin to narrow down your venue options for the ceremony and reception

10 – 12 months prior

  • Decide on your Theme
  • Start shopping for and ordering the Wedding Dress
  • Start to decide on the following
    • Floral Décor
    • Reception Food
    • Style of Wedding
    • Entertainment Option
  • Research Wedding Insurance policies now to protect your deposits
  • Begin reserving accommodation for out of town guests
  • Contact rental companies if you require chairs, tables, marques etc
  • Start your Gift Register

8 – 10 months before

  • Book Musicians and Entertainment
  • Order Bridesmaids Dresses
  • Send out Save-The-Date cards
  • Start planning your honeymoon
  • Throw an engagement party

6 – 8 months before

  • Shop for / order invitations
  • Shop for / order Wedding Rings
  • Renew Passports if needed
  • Research, taste and book Cake designer

3 – 6 months before

  • Order the Wedding cake
  • Hire Calligrapher or have invitations printed up
  • Rent the Grooms Party formal wear
  • Hire wedding day transport

2 – 3 months before

  • Mail invitations
  • Write your vows
  • Purchase gifts for Bridal and Groom parties
  • Book stylist and trial run hairstyles
  • Book make-up artist and trial run

1 – 2 months before

  • Apply for Marriage Licence
  • Final gown fitting for Bride
  • Have bridesmaids dresses fitted if needed
  • Have Wedding programs printed up
  • Make any last minute arrangements or changes with vendors

2 weeks to 1 month before

  • Review RSVP list – Contact those who have yet to respond
  • Deliver requirements to photographer
  • Deliver final playlist and song requests to DJ / Musicians
  • Bride – Have hair cut and coloured

1 – 2 weeks before

  • Provide reception / caterers final headcount – Don’t forget any staff hired who may require food
  • Supply Reception manager with vendor requests – DJ Table etc
  • Plan Reception seating chart
  • Print place and table cards
  • Confirm arrangements with all vendors
  • Give Reception and Ceremony site managers a schedule of vendor delivery set up times – provide contact details for all
  • Groom – Have hair trimmed
  • Attend Bachelor and Bachelorette parties

Final days before Wedding

  • Bride – Have gown steamed or pressed if required
  • Groom – Final fitting and collect formalwear
  • Groom – Have groomsmen fitted and collect formalwear
  • Determine wedding party order for processional and recessional
  • Provide Caterer and / or Reception venue all place cards, table cards, menus, disposable cameras, party favours and all other items for guests
  • Confirm pick up times and locations with Transport companies
  • Reconfirm final details with all vendors

Day before

  • Provide all professionals hired with emergency phone contact details
  • Write checks / pay invoices regarding final balances

Night before

  • Rehearse ceremony – Meet with Wedding party, Ceremony Readers, family and officiant to iron out details
  • Bring any cultural or Religious accessories to the ceremony site
  • Provide Marriage licence to officiant
  • Attend rehearsal dinner

Day of

  • Present parents / wedding parties with any gifts
  • Give Wedding bands to Best Man and Maid of Honor
  • Give Best Man the officiants fee envelope, to be handed over after the ceremony
  • Introduce Maid of Honor to key vendors / Reception Manager for any issues during reception
  • Assign someone to be the Photographers go to

Post Wedding

  • Arrange to have any rented items returned
  • Write and send Thank You cards

Begin your life together ♥


Click here for a customisable Checklist – Courtesy of The Knot

Click here for more Checklists and Guides – Courtesy of Here Comes the Guide