Planning a wedding is mostly about doing the right things in the right order. Book the wrong thing too early and you’re locked in before you know your budget. Leave the wrong thing too late and your favourite supplier is gone. This checklist sets out what to do and when, with a few notes specific to weddings in Brisbane and South East Queensland. And if you’d like someone to take the list off your hands, see our wedding planning packages.
12 months out: the foundations
- Agree on a rough budget and who’s contributing.
- Draft a guest list. Your numbers decide which venues are possible.
- Choose a season. Spring and autumn are the most popular in SEQ. Summer brings heat, humidity and afternoon storms, so plan for shade and a wet-weather option.
- Book a wedding planner if you’re using one, before the venue, so they can help you choose it.
- Shortlist and book your venue.
10 to 11 months out: the key suppliers
- Book your photographer and videographer. The popular ones book out a year ahead for spring Saturdays.
- Book your celebrant.
- Book catering if your venue doesn’t include it.
- Start a shared moodboard and work out how you want the day to feel.
8 to 9 months out: the look and the music
- Settle your creative direction: colour palette, styling concept and overall aesthetic.
- Book your florist and any styling or hire companies.
- Book your band or DJ.
- Send save-the-dates, especially if guests are travelling from interstate.
- Start shopping for your wedding outfit. Many gowns take six months or more to arrive and be altered.
6 months out: the details
- Book hair and makeup, and schedule a trial.
- Organise transport if your ceremony and reception are in different places.
- Order or design your invitations and stationery.
- Book accommodation blocks for guests if you’re outside the city.
- Book an on-the-day coordinator if you’re planning everything yourself.
3 to 4 months out: paperwork and plans
- Lodge your Notice of Intended Marriage with your celebrant. In Australia it must be lodged at least one month before the wedding, and it’s valid for 18 months, so there’s no need to leave it late.
- Send invitations, ideally 8 to 12 weeks before the date.
- Book rings and organise any engraving.
- Plan your ceremony and talk through vows with your celebrant.
1 to 2 months out: lock it in
- Chase RSVPs and finalise numbers with your venue and caterer.
- Build your seating plan.
- Create the run sheet and share it with every supplier.
- Confirm your wet-weather plan. In SEQ, a summer storm can roll in within the hour.
- Have final dress fittings.
The final week
- Confirm arrival times with every supplier.
- Pack and label styling items, signage and personal details for setup.
- Prepare final payments and supplier tips in labelled envelopes.
- Hand everything over to your coordinator and try to rest.
Short engagement? Here’s what to prioritise
If you have six months or less, lock in your venue, photographer and celebrant first, then work down the list. Consider a weekday or off-season date, where suppliers have more availability. And bring in help early: a planner can compress a 12-month timeline because they already know who’s available and who’s a good fit.
Want someone to keep track of it all?
The Good Affair helps Brisbane and South East Queensland couples with everything from full planning to wedding-day coordination. See our packages or get in touch.
