Tick it off!
As a Wedding Coordinator, then Bride and now Celebrant, I know all too well how much there is to consider when planning your Wedding - It can be overwhelming.
So here’s a FREE Wedding Checklist to help get you started, and to keep you on track.
12–18 Months Before the Wedding
🔹 Big Picture Planning
Discuss budget, priorities, and style (formal, relaxed, destination).
Create a guest list draft (A/B lists if needed).
Choose and book venue(s) (ceremony + reception). Popular Brisbane venues book out fast.
Consider Factory 51, Cloudland, Brisbane Powerhouse, or outdoor locations like Mt Coot-tha… maybe even one of our idyllic local islands.
Choose and book your celebrant….A.K.A - ME!!!!
Ensure they’re registered with the Attorney-General’s Department.
Research and book key vendors:
Photographer/videographer
Wedding planner or coordinator (optional)
Caterer (if not provided by venue)
Florist
Entertainment (band, DJ, or other)
Hair and makeup
Decor hire/stylist
Start a wedding website and email for RSVPs/info e.g. kateandbenwedding.com.
Start gathering inspiration (Pinterest, Instagram, mood boards)…but remember, it’s not about the most “Instagramable Wedding”…create one that truly reflects you.
9–12 Months Before
🔹 Legal and Travel
Lodge your Notice of Intended Marriage (NOIM) with your celebrant.
Must be lodged at least 1 month before the wedding, valid for 18 months.
Bring birth certificates/passports and photo ID.
If you have been married before, you’ll need to provide proof of how that marriage ended.
If changing your name, research legal name change process in Queensland…. I’ve provided some info on my website.
Consider wedding insurance.
If planning a honeymoon, book early for best deals.
Book accommodation for yourselves and suggest group bookings for guests.
Plan transport (wedding cars, guest shuttles, etc.).
Confirm wedding party and their roles (bridesmaids, groomsmen, MC, etc.). If you don’t have anyone keen to fill the MC role - I offer this as an addition to my services.
Arrange pre-marriage counselling (optional, but recommended). I’ll provide you with a brochure to help.
Start dress/suit shopping—order bridal gown (many require 6–9 months).
6–9 Months Before
🔹 Details & Styling
Finalise wedding theme/colour palette. - I’ll even match it!
Book:
Cake baker
Rentals (marquee, chairs, arbour, lighting)
Audio/visual equipment if needed - I provide a pro-P.A for the ceremony
Plan ceremony details:
Vows (personal or traditional) - I have tips if you get stuck.
Music (live or playlist)
Readings or rituals (acknowledgement of country, handfasting, etc.)
Engagement shoot (optional).
Send Save the Dates, especially for out-of-town guests.
Shop for:
Wedding rings
Wedding Attendants attire
Accessories (veil, shoes, jewellery)
Plan menu tastings with caterer or venue.
Choose and book a rehearsal date (usually the week of the wedding) - I provide a separate wedding rehearsal checklist, and I am available for phone/video/in-person rehearsals *subject to fee and availability.
3–6 Months Before
🔹 Finalising & Confirmations
Finalise guest list and start collecting RSVPs.
Create a run sheet with times and vendor details.
Book or plan:
Hair/makeup trials
Day-of timeline
Order:
Stationery (menus, signage, programs, place cards)
Bonbonniere/favours
Confirm:
Flower arrangements
Photographer shot list
Song list for band/DJ
Alcohol details (venue package or BYO license if private property)
Write vows and choose ceremony readings.
Start work on The Planning Portal Questionnaires - If you’ve booked my Full Package.
Apply for council permits if in public park (Brisbane City Council).
1–2 Months Before
🔹 The Final Stretch
Chase RSVPs and finalise guest numbers with vendors.
Provide seating chart to venue/caterer.
Confirm delivery times and access with all vendors.
Delegate tasks for wedding day coordination (to planner or trusted friend).
Confirm weather plans (wet-weather backup if outdoors).
Have final dress/suit fittings.
Organise wedding day emergency kit.
Finalise payments and confirm vendor details in writing.
Confirm transport and accommodation details.
1 Week Before
Hold wedding rehearsal with *celebrant + key participants.
Pick up wedding attire and ensure everything fits.
Pack for honeymoon.
Confirm timings with all vendors.
Prepare payments for on-the-day.
Relax and rest – schedule downtime and self-care.
Wedding Day
🔹 On The Day
Eat a good breakfast and stay hydrated!
Hair and makeup team arrives (allow buffer time).
Photographer/videographer arrives for getting ready shots.
Transport arrives on schedule.
Ceremony and reception run to schedule.
Sign marriage certificate with celebrant + 2 witnesses.
Enjoy your day!
After the Wedding
Receive official marriage certificate (I’ll apply for this for you via BDM QLD).
Start name change process if applicable.
Write thank you cards.
Leave reviews for vendors - THANK YOU!
Preserve:
Dress/suit
Bouquet (dry or press)
Photos/videos
Brisbane-Specific Tips
Weather: Brisbane can be hot and stormy in summer; autumn and spring are popular.
Sunsets: Golden hour photos are stunning—check local sunset times.
Noise restrictions: Check local venue curfews (outdoor venues often close by 10pm).
Consider local seasonal flowers for cost savings. - Check out Rocklea Markets for inspiration.
Vendor markets: Attend Brisbane wedding expos (e.g., Brisbane Wedding Festival, One Fine Day) for inspiration and deals.