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.