The Ultimate Wedding Planning And Hire Check List

Planning a wedding can feel overwhelming, especially when you’re trying to balance timelines, budgets, guest lists, and all the hire decisions that come with styling and logistics. The best wedding planning checklist is one that’s practical, timeline-based, and flexible enough to adapt to different wedding sizes, budgets, and venues.

This Australian wedding planning checklist is designed to guide you from engagement through to bump-out, covering both planning tasks and wedding hire essentials in one place. Whether you’re planning the wedding yourself or working with a wedding planner, this checklist helps you stay organised, avoid common oversights, and make confident decisions.

Inside, you’ll find a clear planning timeline, a wedding hire checklist, quantity calculators, run sheet guidance, and a free wedding planning checklist you can print or use as a spreadsheet. Use it as a working document, not just something you read once and forget.

What should be included in a wedding planning checklist?

A complete wedding planning checklist should cover every major decision category, including budget, guest list, legal requirements, venue, vendors, styling, hire, and event logistics. These categories overlap, so a good checklist shows how one decision affects another.

Core wedding planning categories

• Budget and priorities

• Guest list and headcount

• Legal requirements and ceremony type

• Venue and date selection

• Vendors and suppliers

• Styling, décor, and hire

• Logistics, run sheet, and pack-down

When should you start planning a wedding in Australia?

Most Australian weddings are planned 6–18 months in advance, depending on venue availability and the time of year. Peak seasons like spring and autumn book out earlier, especially for popular venues and marquee hire.

Choose your timeline

• 12 months: Full flexibility, best vendor availability

• 6 months: Prioritise venue, celebrant, and hire early

• 3 months: Simplify decisions and reduce vendor count

Short timelines are possible, but the checklist needs to focus on high-impact decisions first.

Wedding planning timeline checklist: what to do and when

Wedding timelines are driven by venue availability, key vendors, and production lead times. Hire items also require early planning to confirm quantities, access, and delivery windows.

12+ months out: what do we lock in first?

• Set a realistic budget range

• Estimate guest numbers

• Shortlist and inspect venues

• Choose ceremony type

• Define must-haves vs nice-to-haves

Wedding planner mini-checklist: client priorities, budget ceiling, decision log, approval process.

11–9 months out: what needs booking early?

• Venue confirmation

• Celebrant

• Photographer

• Catering (if external)

• Band or DJ

These suppliers book out early due to limited availability and high demand.

8–6 months out: what details should be finalised?

• Styling and theme direction

• Wedding party

• Attire ordering

• Invitations draft

• Accommodation and transport

Dependency reminder: guest count affects floorplan, which affects hire quantities.

5–3 months out: what should be confirmed and ordered?

• Menu and beverages

• Ceremony structure

• Music selections

• Draft run sheet

• Legal paperwork milestones

2–1 months out: what must be checked and paid?

• Final headcount

• Seating plan

• Supplier confirmations

• Final fittings

• Payment tracking

Final week: what prevents last-minute issues?

• Weather contingency plan

• Supplier contact list

• Pack list and emergency kit

• Rehearsal timing

Wedding day and bump-out: what happens when?

• Bump-in and setup

• Ceremony and photos

• Reception service

• Speeches and entertainment

• Pack-down and bump-out

What wedding items should you hire vs buy?

A simple rule: hire large, reusable, bulky items and buy personal keepsakes and consumables.

Wedding hire checklist: what to hire for the ceremony and reception

Ceremony

• Chairs

• Signing table

• Arbour or backdrop

• Sound system

Reception

• Tables and chairs

• Linen

• Lighting

• AV and staging

Outdoors

• Marquee

• Flooring

• Heaters or fans

What furniture do we need for guest seating and dining?

Seated weddings require dining tables and chairs for all guests, while cocktail weddings rely on bar tables, lounges, and fewer seats.

Do we need a marquee, flooring, or weather protection?

Marquees are essential for outdoor or mixed-weather venues. Check anchoring options, ground conditions, and council or venue permissions.

What lighting and power should we plan for?

Plan both ambient and functional lighting. Remote venues may require generators and compliant power distribution.

What AV and entertainment hire might be required?

• Speakers and microphones

• DJ or band setup

• Projectors or LED screens

Bands typically need more space and setup time than DJs.

What catering and bar equipment is commonly hired?

• Glassware

• Bar fridges

• Serving tables

How do we calculate wedding hire quantities correctly?

Quantities depend on guest count, service style, and floorplan.

How many tables and chairs do we need for our guest count?

• Banquet tables: 8–10 guests per table

• Long tables: 6–8 per section

• Cocktail: seating for 60–70% of guests

How much linen, tableware, and glassware should we allow for?

Allow extras for breakage and service flow. Always confirm what the venue already supplies.

What measurements should we take before requesting a hire quote?

• Room dimensions

• Door and lift access

• Power points

• Ceiling height

What should we confirm with the venue before booking wedding hire items?

Confirm delivery windows, access routes, load limits, power availability, noise curfews, and wet-weather alternatives before finalising hire.

How do you choose reliable wedding hire suppliers?

Compare suppliers based on availability, inclusions, condition standards, and cancellation terms.

What should a wedding hire quote include?

• Delivery and pack-down

• Setup fees

• Bonds and damage waivers

• Weekend surcharges

What questions should we ask before signing a hire agreement?

Ask about substitutions, weather cancellations, minimum hire periods, and responsibilities if items are unavailable. Refer to ACCC guidance for consumer rights.

What does a wedding run sheet look like (including hire deliveries)?

A practical run sheet includes:

• Time

• Action

• Owner

• Location

• Supplier contact

• Notes

Free wedding planning checklist: printable and spreadsheet template

Download your free wedding planning checklist, available as:

1. A one-page printable checklist

2. A multi-tab spreadsheet covering timeline, budget, guest list, hire quantities, and run sheet

FAQs

What is the best wedding planning checklist for a wedding planner?

One that tracks decisions, approvals, suppliers, and run sheet ownership in one place.

How far in advance do I need to book wedding hire in Australia?

Marquees and large furniture should be booked 6–12 months ahead for peak season weddings.

What are the most commonly forgotten wedding hire items?

Signing tables, speech lighting, extension leads, wet-weather covers, cake tables, and spare mic batteries.

Can I plan a wedding in 3 months using a checklist?

Yes, by prioritising venue, celebrant, and hire early and simplifying styling and vendor choices.

What paperwork do I need to get married in Australia?

A Notice of Intended Marriage must be lodged at least one month before the ceremony with an authorised celebrant.