Your ultimate wedding planning guide

We hear a big congratulations is in order. The cat is out of the bag and a resounding, delighted “Yes!” has been uttered. You’re officially engaged, you’re loved up, and you can’t wait to start planning the perfect wedding.

Luckily, as you’ve probably heard, wedding planning is a famously straightforward and simple task — just kidding, where would the fun be in that? With guest lists, budgets, suppliers, and dozens of other spinning plates to juggle, making the arrangements to wed can be a full-time job. But, never fear, we’ve put together the ultimate wedding planning guide to make crafting your own unique and romantic celebration a breeze.

In an ideal world, all aspects of wedding planning would be as easy-breezy as picking a stylish colour scheme and tasting an array of wedding cakes, each more delicious than the last. In reality, getting down to the nitty-gritty can call for mind-numbing spreadsheets, tricky decision-making, and seemingly endless communication with guests and suppliers. That’s where our expertise and passion for all things wedding-related comes in! The ideal place to begin is with our handy PDF guide — it’s a treasure trove of advice and guidance to help you DIY plan your wedding.

If you’re looking for invaluable guidance and support in selecting your ideal venue or putting together your supplier dream team, our Wedding Concierge is the answer to your prayers. Our wedding planning experts will deliver a unique, personalised wedding plan that will save you time, money, and hassle. Remember: we’re here to help you achieve your dream wedding day, brought to life with ease.

Your wedding budget

First up, everyone’s favourite: The big, bad budget! Look, we get it. Planning your dream floral arrangements and booking a killer wedding band to fill the d-floor, sounds like a much better time than sifting through a stack of snooze-inducing spreadsheets. That said, budgeting is arguably the most important wedding planning step to proceed all others.

While it’s important that both parties have input into this task, spearheading and maintaining the budget can be an excellent role for a partner who is a little less creative and a little more logistically minded. Take the time to discuss what you’re comfortable spending — and on what. Putting in these hard yards at the start of your wedding planning journey can save tears and confusion down the track.

We’ve created our powerful yet easy-to-use budget calculator with real couples (just like you!) in mind. It’s the perfect tool for staying on top of your quotes, costs, and payment schedules which can be confusing when dealing with multiple vendors at once. Our goal is to empower you to take control of your wedding finances so that you have more time to focus on the more enjoyable aspects of wedding planning.

Unsure how to begin budgeting? A great starting point is a Must vs Wants lists. Exactly as it sounds, this activity is all about discussing your wedding priorities and allocating funds accordingly. Musts are your highest priorities, while Wants are the things that are nice to have but not strictly necessary. Start with the basics: a venue to host your celebration, plus food and beverages to keep your guests happy.

Budgeting is an important step in deciding on how many guests you can afford to invite. Catering, venue fees, favours, and many more wedding expenses are charged per head, so each guest will impact your final budget. Our guest list tool will help you keep track of your numbers and RSVPs.

Be open with your partner about what is important to you in the budgeting process. For example, if you have a photographer who you’ve been following (read: Instagram-stalking) forever with the hopes that they’ll cover your wedding, pop them in the “Need” column. Similarly,  don’t be afraid to strike some traditional wedding staples from the plan entirely if they aren’t important to you or your partner — that’s extra budget that can be allocated elsewhere.

During your budgeting discussions, you’ll want to factor in your long-term saving goals and how a wedding impacts other big-ticket purchases you’re hoping to make in the near future. Once you know the size of the budget you’re both comfortable with, it’s time to start building a show-stopping wedding to fit within it.

So, how much are other couples really spending?

With such a wide range in styles and sizes of weddings, it can be difficult to grasp how much an individual celebration costs. Luckily, we’ve done the legwork (and nosy question-asking!) for you, by surveying 4200+ nearlywed couples to get the most accurate data.

Let’s start with this: 26% of couples spend over their initial budget. The average Australian wedding cost comes to $33,810, while the average budget sits at $27,650. As you might guess, a large chunk of the typical wedding budget goes towards the venue with the average couple shelling out between $14,000 and $16,000 for a 100-person celebration with premium options sitting at $30,000.

Other expenses include floral arrangements, averaging $1600 or $5000 for a premium offering, and wedding planning services which sit between $3000 and $8000. Curious about other expenses from cakes to wedding attire? You can find the full list in our wedding planning guide. Did you know our bespoke Wedding Supplier Specialist services are completely complimentary? Allow our expert team to build the perfect team of trusted suppliers for your wedding.

Setting your wedding date

Deciding on a wedding date is step number two in the wedding planning process — and for good reason! Your budget is an important factor to have squared away when deciding on a date for your celebration.

Here is why: During the wedding planning process, even the savviest couples are bound to be surprised by just how quickly they will chew through their budget. Once you have researched how much money you will be likely to spend, you can choose a date that allows for more time to save. A longer engagement also allows you to space out your deposits in a manageable way.

Setting your wedding date is also the time to consider any overseas or interstate guests who may need to put in place travel arrangements and save for the trip. Consult guests who may need to make travel arrangements, but be sure to communicate that no flights should be booked until the date is locked in.

Psst! We love weekday and winter weddings. Even if you’re 99% sure you’re after a peak-season Saturday wedding, it’s worth asking for a quote just to see the potential savings. Being flexible on your wedding date allows you to consider all options, which can help you nab your perfect venue without breaking the bank.

If your heart is set on a peak-season wedding, we recommend beginning the planning process no less than 12 to 18 months out. This way, you won’t be disappointed by booked-up vendors or by guests with full social calendars.

63% of couples choose to wed on a Saturday, with Friday being the next popular day with 14% of couples. March and October are the most popular months for weddings, with 14% of couples each.

It’s such a vibe

Now for the really fun part! The vibe of your celebration. We won’t bore you with the basics. Of course, you want your guests to have an incredible time at your wedding, which means being well-fed and entertained. However, how do you want the day to look and feel? This is the part of wedding planning where you can allow your choices to really reflect your story as a couple and your unique brand of celebration.

From modern romance to boho chic, there are virtually limitless wedding aesthetics for you to draw on. If you’re unsure or overwhelmed by the number of options, it can help to imagine the moments in your wedding that you are most looking forward to. Perhaps it’s the ceremony you’ve been dreaming of. When you exchange vows, are you picturing a sweeping outdoor view or the dramatic stained glass of a cathedral? You want to celebrate at your reception, but does that mean dancing the night away in a rustic barn big enough to fit all your friends and family or perhaps an intimate dinner under the stars?

Getting a clear picture of the kind of wedding you’re aiming for will help to recruit and guide your suppliers. This is the perfect time to start gathering some inspirational pictures and mood boards to help communicate your wishes. If you’re unsure, working with a wedding stylist can be the perfect way to create a cohesive and impactful wedding aesthetic.

With your partner, discuss how you would like your wedding to run. Take note of which traditions and moments are important to you, then put in place a loose timeline for the day. In drafting your timeline, consider the most enjoyable weddings you’ve attended and what you liked about them. Try to strike a balance of relaxed and unhurried but also engaging for your guests with minimal waiting around.

Design your wedding day

Your wedding day experience should feel as comfortable as it is exciting. Past all the glamour, you want to feel like the celebration is authentic to who you are as a couple. With more options than ever available from wedding suppliers, the rules really are there to be broken! A well-planned wedding is an intricate tapestry of setting, dress code, colour palette, music, lighting, floral decor, furniture, and catering that makes far more than the sum of its parts.

Don’t be afraid to inject some personality into the formalities. Include your sense of humour through the celebration with anecdotes in your ceremony or a cheeky story in your speeches. Music also goes a long way in personalising your wedding experience. Remember that this is your day — it should be done your way.

Scout your suppliers

You might be the mastermind architect of your wedding day, but your vendors are vital for bringing it to life. Your suppliers are passionate wedding professionals who bring with them invaluable expertise gleaned from past celebrations. They should be operators you trust and feel comfortable with. Don’t be afraid to ask lots of questions in the booking process or to request examples of work and testimonials. Keep track of your vendors with our My Suppliers tool.

Knowing when to secure your suppliers is a balancing act. On one hand, many suppliers will not take bookings further out than 18 months. However, you don’t want to delay only to find that your date has been snapped up when you go to book. We always recommend securing the cornerstones of your wedding celebration first, between 10 to 18 months prior to the big day. These include the venue, your planner (should you opt to use one), wedding dress, your celebrant, your wedding entertainment, plus your photographer and videographer.

Closer to the wedding date, you can start to lock in the details, including your florals and beauty services at the eight to 10-month mark. Smaller components, such as your cake and wedding transportation, can be secured five to eight months prior to the wedding. For your peace of mind, try to have all of your vendors secured, with all necessary orders placed, at least two months before your wedding day.

Communicating effectively with your suppliers

Your suppliers wish for nothing more than to assist you in having your perfect wedding day. You can help them do their best work by communicating effectively and clearly from the get-go. To get off on the right foot, we recommend including these handy pieces of information in each of your enquiries:

• Your names
• Your wedding date or preferred dates
• Estimated guest count
• Location of your wedding and venue if chosen
• Your budget (including whether it’s a flexible range)

You’ll also want to start with some important questions to ensure you engage suppliers that are best suited to your celebration. Many suppliers will have brochures that cover their package options, terms of service, as well as the answers to frequently asked questions.

Be sure to get all the information you need before locking in a supplier. This will save a headache for both parties down the track. Below are some questions you should be asking your prospective venues, celebrants, and photographers. For our complete list of supplier questions, be sure to check out our PDF planning guide.

Venue: 

• Is our preferred date available?
• Do you have a minimum spend or minimum guest numbers requirement?
• What is the maximum number of guests we can have?
• Do you have different package options for food and beverages?
• Can we have our ceremony onsite? If so, is there an additional cost?
• If our ceremony is outdoors, can we use one of the spaces as our wet weather plan?
• What time does our event have to conclude? Is this flexible?
• What’s included in the venue hire fee?
• Are there any additional rules and/or costs we should know about?
• Can we bring in our own suppliers, or do we have to hire from your list?
• When can we come in and see the space?

Celebrant:

• Is our preferred date available?
• Can you perform the type of ceremony we’d like? (include personalised details)
• Can you please provide us with your pricing?
• Does pricing include a PA system?
• Do you charge a travel fee?
• Can we have a wedding rehearsal?
• Can you help us with our vows?
• Can we see a sample ceremony script or speak with a previous client?

Photographer:

• Is our preferred date available?
• Can you please provide us with your package options and pricing?
• What package would you recommend based on our location?
• Do you charge a travel fee?
• When can we expect our photos/video?

Enjoy the process!

Wedding planning is a wild ride, and it’s sure to bring a few twists and turns. Preparation is key to making the experience more exhilarating than terrifying. At Easy Weddings, romantic celebrations like yours are our passion. Allow us to take a weight off your mind and put money back in your pocket with our in-house wedding planning experts. The key to a dream wedding is assembling a cohesive team of talented professional suppliers — and, rest assured, we have options for weddings of every style, size, and budget.

Some parting wisdom from our team:

• Use your time wisely during this exciting pre-wedding period. We recommend researching thoroughly and setting your budget before reaching out to a small number of suppliers you feel best fit your vision.
• Limit the number of opinions you seek out. While two cents from a close, tactful friend can be helpful in the planning process, too many opinions can confuse the simplest of decisions. At the end of the day, the opinions that matter are those of you and your partner.
• Try not to stall on decisions or backflip on decisions once they are made. Take the time to consider your options and discuss choices with your partner, but don’t overthink the details.
• Inspiration is an excellent creative tool, but don’t allow yourself to be pulled in too many directions. Falling down a rabbit hole of thousands of cute wedding ideas and aesthetics can be a time suck and cause you to question decisions you’ve already made. Step away from the Pinterest board.
• Choose your go-to confidants wisely. Whether it’s a parent, a wedding party member, or simply your other half, the people you choose to bring into your inner wedding planning circle should be selected for their positive impact on your mood, their ability to troubleshoot, and their willingness to pitch in.
• Keep those emotions in check! If you’re feeling the drain of planning, the pressure of meddling relatives or simply a little pre-aisle jitters, our article on wedding emotions is here to help.

If you need some more planning guidance for your wedding, be sure to keep our PDF Planning Guide on hand. Our planning tools are the perfect way to keep your wedding day on plan and on budget!