Vendor checklist — essential guide for Australian weddings
A practical vendor checklist tailored to Australian weddings — from intimate elopements to large waterfront celebrations. Use this guide to secure venues, photographers, caterers and styling teams with confidence.
- Timeline & responsibilities
- Budget cues for AU markets
- Supplier communication templates
Why a vendor checklist matters
Vendors are the backbone of any memorable wedding. A clear checklist prevents double bookings, missed timelines and budget overruns across Australian regions — especially for outdoor and waterfront venues where logistics are key.
- Coordinate site access and setup times
- Confirm electrical, parking and council permits
- Lock in contingency plans for weather and travel
Vendor checklist — action items
- Confirm hours, deliverables and rights. Schedule first-look and sunset shots. Provide vendor with venue lighting plan and timeline.
- Final guest count, dietary requirements, service style and bar licensing. Confirm delivery windows and plating staff numbers.
- Confirm access times, bump-in/out process, power sources, noise curfew and wet-weather plan. Share site map with all vendors.
- Confirm styling install windows, water access for flowers, sealer for signage, and responsible breakdown plan.
- Confirm PA requirements, set lists, rehearsal time and celebrant ceremony script, start times and legal paperwork handover.
Budget guide (typical AU ranges)
| Vendor | Typical AU$ |
|---|---|
| Venue hire | 2,500 – 15,000+ |
| Catering per head | 60 – 250 |
| Photography | 2,000 – 6,500 |
| Styling & florals | 1,000 – 8,000 |
| Music / DJ | 600 – 2,500 |
Use these ranges as planning anchors; quotes can vary by region, season and guest numbers.
Trusted vendor contacts
Emily Harper — Lead Planner
Fortitude Valley, QLD • Full-service planning
Available for venue scouting, supplier coordination and month-of management.
Coastal Catering
Specialist waterfront menus & licensed bar
Sunset Lane Photography
Experienced in outdoor and elopement packages
Venue & styling gallery
FAQ
Aim to book venue and photographer 9–18 months ahead for peak season; caterers and entertainment 6–9 months; styling and florals 3–6 months.
We provide supplier checklist templates and recommended contract points; legal contract drafting should be completed with your chosen supplier or counsel.
Ready to lock in vendors?
Download our printable checklist and reach out to arrange a planning call.