Guest count is the real budget lever
Catering, drinks, hire, stationery and seating all scale per head. Cutting 20 guests usually saves more than negotiating with every vendor combined.
Planning guide
Your wedding timeline and budget, in plain numbers.
What to book when, what it usually costs in Australia, and where the money actually goes. Share your brief and we'll match you with vendors who fit it.
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The timeline
12+ months out
- Agree a total budget and who's contributing
- Draft a guest list — it drives every other number
- Lock the date and shortlist venues
- Book venue, then photographer and celebrant
9–12 months out
- Book catering (if not through the venue)
- Secure band or DJ for peak-season Saturdays
- Start dress and suit appointments
- Send save-the-dates for destination weddings
6–9 months out
- Confirm florist and styling direction
- Book videographer, cake and hire items
- Arrange accommodation blocks and guest transport
- Book hair and makeup trials
3–6 months out
- Send invitations and set up RSVP tracking
- Finalise ceremony paperwork (NOIM must be lodged 1 month+ before)
- Confirm menu, drinks package and dietaries
- Order rings and gifts
1–3 months out
- Run the final run sheet with every vendor
- Confirm timings, load-in and power access
- Final dress fitting and hair/makeup trial sign-off
- Pay remaining balances and build a seating plan
Final 2 weeks
- Give final numbers to the caterer
- Share the run sheet and contact list with your MC
- Prepare cash tips, vendor meals and payment envelopes
- Pack, delegate, and stop adding to the list
Where the budget goes
Based on a mid-range Australian wedding of around 90 guests. Treat the shares as a starting split and move money toward whatever matters most to you.
| Category | Share of budget | Typical spend |
|---|---|---|
| Venue & catering | 40–50% | $12,000 – $35,000 |
| Photography | 8–12% | $3,500 – $8,000 |
| Videography | 5–8% | $2,800 – $6,500 |
| Flowers & styling | 8–10% | $2,500 – $7,000 |
| Music (band or DJ) | 5–8% | $1,200 – $6,000 |
| Attire, hair & makeup | 8–10% | $3,000 – $8,000 |
| Celebrant & paperwork | 2–3% | $700 – $1,500 |
| Cake, stationery & extras | 3–5% | $1,200 – $3,000 |
| Contingency | 5–10% | Keep it untouched |
Worth knowing
Book the date-limited vendors first
Venues, photographers and celebrants can only take one wedding a day. Cake, stationery and hire can be sorted much later.
Move off a peak Saturday
A Friday, Sunday or off-season date often unlocks 10–25% savings across venue and vendor pricing without changing anything a guest notices.
Read what the quote excludes
Travel, overtime, styling hire, cake cutting and public-holiday surcharges are the four line items that most often blow a budget late.