A Simple Stress-Free Timeline
Planning your wedding and wondering when you’re actually meant to book everything without feeling like you need to organise your whole life tomorrow?
Hey 🤍
I’m Rach, a Brisbane-based wedding photographer, and a big part of what I do, outside of taking photos, is helping my couples plan their day so it actually feels easy and not overwhelming.
One of the most common questions I see is, “How far in advance should I be booking everything?”
And honestly, the advice online can feel a bit all over the place.
So I’ve put together a simple, realistic timeline to help you know what to focus on and when, without feeling like you need to book your entire wedding tomorrow.
A quick note before we start. This is a guide, not a strict rule. Some vendors book out much earlier than others, especially for popular dates, so if you find someone you love, it is always worth locking them in sooner rather than later.
12–18+ Months Before
This is your foundation stage, and where you lock in the big pieces.
- Venue
- Photographer
- Videographer
- Planner or stylist, if you are using one
- Finalise your guest list
- + Now is a great time to create a custom wedding email account to keep all your wedding communications in one place!
Your venue sets your date, and from there, everything else starts to fall into place. Photographers and venues in particular can book out well over a year or even two in advance, especially for weekends and peak seasons.
For my couples, once you are booked in, I send through a full vendor recommendation list and help guide you on what to book next, so you are not just guessing your way through it.
9–12 Months Before
Now you are building your core team.
- Celebrant
- Food/Beverage Providers
- Hair and makeup
- Music, such as a DJ or band
- Order invitations
- Wedding dress, allowing time for ordering and alterations (Some dresses require even a 10 month lead time so factor this in and start looking early - Dont worry you can make alterations later)
These vendors really shape how your day feels, so it is worth taking the time to find ones you genuinely love.
I also help my couples think through things like ceremony timing, lighting, and how everything flows so the day feels natural and not rushed.
6–9 Months Before
This is where everything starts to come together visually.
- Florals
- Styling or hire items
- Send out your invitations - Allow extra time for international weddings
Dresses are one of the biggest things people leave too late, so it is worth getting onto this early.
If you are thinking about doing an engagement session, this is also a really nice time to do it. It is relaxed, fun, and helps you feel much more comfortable in front of the camera before the wedding day. (Hint hint - I offer these too!)
3–6 Months Before
Now we start refining everything.
- Finalise your timeline
- Lock in smaller details - Accessories
- Plan out key moments of the day
This is where I step in a lot more with my couples, helping structure your timeline so the day flows naturally and you actually get time to enjoy it.
1–3 Months Before
The final stretch.
- Confirm all vendors
- Final payments
- Create your family photo list
- Final check-ins
At this point, everything should feel like it is coming together, not chaotic.
A Quick Reality Check
You will probably hear things like everything books out years in advance, or that the industry is quiet.
The truth is, it depends.
Peak dates, especially Saturdays, book quickly. In-demand vendors go early. Some things can be left a bit later to help stretch out your booking deposits. If someone is really important to you, especially your venue or photographer, it is always best not to leave it too long.
Avoiding Wedding Scams
This is something people do not talk about enough, but it does happen a lot.
A few things to look out for:
- No proper contract or invoice
- Requests for unusual payment methods, such as gift cards or transfers to strange accounts or even cash requests
- Work that looks inconsistent or not their own
- Prices that seem far too good to be true
Always make sure you are booking vendors you trust, and do not be afraid to ask questions. If they refuse to answer questions or take a phone call this is a big red flag.
For my couples, I recommend vendors I have personally worked with and trust, which makes this part a lot easier.
If You Are Still Looking for a Photographer
If you are early in your planning and looking for someone to capture your day, I would love to chat.
I only take on a limited number of weddings each year so I can give my couples a really personal experience, and a big part of that is helping you feel supported well before the wedding day.
You can check out more here: Framed By Rachel - Wedding Photographer
Final Thoughts
You do not need to have everything figured out straight away.
Start with the big pieces, take it step by step, and build a team you trust to not only show up on your day but have your best interests at heart. That is what makes the whole experience feel easy and actually enjoyable 🤍
