Planning a wedding feels a lot easier when you break it into stages. Here’s a simple timeline written for weddings in Ballarat, Daylesford and across the Goldfields, including the extra lead time you’ll want for autumn, when the region is at its busiest.
Your timeline at a glance
| When | Main jobs |
|---|---|
| 12 months or more | Budget, guest list, venue, celebrant and photographer |
| 9 to 12 months | Catering, entertainment, attire, save the dates and accommodation |
| 6 to 9 months | Flowers, styling, hair and makeup, cake and transport |
| 3 to 6 months | Invitations, Notice of Intended Marriage, dance lessons and rings |
| 1 to 3 months | Final numbers, trials, run sheet and wet weather plan |
| The final week | Confirm timings, pack an emergency kit and enjoy it |
Planning for autumn
March to May is the most popular time to marry around Ballarat, when the avenues and Daylesford gardens turn gold and red. If your date falls in autumn or on a long weekend, add a few extra months to every booking below.
12 months or more to go
- Set your budget and a rough guest list.
- Pick a season. Autumn colour is the big drawcard, while winter brings cosy fires and quieter dates.
- Shortlist and book your venue. Your date and venue shape everything else.
- Book your celebrant and photographer. The good ones book out first.
9 to 12 months to go
- Book catering if your venue doesn’t provide it.
- Book music and entertainment.
- Start shopping for wedding attire. Gowns can take months to arrive and be altered.
- Send save the dates, especially to guests travelling up from Melbourne.
- Block book accommodation for guests, as central Ballarat and Daylesford fill up fast on weekends.
6 to 9 months to go
- Book flowers and styling and event hire.
- Book hair and makeup and plan a trial.
- Order your cake or dessert table.
- Sort transport between your ceremony, reception and accommodation.
3 to 6 months to go
- Send invitations. Our stationery suppliers can help.
- Lodge your Notice of Intended Marriage with your celebrant. It must be given at least one month before the wedding.
- Book dance lessons if you want a first dance to remember.
- Choose wedding rings and allow time for sizing or engraving.
1 to 3 months to go
- Confirm final numbers with your venue and caterer.
- Do your hair and makeup trial.
- Plan your run sheet with your planner, venue or celebrant.
- Buy gifts and favours for the bridal party and guests.
- Have a wet weather plan for any outdoor parts of the day.
The final week
- Confirm timings with every supplier.
- Check the forecast. Ballarat can be cool even in spring, so have wraps or blankets ready for outdoor photos.
- Pack an emergency kit with safety pins, tissues, a phone charger and an umbrella.
- Hand the run sheet to someone you trust, then relax and enjoy it.
Frequently asked questions
How far in advance should we book a Ballarat wedding venue?
Twelve months or more is a good rule. Allow longer for autumn dates, long weekends and school holidays. Popular venues, celebrants and photographers book out first.
When is the busiest time for weddings around Ballarat?
Autumn, from March to May, is the busiest season. Spring and summer weekends are popular too. Winter is quieter, so it can be easier to secure your first choice of venue.
When do we need to lodge our Notice of Intended Marriage?
Your Notice of Intended Marriage must be given to your celebrant at least one month before the wedding. Your celebrant will walk you through the paperwork.
Do we need a wedding planner?
Not always, but a local planner can save a lot of time, especially for winery or private property weddings, large guest lists or couples planning from Melbourne.
What should go in a wedding day emergency kit?
Safety pins, tissues, a phone charger, water, an umbrella and a copy of the run sheet. For a cooler day, add a few wraps or blankets for photos outside.
If it all feels like a lot, a local wedding planner can take care of the details for you.
