8 to 12 weeks before
This is when the big decisions and bookings happen. Set your budget and guest count, pick a date with a backup, and book the venue, which is the booking that everything else depends on. If you want a planner, bring them in now so they can drive the rest.
With the venue secured, start lining up catering and drinks (or confirm the venue's in-house offering), and put a hold on a photographer if you want one, since the good ones book early in peak season.
4 to 6 weeks before
Send the invitations, asking for RSVPs about 2 weeks out. Lock in your styling direction and book the stylist, balloon, cake and any entertainment or photo booth vendors. Confirm the food and drinks format and rough numbers with your caterer or venue.
Sort the practical details guests will need: parking and transport tips (especially for a winery or out-of-town venue), the dress code, and whether any part of the party is a surprise.
The final 2 weeks
Chase any outstanding RSVPs and confirm final numbers with the venue and caterer, since most need final figures about a week out. Pay any remaining balances, confirm timings with every vendor, and write your run sheet.
Brief the key people: whoever is making a speech, whoever is greeting guests, and the venue coordinator. Share the run sheet so everyone knows the shape of the day. Then there is nothing left but to enjoy it.
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Find My VenueA sample day-of run sheet
A relaxed 4-hour evening party might run: vendors and stylist arrive and set up 2 to 3 hours before; you arrive an hour before to check everything; guests arrive over the first 30 minutes with a drink and canapes on arrival; food and grazing flow through the first 90 minutes; speeches and a toast about halfway through while everyone has a drink in hand; the cake moment shortly after; then music and mingling until the finish, with the bar and any kick-on plans signalled near the end.
Adapt the timing to your party, but the principle holds: arrivals and drinks first, food early, speeches once everyone has settled and has a drink, the cake as a centrepiece moment, then loosen into the night. If you would rather not run it yourself, a planner or the venue coordinator can keep the run sheet on track. We can match you with planners and venues across Adelaide.
