Planning a wedding? Congrats! Now take a deep breath… and maybe pour a glass of wine. If you’ve found yourself 20 tabs deep in Pinterest boards and colour palettes, you’re not alone. But don’t worry, we’ve chatted with some of the Hunter Valley’s best wedding vendors to help you lock in the big stuff at the right time. Let’s break it down.
12 - 18 Months Before: The Big Stuff
Venue first, always.
"As soon as they can, preferably 12 months out.” says the team at Two Rivers. “This allows for payment schedules and ensures time to lock in all their other vendors.” Plus, if you fall in love with a hot venue in peak season (spring or autumn) you’ll want to be first in line. So don’t wait too long, check out Two Rivers availability!
Your wedding bestie (aka the planner)
The team at Hunter Events recommends bringing a planner on board around 18 months out. “We’ve planned weddings from start to finish in as little as 3 months or as far out as 3 years in advance.” “Giving yourself a bit more breathing room can make the whole planning journey much more relaxed and enjoyable.” they explain. A planner helps you prioritise, avoid double bookings, and can even steer you away from, say, booking a fire-breather before you’ve booked a celebrant.
Now, lets talk music.
“As soon as you’ve locked in your venue and date, it’s never too early.” says With Love, our favourite acoustic duo. “Especially if you have someone specific in mind.” Fun fact: one of their weddings went viral thanks to an improvised bridal party entrance (5 million views and counting). Music matters.
Picture this.
Got a photographer you’ve been stalking on Instagram since before you were even engaged? (No judgment.) Writing with Light Studio says: “As soon as you’ve locked in your wedding date, get hunting.” Photographers book out fast, so aim for 9–12 months in advance. “Especially if you’re eyeing a weekend or peak-season wedding.”
A few more gems from Writing with Light: “A deposit is needed at the time of booking to lock things in. Once that’s sorted, the date is yours and off-limits to anyone else.”
But don’t forget the vibe check, remember you’re going to be spending a big chunk of your day with your photographer “make sure the style and energy align”
And don’t forget the bar.
“We would recommend at least 12 months before your event date,” says Hunter Bartender. “The peak season dates book out very fast.” Your bar team plays a huge part in the atmosphere, and they do a lot more than just pour drinks, so don’t leave it until the last minute.
9 - 6 Months Before: Lock It All In
This is your golden window to confirm catering, celebrants, HMUAs, and all your “vibe curators.” Also: make a playlist, stalk florists, and absolutely send those Save the Dates. Hunter Events recommends doing this no later than 12 months out, but if you’re cutting it fine, do it now. Like, right now.
4 Months Out: The Nitty Gritty Begins
Welcome to run sheet season! According to Hunter Events, they “begin planning the run sheet at least 4 months before the wedding” coordinating with all vendors (often 10+!) to get everything just right. This includes everything from when your stylist arrives to the last dance of the night. Don't worry, they’ve got spreadsheets and patience.
Also, if you haven’t already, check your music logistics. “Venue access, power outlets, and space for setup can slip through the cracks” With Love warns. No, not sexy, but yes, necessary.
1 Month Out: Pay Up + Breathe
Two Rivers has a nifty payment plan: deposit on booking, a couple more small ones along the way, and your final balance due 4 weeks out. “This allows plenty of time for RSVPs to come in and final details.” Smart. Very smart.
You should also have your final run sheet locked and loaded. If you're with Hunter Events, you’re in excellent hands, they’re checking, double-checking, and smoothing every crease behind the scenes. “You’ll only be involved if absolutely necessary,” they promise. Wedding Zen = achieved.
As for bar service?
“We like to have all details finalised 4–6 weeks prior to your event,” says Hunter Bartender. This gives them enough time to prepare and ensure everything flows perfectly on the day. “Bartending at weddings and events involves far more than just pouring drinks,” says Hunter Bartender. “We have to juggle bar setup, ensure all glassware, tools and beverages are in place and ready, interact with guests and accommodate any special requests, coordinate with caterers, planners, and other vendors to stay on schedule, and ensure the venue is left spotless and everything is accounted for.” It’s a whole operation and your bartenders are absolute legends for making it seamless.
And Finally: The Day Of
You made it! Cue the happy tears, deep breaths, and champagne pops.
From the Two Rivers team directing your guests like traffic controllers (but classy) to your musicians With Love creating all the vibes, to your planner Hunter Events finessing every detail and rounding out with your photographer Writing with Light capturing every candid moment, you’re in good hands.
And behind the bar? You guessed it: Hunter Bartender.
“Ensure you get the beverage quantities provided by your Bartending company to ensure there is no shortage of yours and your guests’ favourite drinks.” Basically: let them take the wheel, and the drinks will keep flowing.
And if anything goes sideways? Don’t worry. “We handle it quietly in the background” says Hunter Events. Translation: you’ll probably never even know.
As With Love says: “Vibes and feels are more important than finding the ‘best’ person.” That’s what it’s all about.
So trust your vendors, plan ahead, stay flexible, and above all, enjoy the ride. Because this day? It’s all yours.
