Industry kit

Wedding planner templates and the forms wedding vendors use

Weddings are planned by a team of small businesses: the planner, the venue, the celebrant, the DJ, the photo booth and the stationer. This kit links finished examples of the forms and documents each of them uses, from the couple questionnaire to the RSVP, written for invented Australian businesses.

The planner and the couple

A wedding planner starts with a long conversation, and the couple questionnaire captures it: the date and venue, guest count, budget, style, the moments that matter, the vendors already booked and the family dynamics a planner needs to know about. A proposal follows, often as a short presentation with the planning package, the timeline and the fee, because couples choose a planner partly on how the proposal looks. Once booked, the planner manages the RSVPs, guest questions and a stream of vendor bookings.

The vendors around the day

Every vendor at a wedding has its own form. The DJ needs set times, a must play list and the power at the venue. The photo booth needs the print layout and props. The stationer needs wording, quantities and proof approvals. The venue sells the day on its website with packages and a timeline. Celebrants have legal paperwork with fixed lodgement times. The cards below link a finished example of each, so a wedding business can see the questions and wording that work on a busy Saturday.

Who the kit is for

The kit is written for wedding planners, venues and wedding vendors in Australia. A marriage needs a Notice of Intended Marriage lodged with an authorised celebrant at least one month before the wedding, and the Attorney General's Department publishes the rules for couples and celebrants. The examples use invented businesses and couples, prices in dollars, and every card opens a complete example rather than a description, so the copy can be judged as a couple would read it on the night they compare quotes.

The kit, piece by piece

The questionnaire is the brief

The couple questionnaire is the brief for everything that follows, so ask it early and keep it. Ask for the facts, such as date, venue, guest count and budget, then the feelings: three words for the style, the moments they care about, and anything a planner should handle carefully, such as divorced parents or a guest with access needs. The couple questionnaire in this kit is conversational, asking one question at a time, which suits couples answering together on a phone.

RSVPs that feed the caterer

An RSVP form should collect attendance, the names of everyone attending, meal choices, dietary requirements as clear options and song requests if the couple wants them. The answers feed the caterer final numbers, the seating plan and the DJ list, so make the dietary question specific. Responses can be exported as a CSV with one column per question, which is how most planners hand them to the venue.

Vendor contracts protect the date

A wedding date cannot move, so vendor contracts focus on holding it: a booking fee to secure the date, what happens if the vendor cannot attend, set times, setup needs and overtime. The DJ contract in this kit sets an overtime rate per half hour, the most common surprise on a wedding invoice. Proposals for planning or celebrant services can be accepted online and the deposit invoice issued at once.

The tools behind the kit

Step by step in the builders: Create a conversational form with AI, then Make a pitch presentation with AI.

Questions people ask

What should a wedding planner questionnaire ask?

It should ask for the couple names and contacts, date, venue, guest count, budget, style, priorities, vendors already booked, family considerations, accessibility needs and how involved the couple wants the planner to be. Keep it to the questions a planner actually uses in the first meeting.

What should a wedding RSVP form include?

Include the guest names, attendance, the number attending, meal choices, dietary requirements, accessibility needs and a reply by date. Song requests and a message to the couple are optional. Keep dietary options specific, such as vegetarian, vegan, gluten free and nut allergy, so the caterer can count them.

How far ahead must a marriage notice be lodged?

In Australia a Notice of Intended Marriage must be given to the authorised celebrant at least one month before the wedding and no more than 18 months before. A shortening of time can be granted only in limited circumstances. Couples should check the current rules with their celebrant.

Do wedding vendors need contracts?

Yes. A contract protects the date and sets the services, times, setup, payment and cancellation terms. It matters most for vendors whose absence would ruin the day, such as the venue, caterer, celebrant, photographer and DJ, and it should say what happens if illness stops them attending.

Can couples accept a planning proposal online?

Yes. A proposal from the proposals module goes out as a tracked link, the couple can tick optional extras and accept with a drawn signature, and acceptance with a deposit issues the deposit invoice straight away, so the date is held the moment they agree.

Start the first piece of the kit

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Sources

Written and checked by the OneCraft team. Last checked .