Complete Wedding Checklist for a Wedding in Bali
Planning a wedding in Bali? This comprehensive checklist covers everything from choosing the perfect venue and hiring vendors to legal requirements and guest accommodations so you can enjoy a stress-free celebration in Bali’s tropical paradise.
Why is a Checklist Essential for Bali Weddings?
Here's the thing about destination weddings: they're beautiful, romantic, absolutely worth it; however, they might feel significantly more complex than hometown celebrations.
You're coordinating across time zones. Managing vendors you've never met in person. Navigating legal requirements that differ from your home country. Ensuring guests can actually find their hotels. It's a lot. Without organization, even the most laid-back couple ends up stressed two weeks before the ceremony, realizing they forgot something critical.
This guide covers everything from timelines, vendor selections, legal requirements, backup plans, and those small details nobody mentions until it's too late. Think of this as your wedding planning companion, specifically designed for Bali's unique considerations.
Pre-Planning (6–12 Months Before)
This is when excitement meets reality. You're making the big decisions that shape everything else.
- Define Your Budget and Style
Start here. Always. Your budget determines venue options, guest count, vendor choices, and more. Destination weddings often cost more than couples initially expect because travel, accommodation, and international vendors add up quickly.
What's your wedding style? Beach ceremony? Elegant cliffside affair? Intimate villa celebration? Or something completely different—like saying "I do" aboard The Shivanna, a luxurious private yacht with the ocean as your backdrop, where couples can exchange vows against panoramic ocean views and spectacular sunsets.
- Select Your Date and Book Your Venue
Between April and October offers the best window for outdoor Bali weddings since there'll be more sunshine during the dry season. Wet season (November-March) means unpredictable weather. Not impossible, just riskier for outdoor ceremonies. But great for budget options.
Popular venues book 6-12 months ahead, sometimes longer. Contact your top choices immediately. Ask about availability, package options, what's included, cancellation policies, etc.
Consider unique venues too. The Shivanna can hold up to 175 pax and comes with a variety of curated packages to suit wedding parties. Yacht weddings eliminate some logistical headaches—catering happens onboard, the ocean provides natural décor, and your venue literally moves, offering changing scenery throughout the celebration.
- Research and Contact Bali Wedding Vendors
Ideally, you'll need:
- Wedding planner (highly recommended for destination weddings)
- Photographer and videographer
- Florist and decorator
- Caterer (unless venue provides)
- Hair and makeup artists
- Entertainment (DJ, live band, traditional performers)
If you’re planning a simple wedding at a hotel, usually they’ll come with comprehensive wedding packages that take care of all your checklists. All you need to do is show up with your own gowns and suits, sample a few details, and then you’re ready to walk down the aisle.
- Check Entry Requirements and Travel Logistics
Book flights early for better rates. Consider arriving 3-5 days before the wedding to handle final arrangements and adjust to time zones.
Bali also offers 30-day visa-on-arrival, perfect for an easygoing celebration without all the rush.
- Start Your Guest List and Send Save-the-Dates
Destination weddings mean guests need serious advance notice. Six months minimum. If you’re not the one arranging everything, they will have to book international flights, request time off work, possibly arrange childcare.
Your save-the-dates should include:
- Wedding date and location
- Hotel recommendations and booking links
- Estimated trip duration
- Website with more details
Be realistic about numbers. Not everyone can afford international travel or take that much time off. Some couples prefer intimate destination weddings anyway with 20-50 guests a perfect number for many.
- Legal & Administrative Requirements
Weddings in Bali are 100% legal when you have the appropriate documents needed. But getting those documents right requires planning.
Legal Wedding Requirements for Foreigners
Indonesia requires specific paperwork for legal marriages, as follows:
- Proof you're not currently married
- Confirmation you meet age requirements
- Translation into Indonesian (certified)
Weddings in Indonesia must be conducted according to one of Indonesia’s recognized religions (Islam, Hinduism, Buddhism, Protestantism, Catholicism, or Confucianism).
After the religious ceremony, you must register the marriage with the Civil Registry Office (Catatan Sipil) or Kantor Urusan Agama (KUA) depending on the religion.
Required Documents
Gather these early:
- Valid passports (6+ months validity remaining)
- Birth certificates (original + certified copies)
- Divorce decrees or death certificates if previously married
- Certificate of No Impediment to Marriage, or CNI (from your embassy)
All documents need official Indonesian translation. Your wedding planner can coordinate this, or you'll work with certified translators directly.
- The Blessing Ceremony Alternative
Many couples choose this instead. They legally marry at home, then celebrate in Bali with a beautiful ceremony that holds personal meaning without bureaucratic complexity.
This approach offers flexibility so you can incorporate any traditions, details, or elements you want without legal constraints. It's still deeply meaningful, just not legally binding in Indonesia.
- Vendors & Services
Wedding Planners
For destination weddings, we think wedding planners are highly essential! Seriously. A Bali-based wedding planner knows venues, vendors, legal processes, cultural considerations, and how to solve problems when you're still sleeping in your home time zone.
They coordinate logistics you don't necessarily have the capacity for. They negotiate in local language. They have backup contacts when something falls through. They understand Indonesian wedding culture and can prevent cultural missteps.
Photography & Videography
Bali photographers understand the light here, how sunrise looks at Uluwatu, when golden hour hits Seminyak beach, how to work with tropical midday sun. They know locations. They can suggest backup spots if weather changes.
Florists & Decorators
Tropical flowers thrive here like orchids, marigolds, heliconia. They're stunning, abundant, and appropriate to climate.
For yacht ceremonies like at The Shivanna, our trusted vendors have had experiences enhancing the vessel's natural elegance with floral arrangements and subtle decorative touches.
Catering & Cake
Many venues include catering for easier coordination.
Yacht weddings like aboard The Shivanna feature gourmet meals prepared onboard, with menus curated to perfection featuring flavors that tantalize guests.
Music & Entertainment: Setting the Mood
Options abound for wedding entertainments when you’re in Bali. From traditional performances to acoustic delights, you can find the perfect venue to suit your needs.
The Shivanna offers live entertainment options from musicians playing favorite tunes to thrilling fire performers. Couples can enhance their celebrations with authentic Balinese dancers and traditional performances that add island magic to the occasion.
- Attire & Beauty
Tropical climate demands different considerations than traditional venues.
Wedding Attire Strategies
Your dream dress might not work in Bali's heat and humidity, unless you’re planning an indoor wedding. Lightweight fabrics breathe better. Shorter hemlines navigate sand and boat decks easier.
Consider two looks: ceremony dress and reception outfit. Many brides change into something lighter after photos and vows finish.
Hair and Makeup Considerations
Humidity is real. Your stylist needs products that actually hold in tropical conditions. Schedule trials well before the wedding day. Consider working with Bali-based make-up artists with a history of Bali brides.
- Guest Accommodation & Travel
Your guests are investing significantly to attend, so make their experience smooth.
Hotel Bookings and Room Blocks: Book rooms near your venue or in central locations with easy transport. Provide options from budget-friendly to luxury.
Transportation Coordination: Arrange airport pickup for guests if possible. At minimum, provide detailed transport options such as Grab app instructions, reputable taxi companies, estimated costs.
Welcome Kits and Guest Information: A welcome kit is a thoughtful addition to thank your guests for flying in for your special day. Consider filling it with essentials (like sunscreens and personalized items) and informational packets (like cultural etiquette tips and emergency numbers)
- Emergency & Contingency Planning
Things go wrong. Weather changes. Vendors run late. Someone gets sick. Good planning includes backup plans.
Weather Backup Plans
If planning an outdoor wedding, the dry season between April and October provides more reliable sunshine, though weather can still surprise you.
Medical and Safety Preparations
Know where the nearest hospital is. Have travel insurance that covers medical emergencies. Ensure someone in your party has this information.
Consider keeping a wedding day emergency kit in case you, or anyone in your party, might need it. Pain relievers. anti-nausea medication, band-aids and blister treatment, other prescriptions, etc.
Vendor Backup Contacts
Create a master contact list with primary vendor contacts, backup vendors for critical services, and venue emergency contact. Keep also local emergency services numbers
Final Checklist: 1-2 Weeks Before
Everything converges now. Deep breaths! With one or two weeks left before the wedding, this is just a final rundown of what to expect during the wedding.
Contact vendors for complete and finalized timeline. Ensure all vendors have the same information.
Final Payments and Gratuities. This is when you’ll usually re-evaluate what's paid, what's due, when it's due. Prepare cash for tips.
Final Walk-Through and Rehearsal: See your venue set up. Practice ceremony flow. Address any last-minute adjustments. This eliminates wedding-day surprises. For yacht celebrations, boarding rehearsals help wedding parties understand embarkation procedures and venue layout.
Rest and Perspective: Schedule downtime the day before. Get a massage. Eat properly. Sleep if possible (wedding-eve nerves make this challenging but try anyway).
Remember what this is actually about: commitment, love, partnership. The details matter, but they're not the point. You're going to embark on a journey of a lifetime here in Bali!
FAQs: Bali Wedding Planning
Q: How far in advance should I book a Bali wedding?
6-12 months minimum for popular venues and peak season dates (April-October). Some luxury venues and unique options may require 8-12 months advance booking. Budget more time if you're particular about vendors or want specific photographers.
Q: Do I need a local wedding planner?
Yes, especially for destination weddings. Local planners navigate legal requirements, communicate with vendors in Indonesian, have established relationships for better pricing, and solve problems when you're not physically present.
Q: Can foreigners legally marry in Bali?
Yes, but it requires specific documentation and working with Indonesian marriage registrar. Many couples choose blessing ceremonies instead, legally marrying at home then celebrating in Bali without legal complexities.
Q: What's the best season for a Bali wedding?
Dry season (April-October) offers most reliable weather. May through September provides peak conditions with minimal rain risk.. Some couples prefer rainy season for lower costs and fewer tourists despite weather uncertainty.
Q: What should guests know before attending a Bali wedding?
Provide information packets covering: expected weather and what to pack, cultural etiquette basics, dress code specifics, transportation options, suggested arrival days before wedding, and general Bali travel tips. Help them understand this isn't just attending a wedding—it's an international trip requiring planning.
Q: What documents do we need to get married in Bali?
Passports, birth certificates, proof of marital status (divorce decree if previously married), Certificate of No Impediment to Marriage from your embassy, and affidavit letters. All documents need certified Indonesian translation. Processing takes a while, so start early.
Q: Should we do pre-wedding photos in Bali?
Absolutely! Bali's landscapes provide stunning backdrops. Pre-wedding shoots help you feel comfortable being photographed together and produce beautiful images beyond wedding-day photos. Schedule these 2-3 days in advance.
Conclusion
Planning a destination wedding in Bali is complex. We won't pretend otherwise. There are documents to gather, vendors to coordinate, guests to inform, and countless details requiring attention.
But here's what makes it worth every bit of effort: you're creating something extraordinary. Not just a wedding, but an experience. You're bringing people you love to one of the world's most beautiful places to witness the most significant commitment you'll ever make.
If you're considering something beyond traditional celebrations, The Shivanna provides the perfect setting for intimate blessing ceremonies or lavish receptions, surrounded by people who matter most.
So start planning now. Book that venue. Contact that wedding planner. Send those save-the-dates. Your Bali wedding is waiting, and it's going to be everything you hoped for.
