Every wedding artist works a little differently, and the details that matter most rarely show up on an Instagram grid. Take this checklist into each enquiry, or copy the questions into an email. Good artists answer most of them in their information pack, and the rest in a quick call.
It works for live wedding painters and guest illustrators alike. Pricing is covered separately in our guide to what a live wedding painter costs in Australia; this one covers everything else.
1. Booking and availability
- Is our date available, and how far ahead do you usually book out?
- What secures the date: a signed agreement, a deposit, or both?
- Can we see complete paintings or portrait sets from real weddings, ideally in light similar to ours?
- Do you hold public liability insurance? Many venues ask suppliers for a certificate.
Spring and autumn Saturdays tend to go first, so enquire once your date and venue are confirmed.
2. Deposit, payments and changes
- How much is the deposit, and is any of it refundable?
- When is the balance due?
- What happens if we postpone or change our date?
- What happens if you're unwell on the day? Do you have a backup artist?
Get the answers in writing. A clear agreement protects both of you.
3. Hours on the day
- What time will you arrive, and how long do set-up and pack-down take?
- How many hours of painting or drawing are included?
- If our run sheet runs late, can you stay longer?
- Will you need a meal and a break, and when would suit?
- For guest portraits: how many portraits an hour, and do you draw from life or from photos?
Add your artist to the vendor meal count, and schedule their break away from the moment they're painting.
4. Space, lighting and venue
- How much floor space do you need, indoors and outdoors?
- Where would you set up to see the moment without blocking guests or the photographer?
- Do you need a table, chair, power point or drop sheet?
- How do you handle low light after sunset?
- Have you worked at our venue before?
Introduce your artist to your venue coordinator early. Some venues have rules about paint, floor protection or where suppliers can set up.
5. What goes in the painting
- Which moment would you recommend for our day?
- How many people are included, and can family or the bridal party appear?
- Do you need venue photos or a planning chat to work out the composition?
- Will you prepare the background before the day?
Not sure whether you need a painter, an illustrator or both? Read live painting vs guest portraits.
6. Studio finishing
- How much will be finished at the event, and how much in the studio?
- Do you take your own reference photos, or work from our photographer's images?
- Can we request small changes afterwards, and how many rounds are included?
- When and how will the painting be varnished?
How much finishing is needed depends heavily on the medium. Our guide to oil vs acrylic vs watercolour explains why.
7. Delivery timeline
- How long after the wedding will we receive the finished painting?
- Will we collect it, or will you deliver or courier it? Is it insured in transit?
- Is framing included, or can you recommend a framer?
- Will we receive a high-resolution image for thank-you cards or prints?
- For guest portraits: how are they presented, and are any unfinished portraits posted to guests later?
Ask for a delivery window in writing, especially if you're moving house or heading overseas after the wedding.
8. Travel
- Do you travel to our venue, whether that's the Yarra Valley, Hunter Valley, Barossa, Margaret River or interstate?
- How is travel charged: by distance, flights or accommodation?
- Will you need to arrive the day before?
- If you're flying, how will a wet painting get back to your studio?
Many artists in our directory travel interstate, so don't rule out someone based in another city. Browse artists in Melbourne, Sydney, Brisbane, Perth, the Gold Coast, Adelaide, Hobart and Canberra.
9. Adding people or pets
- Can you add a pet who won't be at the wedding?
- Can you include a loved one who can't attend or has passed away?
- How are extra figures handled, and what reference photos do you need?
Some artists in our directory mention adding pets or extra people by arrangement. Ask early, as it affects the composition and studio time.
10. Wet weather and outdoor plans
- If our outdoor ceremony moves inside, where will you set up?
- Do you need shade or cover outdoors, and what happens in strong wind?
- If the moment moves, will you paint the original setting from reference photos, or the new location?
- How do you manage your paint in extreme heat or humidity?
In Australia, a wet-weather plan is as much about heat and wind as rain. Make sure your artist's plan matches your venue's.
Good signs in the answers
- A clear written agreement covering the deposit, hours, delivery and changes.
- A specific delivery window rather than "soon".
- Willingness to talk to your venue coordinator or planner.
- A portfolio of complete, finished works from real weddings.
- Honest answers about what will and won't be finished on the night.
Once you've booked
Send the same questions to each artist on your shortlist so you can compare like with like. After you book, keep your artist in the loop:
- Send your run sheet, floor plan and supplier contacts a few weeks before the wedding.
- Confirm the moment, the people to include and any pets or extra figures.
- Tell your photographer and venue coordinator where the artist will be working.
Frequently asked questions
How far in advance should we book a wedding painter?
Popular artists book out well ahead, especially for spring and autumn Saturdays. A live painter can only cover one wedding at a time, so enquire as soon as your date and venue are confirmed.
Do wedding painters need public liability insurance?
Many Australian venues require suppliers to hold public liability insurance and may ask for a certificate of currency. Ask your artist early and check your venue's supplier requirements.
Should we include our wedding painter in vendor meals?
If the artist is working through dinner, it's courteous to include them in your vendor meal count and agree on a short break that won't clash with the moment they're painting.
Can a wedding painter add a pet or a loved one who isn't there?
Many artists can add people or pets from photos you supply. Ask when you book, as it affects the composition and studio time, and send clear, well-lit reference photos.
What happens to a live painting if it rains?
Agree a wet-weather plan in advance: where the artist will set up if your ceremony moves inside, and whether they'll paint the original setting from reference photos or the new location.
Can our painter use our photographer's photos?
Some artists finish from their own reference photos and some ask for the photographer's images. Check with both suppliers, as photographers often have terms about how their images are used.
How long does delivery of a wedding painting take?
It depends on the artist, the medium and their workload. Oil paintings usually take longest because they dry slowly and need varnishing. Ask for a delivery window in writing before you book.