Planning Your Wedding Day: A Timely Guide

Planning a wedding day schedule can be a daunting task, but it is crucial to ensure a seamless and stress-free wedding. A well-planned schedule will keep everything in check, from the start time for getting ready to the wedding party introduction and will help with planning vendor deliveries, setup, and breakdown times. Here is a comprehensive guide to creating a wedding day timeline:

- Start by considering the unique logistics of your wedding. Factors such as the location of the ceremony and reception, transportation for guests, the duration of the ceremony, and the order of events during the reception will impact your timeline.

- Begin creating your timeline from scratch, using the ceremony time as a starting point. Determine the events that need to happen before and after the ceremony and estimate how long each will take.

- It is recommended to start the wedding preparations early in the day, especially if you plan to take photos before the ceremony. Allow ample time for hair and makeup, getting dressed, and taking portraits.

- Consult with wedding planning experts, such as your venue event manager, to fine-tune your timeline. They can provide valuable insights and help you adjust your vision to fit the realities of time.

- Include buffer time in your timeline to account for unexpected delays or transportation. However, avoid putting an earlier ceremony start time on your invitations to compensate for potential lateness.

- Distribute your wedding day timeline to all vendors, VIPs, and wedding party members at least a week before the wedding. This ensures that everyone is on the same page and can contribute to a stress-free day.

Morning prep: hair and makeup, and getting dressed

Morning prep is a crucial aspect of your wedding day, setting the tone for the rest of the celebrations. Here is a detailed schedule to ensure you start the day off on the right foot:

Location

First, decide where you will be getting ready. If you opt for your hotel or Airbnb, you can easily move between rooms and won't need to transport outfits and toiletries to the venue. However, you will need to factor in travel time to the venue later in the day. Getting ready at the venue means you won't need to worry about travel, but you will need to ensure your rental includes enough time for hair and makeup, and that the bridal suite has everything you need.

Timing

The timing of your morning prep will depend on your ceremony start time. For a 5 pm ceremony, hair and makeup should begin around 9 am to 10 am. If you have a large bridal party, you may need to start earlier.

Order

When deciding the order of hair and makeup, consider your bridal party's preferences and responsibilities. Schedule the most responsible bridesmaids earlier in the morning to avoid delays. If someone is likely to oversleep, put them down for a later slot. The mother of the bride may want her hair and makeup done earlier so she can help with last-minute tasks. If a bridesmaid has young children, coordinate with their babysitter's arrival so she can be ready while someone else watches the kids.

Flexibility

While it's important to have a schedule, strict appointment times may cause stress and inflexibility. Instead, ask everyone to be available in a particular order without strict times attached. This allows for flexibility if someone needs to step out.

Hair and Makeup

Some artists prefer to do hair before makeup to avoid hairspray on the face post-makeup. However, if the hairstyle has more face-framing pieces, makeup may come first. If your hairstyle requires setting, like curls, start with hair so you can have your makeup done while it sets.

Bride's Schedule

The bride should be scheduled somewhere in the middle. This leaves time for adjustments and a more leisurely process, ensuring the bride is ready when the photographer or florist arrives. If the bride is doing a boudoir shoot or first look before the ceremony, she will need her hair and makeup done earlier. If she is nervous, it's better to do her appointments second to last so she has time to relax before getting dressed.

VIPs

If your mom or maid of honour will be helping you get dressed, ensure their hair and makeup are done beforehand so this moment can be photographed.

Flower Girls

The last people in the hair and makeup chairs should be the flower girls, as young girls can be fidgety, and their hair and makeup may not last as long.

Stylists

To ensure you stick to your schedule, have enough stylists on hand. As a rule of thumb, allow for 30-45 minutes per application, per person. For the bride, allow for 60-90 minutes.

Lunch Break

Take a lunch break around midday to refuel and regroup. This is also when the photographer usually arrives, so it's a good time to check in with your wedding planner or day-of coordinator.

Getting Dressed

After lunch, with potential spills out of the way, it's time to get into your wedding attire. Make sure your outfit and accessories are organised and ready to go.

Photography: first look, couple, and group photos

The first look, couple portraits, and group photos are some of the most important photos of your wedding day. These photos are likely to end up framed and hanging in your house, so it's essential to give them priority in your timeline. Here's a detailed guide to help you plan this part of your special day:

• First Look: The first look is a special moment where you and your partner see each other for the first time on your wedding day, away from the crowd. It is a personal decision whether to do a first look or not. If you choose to do a first look, plan for 15 minutes to half an hour for this intimate moment. This can be followed by couple portraits, where you can capture stunning images at pre-scouted locations around your venue. Allow for 30 minutes to an hour for couple portraits.
• Wedding Party Portraits: These photos will include the couple with their bridesmaids and groomsmen. Allow for about 30 minutes for these fun and casual shots. If you have a large wedding party, consider adding a few extra minutes to ensure everyone is looking their best and ready for the camera.
• Family Portraits: Family portraits can be a bit more challenging, especially if you have a large family. It is recommended to keep these portraits to immediate family members and perhaps a few special relatives. Allow for 30 minutes to an hour for family portraits, depending on the size of your family. Have a list of family photo combinations ready beforehand to save time and ensure you capture all the important shots.
• Group Photos: These photos will include the couple, wedding party, and family members. Allow for about 30 minutes to capture these special moments with your loved ones.
• Buffer Time: Remember to add some buffer time to your photography schedule. This will give you a chance to relax, touch up your makeup, or even change outfits before the next set of photos. It also accounts for any unexpected delays or last-minute adjustments.
• Sunset Photos: If your wedding timeline allows for it, consider scheduling some photos during the golden hour, the last hour before sunset. This time of day offers beautiful, soft lighting that will make your photos truly magical.
• Photographer's Arrival: Your photographer should arrive 30 minutes before you are dressed and ready. This will give them time to capture detail shots of your attire, rings, invitations, and the venue.
• Individual Portraits: Once you are fully dressed and ready, the photographer will focus on capturing individual portraits of both partners. Allow for about 15 minutes for these shots.
• Hair and Makeup: If you are having professional hair and makeup services, allow for ample time, especially if you have a large group of bridesmaids. An 11 am start time is generally recommended for an average group.
• Photo Locations: Decide on the locations for your photos. The ceremony and reception venues are obvious choices, but you may also want to consider other spots, such as a local park or a neighbourhood in your city. Don't forget to factor in travel time if you are moving between different locations.
• Photographer's Schedule: Discuss with your photographer how much time they will need for different types of photos. Work with them to create a detailed schedule that ensures all the important moments are captured.
• Distribution: Share your photography timeline with your photographer, wedding planner, and other relevant parties at least a week before the wedding. This will ensure everyone is on the same page and help your special day run smoothly.

Ceremony: the main event

The ceremony is the most important part of your wedding day, as it's when you and your partner officially become a married couple. The length of the ceremony will depend on your unique preferences and cultural or religious traditions. Secular wedding ceremonies are typically 15-30 minutes long, while religious ceremonies can last up to an hour or more.

Processional

The processional marks the beginning of the ceremony and involves the entrance of the wedding party and the couple. The order of the processional can vary, but it typically starts with the officiant, followed by the groom (with or without their parents), the best man, maid of honor, and the rest of the wedding party. The ring bearer and flower girl often come next, followed by the bride, who may be escorted by a parent or family member.

Opening Remarks

Once everyone is in place, the officiant will welcome the guests and say a few words about the significance of the day, the couple's love story, and the meaning of marriage.

Readings and Special Performances

This part of the ceremony includes readings, poems, or musical performances by friends and family. These can be religious texts, secular passages, or any other meaningful words or songs.

Exchange of Vows

This is the moment you've been waiting for—the exchange of vows. You can write your own vows or stick to traditional phrasing. This is often an emotional part of the ceremony, especially if you've written personalised vows.

Exchange of Rings

After the vows, you and your partner will exchange rings as a symbol of your commitment. You may choose to say a few words about the significance of the ring before placing it on your partner's finger.

Unity Ceremony (Optional)

If you're including a unity ceremony, such as a unity candle, sand ceremony, or any other symbolic ritual, this is the time to do so.

Pronouncement

The officiant will then declare you and your partner married, and you'll share your first kiss as a married couple!

Recessional

The recessional marks the end of the ceremony and is usually the reverse of the processional. The newlyweds lead the way, followed by the wedding party and guests.

Remember, this is your special day, so feel free to customise the ceremony to reflect your personalities and love story. Enjoy every moment and savour the memories!

Cocktail hour: drinks, appetisers, and mingling

The cocktail hour is a great opportunity to set the tone for the rest of your wedding day. It's a chance for your guests to relax and mingle, and for you and your bridal party to take official photos. Typically, cocktail hour lasts for 60 minutes, and it's a good idea to provide a range of drinks and tasty appetisers to stimulate your guests' appetites, without filling them up too much before the main meal.

Drinks

You could choose to have a signature cocktail or wedding cocktail created for your guests to sip on during the cocktail hour. Alternatively, you may prefer to offer a selection of batch drinks or a full bar set-up with a wider range of beverages. Don't forget to offer mocktails or non-alcoholic options, too.

Appetisers

Cocktail hour food is usually served in the form of hors d'oeuvres or canapes. These can be passed around by servers, set up at individual food stations, or as a harvest table for guests to help themselves. If you're unsure, check with your caterer to see which set-up they prefer.

• Mini pizzas
• Watermelon and feta bites
• Crispy okra with yoghurt dip
• Sushi and hand rolls
• Fried mac 'n' cheese lollipops
• Oysters on the half shell
• King crab legs
• Charcuterie boards
• Breadsticks wrapped in prosciutto
• Gazpacho in a mug
• Mini burgers or sliders
• Pigs in a blanket
• Spring rolls
• Mussels on toast

Setting the Mood

To ensure your guests are comfortable while you're off having photos taken, consider providing the following:

• A coat and bag check
• A gift table, including a safe container for monetary gifts
• Enough servers to keep tables clear of used glasses and plates
• Soft seating for guests who want to sit down
• Higher bar tables for guests who wish to stand but need a spot for their drinks
• Fans in summer and heaters in winter

Music

Choose music that reflects the ambiance of your wedding day. This could be a string quartet playing covers of popular wedding songs, or something more unusual like a mariachi band. Whatever you choose, it's best to avoid deafening silence!

Reception: dinner, speeches, and dancing

The reception is where the party really starts. It's the time for dinner, dancing, and celebrating the newlyweds. The reception typically begins with the grand entrance of the wedding party, followed by the couple's first dance. Here is a suggested timeline for the reception:

6:30 pm – Guests Enter Reception

As the cocktail hour comes to a close, guests will be asked to file into the reception space and find their seats in preparation for the couple's grand entrance.

6:45 pm – Wedding Party and Couple Entrance

You have a few options for your reception entrance. You can have the wedding party enter first, with each member announced and entering individually or in pairs to an upbeat song. Your parents can also have their own special introductions and entrances. Then, you and your spouse will make your grand debut as newlyweds. Alternatively, you can skip the wedding party entrance and just do the traditional newlywed entrance.

6:55 pm – First Dance

Your first dance will begin as you step out onto the floor and into the spotlight after being announced. Your DJ or band will then play a couple of favourites to get your guests energised before sitting down for dinner.

7:10 pm – Guests Sit for Dinner and Welcome Speech

After a couple of songs, the emcee will ask everyone to return to their seats. This is a good opportunity for the couple to thank everyone for taking part in the wedding. A family member, often a parent, will say a blessing, and then the parents or father of the bride will give a toast.

7:20 pm – First Course

If you're hosting a seated dinner, the first course will be served after the initial toast.

7:35 pm – Maid of Honour and Best Man Speeches

The toasts by the best man and maid of honour should occur between courses to spread out all the high-emotion moments and keep guests in their seats. Usually, the maid of honour speaks first, followed by the best man.

7:55 pm – Entrées Served

Time for the main course! If you're having a seated meal, the band or DJ will play subdued, conversation-friendly background music as the waitstaff serves. If you're having a buffet, your coordinator, emcee, or bandleader will dictate the rotation by calling each table when it's time to line up for food.

8:15 pm – Parent Dances

As guests finish their meals, the emcee will call the couple and their parents to the dance floor for the parent dances. These can include the father-daughter dance and the mother-son dance.

8:40 pm – Open Dance Floor

After dinner dishes are cleared, and you've had your parent dances, your DJ or band will play a high-energy, crowd-pleasing song to draw everyone to the dance floor. As the guests of honour, you and your spouse should stay on the dance floor so people know it's time to start partying. – Cake Cutting, Bouquet Toss, and Garter Toss

First, you'll cut the cake, followed by the bouquet toss and garter toss (if you're keeping these traditions). This is also a good time for the newlyweds to say a few words and thank their guests for coming.

9:45 pm – Open Dance Floor

It's time to dance the night away!

10:50 pm – Last Dance

Don't just cut the music when it's time to end the reception. Schedule a final song to signal to guests that it's time to go. Choose a fast and festive tune to end the night on a high note.

11:00 pm – Reception Ends and Send-Off

Now it's time to say goodbye. Your coordinator will usher everyone to the foyer or outdoors so that, as you make your grand exit, friends and family can cheer and celebrate your future together.

Frequently asked questions