Planning Your Perfect Wedding Timeline: A Step-By-Step Guide

Planning a wedding can be stressful, but creating a timeline for the big day can help keep things running smoothly. A wedding timeline is a detailed schedule that maps out all the important moments, from the hair and makeup in the morning to the grand exit at the end of the reception. The timeline ensures that everyone involved – from the wedding party to the vendors – is on the same page and helps to eliminate confusion and scheduling conflicts.

While every wedding is unique, and therefore each timeline will be different, there are some key elements that you should consider when creating your own. Firstly, think about the logistics of the day, such as the addresses of the ceremony and reception venues, and the travel time between the two. Secondly, decide on the schedule of events, including the hair and makeup, the photos, the ceremony, and the reception. Finally, don't forget to include a list of all the key people involved, such as the wedding party, family members, and vendors, along with their contact information.

To create your timeline, you can use a simple Word document or Google Doc, or try a program like Timeline Genius or an editable template creator like Canva. Start by documenting the arrival and departure times of each team and vendor, then work backwards from the end of the reception, filling in the key moments along the way. Don't forget to build in some cushion to your timeline to allow for any minor delays or unexpected traffic.

Happy planning!

Getting ready: hair, makeup, and breakfast

To ensure your wedding day runs smoothly, it's important to create a timeline for the morning of your wedding. This will ensure you arrive at the ceremony venue relaxed and on time.

On the morning of your wedding, it's important to take some time to wake up and centre yourself. Enjoy a warm cup of coffee and a light breakfast. Staying hydrated and well-nourished is essential because the day will be a long one. You can also take this time to do any pre-makeup skincare prep before getting your makeup done.

Your hair and makeup team should arrive around 11 am to set up, and your bridal party's hair and makeup should begin at 11:30 am. Bridal hair and makeup should begin at 2 pm, and you should schedule around two and a half hours for this.

If you're providing breakfast for your bridal party, this should be delivered at 12:30 pm.

Some brides opt to have their hair styled first, followed by makeup. This keeps your makeup fresh and intact for the ceremony and makes logistical sense, as heated hair tools and sprays can affect your makeup.

Tips for staying on schedule

• Schedule the most responsible bridesmaids earlier in the morning.
• Consider any external factors that could impact someone's time slot, such as young children.
• Don't give the bridal party too much say over their appointment times.
• Ask your bridal party to be available all morning so they can easily swap appointments if someone needs to step out.
• If you're opting for a hairstyle that requires setting (such as curls), get the process started before moving on to makeup.
• Schedule the bride's hair and makeup in the middle of the timeline to allow time for adjustments and a more leisurely process.
• If you have a large group, ask your beauty team to bring assistants to save time.
• If you're getting ready off-site, double the travel time you anticipate.
• Opt for breakfast foods that will keep you energised, such as whole grains and fats or a protein and fibre mix.
• Have a few light snacks like nuts, crackers, and fruit on hand, and don't forget to drink plenty of water.

Photography: first look, couple portraits, and family photos

Photography is a key part of your wedding day timeline, and it's important to allow enough time to capture all the special moments and details. Here is a detailed guide to help you plan the photography for your wedding day:

First Look

The first look is a special moment where the couple sees each other for the first time before the ceremony. This is an optional tradition, but if you choose to do a first look, allow around 15 minutes for this intimate moment. It's a good idea to schedule some time before sunset for the best light, and if you're having an outdoor ceremony, take advantage of the "golden hour" for photos.

Couple Portraits

After the first look, the photographer will want to capture some beautiful portraits of the couple. Allow at least 45 minutes for these shots, which can be taken at pre-scouted locations around your venue. If you're happy to be a little flexible, you can also take advantage of the sunset for some gorgeous natural lighting. Set aside 10-15 minutes for sunset photos, and check what time the sun will set on your wedding day.

Family Photos

Family photos are an important part of your wedding day, but they can also be time-consuming. It's a good idea to provide your photographer with a list of family combinations you want to be captured, and designate a family member to help identify people and round them up. Allow at least 1.5 minutes per small group (2-8 people) and about 5 minutes per large group (8+ people). If possible, try to take as many family photos as possible before the ceremony to leave more time for celebrations afterward.

Other Photography Tips

• Getting Ready: Allow at least 30-45 minutes for getting ready photos with the bridal party and groomsmen separately. It's recommended to have these photos taken before the ceremony.
• Bridal Party Portraits: Plan for 20-30 minutes for bridal party portraits with the couple.
• Travel Time: If you're travelling to your ceremony location, make sure to allow ample time to avoid any transport mishaps.
• Ceremony Photos: The photographer will want to capture the ceremony location and details, as well as candid photos of guests arriving. Allow at least 15-30 minutes for these shots before the ceremony begins.
• Reception Photos: The reception is a great opportunity for the photographer to capture unique and creative shots. Make sure to get detail photos of the reception setup, including any special decorations or lighting.
• Meal for Photographer: Don't forget to feed your photographer! It's best to do this when the couple is eating, as this is usually the only time of the day when people don't want photos taken.

A well-planned photography timeline will ensure that you capture all the special moments of your wedding day and leave you with beautiful memories to cherish forever.

Ceremony: start time, duration, and seating

The ceremony is the focal point of your wedding day, with everything else working around it. A typical civil ceremony is around 20–30 minutes, but a church or religious ceremony can be longer, ranging from 45 minutes to an hour or more. If you are very involved with your religious community, expect the ceremony to be longer. A humanist ceremony is usually around 45 minutes.

The length of your ceremony will depend on the number of readings, reflections, rituals, and music included. You can fill the time with readings of poetry or writings about love and marriage, or include rituals such as a wine box ritual, hand-fasting, unity candle lighting, or sand pouring. You can also say both traditional and personal vows.

The seating plan for your ceremony will depend on the type of wedding and your cultural or religious background. In a traditional Christian wedding, the bride's family sits on the left, and the groom's on the right. This is reversed for Jewish and Korean weddings. For Indian weddings, an amphitheatre, surround-style setup is typical.

For a casual wedding, you can decide on the seating arrangement, but it's customary to reserve the front rows for close family and the wedding party if they are not standing with you at the altar. It's also a good idea to reserve seats for parents, grandparents, and other relatives who will be walking down the aisle. If you are having ushers, they can direct guests to their seats and reserved seating.

When planning your ceremony seating, consider the comfort of your guests, especially those who are elderly, pregnant, or have young children or disabilities. For example, guests in wheelchairs should be seated at the end of an aisle with ample room.

To ensure the processional runs smoothly, it's essential to have a well-thought-out seating plan. You can use cards or signs to indicate reserved seats, or section off rows with floral garlands or ribbons.

Cocktail hour: drinks, hors d'oeuvres, and mingling

The cocktail hour is a great opportunity for the newlyweds to sneak out for sunset photos while guests enjoy drinks and hors d'oeuvres. It usually lasts about an hour and serves as a buffer between the ceremony and reception, giving your team time to prepare dinner and get organised. It's also a chance for guests to mingle and grab refreshments in a more laid-back atmosphere.

Drinks

For drinks, it's standard to offer wine, beer, and spirits. You could also add some creative flair with signature cocktails or special drinks inspired by your relationship. It's also considerate to offer non-alcoholic options and water to keep guests hydrated. Aim to have multiple avenues for drink service, such as bartenders taking orders and waiters passing out pre-poured beverages.

Hors D'oeuvres

For hors d'oeuvres, Vicky Theodorou, founder of Heirloom Catering & Event Design, recommends at least five different types, with two bites per guest. You can offer trays of passed appetizers and supplement them with buffet-style arrangements like food bars or grazing tables. This gives guests a chance to fill plates with a mix of bites, from sushi and dumplings to charcuterie and crostinis.

Setting the Mood

The cocktail hour is typically held in a separate space from the reception, whether it's a rooftop, garden patio, or a smaller room nearby. Choose a location that suits the climate and accommodates your guest count. To enhance the celebratory tone, adorn high-traffic areas like the bar or food stations with statement floral decorations.

Seating

While most guests will stand during the cocktail hour, providing seating for about 30% of your guests is advisable. Scatter high-top tables throughout the space and include a few low-seat tables for older attendees. Chic lounge areas are also a comfortable and photo-worthy option. Be sure to include enough tables for guests to set down their glasses.

Entertainment

For entertainment, a string quartet, a strolling violinist, an acoustic act, or a curated playlist at a lower volume can provide soft background music. If you prefer something more interactive, consider lawn games, a selfie station, or a guest book for guests to sign.

Personal Touches

Add personalised touches like monogrammed cocktail napkins, drink stirrers shaped like your pet, or stemless wine glasses engraved with your initials and wedding date.

Reception: grand entrance, first dance, toasts, and dinner

The reception is where the real fun begins! Here's a detailed timeline to ensure your reception runs smoothly and creates lasting memories.

Grand Entrance and First Dance:

The grand entrance is an important moment to kick off the reception. As cocktail hour wraps up, gather your wedding party, including bridesmaids, groomsmen, best man, maid of honour, and anyone else you want to include. Once the guests have entered the reception area and taken their seats, the DJ or emcee will announce each wedding party member by name as they enter, often in pairs, with upbeat music playing. The newlyweds will make their grand debut as the crowd cheers.

After the grand entrance, you may choose to transition immediately into your first dance as a married couple. This is a special moment and the first time you'll dance together as a married pair. Alternatively, you can wait until after the first course of the meal if you prefer.

Toasts:

Toasts are an essential part of the reception, offering words of wisdom, humour, and heartfelt sentiments to the newlyweds. Here's a suggested timeline for the toasts:

• 7:35 p.m. – Welcome Toasts: The first toasts are typically given by the parents or a family member of the newlyweds, traditionally starting with the father of the bride.
• 8:30 p.m. – Wedding Party Toasts: As dinner is coming to an end, the best man and maid of honour can offer their toasts.

Dinner:

The dinner hour is a great time to relax and enjoy a delicious meal. Here's a suggested timeline to ensure a smooth dining experience:

• 7:15 p.m. – Guests Invited to Dinner: Let your guests know it's time to move to the dining area and take their seats.
• 7:45 p.m. – Dinner is Served: Begin serving the first course, especially if you're hosting a seated dinner. Guests are likely to be hungry after the cocktail hour!
• 7:55 p.m. – Entrées Served: Time for the main course! If you're having a seated meal, the band or DJ can play soft background music. For a buffet dinner, your coordinator will guide each table on when to line up for food.

With a well-planned timeline for the reception, you can ensure that your guests have a memorable and enjoyable experience.

Frequently asked questions