Planning Your Wedding Day: A Timely Schedule

Planning a wedding day schedule is a crucial part of ensuring your big day runs smoothly. A detailed wedding day timeline will help you stay organised, stress-free, and on time. It's important to consider the unique logistics of your wedding, such as the location of the ceremony and reception, travel time, and the order of events.

Start by creating a list of all the key people involved, including vendors, wedding party members, and family members. Note down their contact information and their arrival and departure times. Then, make a schedule for the day, including hair and makeup, photography, the ceremony, and reception. Allow ample time for each activity and consider adding buffers to account for any unexpected delays.

Distribute your wedding day timeline to all your vendors and VIP guests in advance, so everyone knows where they need to be and when.

Morning of the wedding

The morning of your wedding day is an exciting time, and it's important to have a detailed schedule to ensure everything runs smoothly. Here is a suggested timeline for the morning of your wedding:

7:00 a.m. to 9:00 a.m. – Wake Up and Breakfast

Get an early start to your wedding day and make sure to eat a nutritious breakfast to fuel the day ahead. Give yourself time to wake up and enjoy the excitement of the day. It's also a good idea to get a good night's sleep the night before, so you're well-rested.

9:00 a.m. – Wedding Planner and Vendors Arrive

The wedding planner is crucial to keeping everything on track, so plan for their early arrival. This is also when rental load-in begins, including vendors for tents, tables, chairs, and serviceware.

9:30 a.m. – Wedding Party Breakfast

Kick off the day with a festive breakfast for the wedding party. Play some music and enjoy the process of getting ready together. If you have a large group, allocate more time for this.

10:30 a.m. – Floral and Additional Decor Load-In

After the rental companies have arrived, the floral design team and any additional decor vendors should start setting up. This is also a good time to begin any day-of stationery tasks, such as constructing an escort card wall.

11:00 a.m. – Hair and Makeup Team Arrives

The hair and makeup team will need time to set up before they begin their services. This is a good opportunity for the wedding party to relax and enjoy the glam process.

11:30 a.m. – Hair and Makeup Services Begin

As a rule of thumb, allow 30 minutes per person per service. For example, if you have four bridesmaids and two mothers getting both hair and makeup done, you'll need at least two hours. Make sure everyone knows their assigned stylist and schedule.

12:30 p.m. – Lunch Delivery

Don't forget to plan a lunch delivery for the wedding party and vendors. Avoid greasy foods and opt for a light spread of sandwiches, fruits, veggies, and dips.

1:00 p.m. – Photographer Arrives

The photographer will need time to capture the getting-ready moments, so they should arrive before the couple is fully dressed and ready. They can also use this time to scout the venue for photo backdrops.

1:30 p.m. – Wedding Party and VIPs Get Dressed

Make sure all VIPs, family members, and wedding attendants are fully dressed and ready before the couple. This includes putting on shoes, jewellery, and any final touches.

2:00 p.m. – Couple Gets Dressed

Give yourself ample time to get dressed and accessorize without feeling rushed. This is also a great opportunity for intimate photos with your photographer.

2:30 p.m. – Individual Portraits

Once the couple is fully dressed and ready, the photographer can focus on capturing beautiful portrait shots at pre-scouted locations around the venue.

3:00 p.m. – Wedding Party Group Photos

These photos capture the joy and celebration among the couple and their closest friends. If you want specific shots, such as toasting with champagne, have the props ready.

3:30 p.m. – First Look (Optional)

The first look is an intimate moment where the couple sees each other for the first time before the ceremony. This is a special moment away from the eyes of the guests.

3:30 p.m. to 4:10 p.m. – Portrait Photos Together

If you opt for a first look, this is an ideal time for intimate portraits of just the couple at various locations around the venue.

4:10 p.m. to 5:00 p.m. – Wedding Party and Family Photos

Have your family dressed and ready at the venue, and provide the photographer with a shot list of all the desired combinations. It's helpful to designate a family member to assist the photographer in identifying everyone.

Photos and getting ready

9:30 a.m. - Wedding Party Breakfast

Kick off your wedding day by giving yourself plenty of time to get ready with your wedding party. It's a good idea to have a large group breakfast to fuel the day ahead.

11:00 a.m. - Hair and Makeup Services Begin

The timing of this will depend on how many people are having hair and makeup done. It's a good idea to consult with your hairstylists and makeup artists to determine the best time to start.

12:30 p.m. - Lunch Delivery

Don't forget to plan a lunch delivery to enjoy while getting ready. Avoid greasy foods and opt for a light meal such as sandwiches, fruit, and veggies.

1:00 p.m. - Photographer Arrives

The photographer should arrive when you are almost ready and dressed. They will capture the details such as the wedding attire, rings, and invitations.

1:30 p.m. - 2:15 p.m. - Final Touches

The bridal party should be fully dressed and ready by this time. The photographer can capture the intimate moments of the bride getting into her dress, putting on jewellery, and adding the final touches.

2:30 p.m. - 2:45 p.m. - Individual Portraits

Once you are fully dressed and ready, the photographer will focus on capturing beautiful individual portraits.

3:10 p.m. - 3:30 p.m. - Wedding Party Group Photos

These photos are fun and casual, capturing the celebration between the couple and their closest friends.

3:30 p.m. - First Look (Optional)

The first look is a special moment where the couple sees each other for the first time before the ceremony. This is a great opportunity for intimate portraits.

3:30 p.m. - 4:10 p.m. - Couple Portraits

If you opt for a first look, this is a great time to capture more portraits of just the couple.

4:10 p.m. - 5:00 p.m. - Wedding Party and Family Photos

Have your family meet and get ready for group photos. It's a good idea to provide the photographer with a list of specific combinations you want to be captured.

Ceremony

The ceremony is the most important part of your wedding day, as it's what makes your union official. Here's a detailed schedule for your wedding ceremony.

Processional (3-6 minutes)

The ceremony can't start until everyone has arrived and is in their place. The order for a processional usually starts with the officiant, followed by the groom (with or without their parents), the best man with the maid of honor, the rest of the bridesmaids and groomsmen, the ring bearer, and the flower girl. Finally, the bride is escorted by a family member or walks alone.

Opening Remarks (2-3 minutes)

Once everyone is in place, the officiant welcomes the guests and talks about the significance of the day. They may share a few personal words about the couple and their love story, followed by a few words about marriage and love, setting the stage for the vows.

Readings and Special Performances (5-10 minutes)

This is where you can include readings, poems, or musical performances. Invite friends and family to share their stories and wisdom as newlyweds. The officiant will announce each person who comes up to speak so that everyone can see and hear them.

Exchange of Vows (5 minutes)

The exchange of vows is the heartfelt moment when you and your partner recite the promises you've written for each other or repeat traditional vows. Don't forget to speak loudly and clearly for all to hear, and say, "I do!"

Exchange of Rings (3 minutes)

The exchange of rings is the symbol of your commitment. You and your partner exchange rings, traditionally accompanied by the words, "With this ring, I thee wed."

Unity Ceremony (5 minutes)

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

The Pronouncement (2-3 minutes)

The officiant declares you married, and you can embrace and enjoy your first kiss as a married couple!

Recessional (5-10 minutes)

The recessional is the reverse of the processional. The newlyweds lead the way, followed by the wedding party, and finally, the guests.

Post-Ceremony Photos

If you didn't do a first look before the ceremony, now is the time for post-ceremony photos. This will give you a much-needed break to re-energize for the rest of the night. Depending on how many photos you want, you can join the cocktail hour halfway through or spend some time in the wedding suite enjoying appetizers and drinks.

Cocktail hour

The cocktail hour is a great opportunity to kickstart the party and get your guests in the mood to celebrate. Here are some ideas and tips to make your cocktail hour fun and memorable:

Drinks and Food

The cocktail hour is all about drinks and snacks, so make sure to offer a variety of options to your guests. For drinks, you can have the usual wine, beer, and spirits, but you can also add some fun and creative elements such as signature cocktails with a twist, seasonal sips, or his-and-hers cocktails. Consider having a dedicated drink station with a unique presentation, such as a wheelbarrow or a ladder with shelves.

For food, opt for light bites and hors d'oeuvres. Aim for at least five different types of appetizers, with about two bites per guest. You can have waiters passing around trays of appetizers or set up buffet-style food bars or grazing tables. If you want to add a personal touch, try to incorporate dishes that represent you and your partner, such as cuisine from your culture or memorable meals from your travels.

Location and Seating

Choose a location that sets a celebratory tone and accommodates your guest count. Popular options include rooftops, pool decks, gardens, or patios. If you're having an outdoor cocktail hour, be sure to have a backup plan in case of rain and provide comfort items like fans, insect repellent, and sunscreen.

While most guests will be standing and mingling, it's a good idea to provide seating for about 30% of your guests. Scatter high-top tables throughout the space and include some low-seat tables for older guests. You can also set up chic lounge areas for a comfortable and photo-worthy option.

Entertainment and Decor

Enhance the cocktail hour experience with some soft background music. A string quartet, a strolling violinist, or a curated playlist at a lower volume can create a relaxed atmosphere without overpowering conversations. If you want something more interactive, consider a live band or a photo booth.

Add some decorative touches to high-traffic areas, such as the bar or food stations. Floral arrangements, creative escort card displays, and whimsical food presentations will delight your guests. For a unique touch, you can also offer monogrammed cocktail napkins or custom stirrers.

Games and Activities

Encourage mingling and keep your guests entertained with some fun activities. Lawn games like croquet or giant Jenga, a selfie station, or even a simple game of tic-tac-toe on cocktail tables will add a playful element to the cocktail hour. If you want to get everyone involved, try a game of cocktail hour bingo or have a signature cocktail-making competition.

Timing and Logistics

The cocktail hour typically lasts for about an hour, but you can extend it if you need more time for photos or mingling. It usually takes place after the ceremony and before the reception, but some couples choose to have it before the ceremony, especially if their culture dictates this order.

During the cocktail hour, your wedding party can take advantage of this time to capture additional portraits or enjoy appetizers and drinks with loved ones. Just remember to keep the "hour" part in mind and transition smoothly into the reception to keep your guests happy and engaged.

Reception

The reception is the perfect time for the happy couple to let loose and celebrate with their guests. Here is a sample reception timeline to help you plan your big day.

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. This usually happens about half an hour after the cocktail hour begins.

Wedding Party and Couple Entrance

There are a few options for the wedding party and couple's entrance. The emcee can announce each wedding party member by name, and they can enter individually or in pairs as an upbeat song plays. The couple can then make their grand debut as newlyweds. Alternatively, the couple can skip the wedding party entrance and just do the traditional newlywed grand entrance.

First Dance

In many cases, the couple's first dance will begin as they step out onto the floor after being announced. Their DJ or band will then play a couple of upbeat songs to get the guests energised before sitting down for their meal.

Dinner and Speeches

The next reception hour will comprise dinner and speeches. The first course will be served after the initial toast, usually given by the father of the bride. The maid of honour and best man's speeches should occur between courses, followed by the main course.

Parent Dances

As guests finish their meal, the emcee will call the couple and their parents to the dance floor for the parent dances, such as the father-daughter and mother-son dances.

Open Dance Floor

The next two-and-a-half to three hours are dedicated to the party aspect of the celebration, kicking off with special dances. The couple and wedding party should stay on the dance floor so people know it's time to start partying. Throughout the dancing, the music may pause for any additional activities, such as the bouquet and garter toss, cake cutting, and other entertainment.

Last Dance and Grand Exit

Schedule a last dance into your wedding reception timeline to signal to guests it's time to go home. Don't just cut the music when it's time for everyone to leave—end your wedding on a high note and choose a fast, festive song. Now it's time to say goodbye. Your coordinator will usher everyone into the foyer or outdoors so that as you make your grand exit, friends and family can blow bubbles, light sparklers, or toss confetti.

Frequently asked questions