Planning Your Perfect Wedding Day Timeline

A wedding day timeline is an outline of events, logistics, vendors, VIPs, deliveries, and details that are relevant to pulling your event together. It is a crucial part of wedding planning, as it ensures that the day runs smoothly and that all events are properly organised. A good wedding day timeline is detailed and covers everything from the preparations to the last part of the reception. It is also used by all vendors to understand the flow of the wedding and prevent any scheduling mishaps.

Start with the details that are already locked in

If you've DIY-ed many things for your wedding, it's necessary to label your products and match them to the labels you will be using for your timeline. Assign a person or team to execute the products or things that you've already DIY-ed.

Create a custom timeline for each vendor so they won't get confused. Focus on what each vendor needs to follow in terms of the timeline; the clearer and more straightforward their timeline is, the easier it is for them to follow through.

Build in some buffer time throughout the day to account for unexpected delays or last-minute adjustments.

Coordinate with suppliers

Coordinating with suppliers is a crucial aspect of creating a seamless wedding day timeline. Here are some detailed instructions to help you in this process:

Communicate with your vendors:

Before drafting your timeline, it is essential to communicate with your vendors to understand their requirements and the duration of their services. Discuss with your hair and makeup team to establish a schedule and allow extra time for any unforeseen delays. Consult with your florist, decorator, and venue coordinator to ensure they have ample time for setup and ask about their delivery window for flowers and other decorations.

Create custom timelines for each vendor:

Each vendor has specific tasks and requirements, so creating custom timelines for each of them will help avoid confusion. For example, the DJ doesn't need to know the exact time the flowers will arrive, so their timeline can focus on the musical cues and transitions they need to follow.

Include buffer time:

It is wise to build in some buffer time throughout the day to account for unexpected delays or last-minute adjustments. This will help keep your timeline on track and reduce stress if minor issues arise.

Share your timeline with suppliers:

Once you've created your timeline, remember to share it with all your suppliers, including the venue, bridal party, and any other relevant parties. It is recommended to do this at least a month before the wedding to ensure everyone is on the same page and can provide feedback or adjustments if needed.

Finalize and confirm your timeline:

Your timeline will likely go through several revisions, and it is essential to finalize it about a month before the wedding. Confirm the timing again about a week before the big day to ensure everything is on track.

Have extra copies of your timeline on the day:

On your wedding day, have multiple copies of your timeline available, and consider assigning a point of contact for vendors with questions or concerns. This will help ensure that everyone is clear on the schedule and can adapt if any last-minute changes occur.

Move to the finer details

Now that you have a rough timeline for your wedding day, it's time to fill in the blanks and add important details. This is where you'll answer the who, what, where, when, and how of each part of your timeline. Be as detailed as possible so that everything is crystal clear to everyone involved in your wedding.

Include a contact list in your timeline. This will ensure that vendors can easily reach the people they need to on the day of the wedding, without bothering you. For example, if your florist needs to get in touch with the venue manager, they can simply refer to the contact list.

Additionally, include announcements and cues in your timeline so that everyone knows when to transition between activities seamlessly.

9:00 a.m. – Wedding planner arrives

9:00 a.m. – Rental load-in begins

9:30 a.m. – Wedding party breakfast

10:30 a.m. – Floral and additional decor load-in begins

11:00 a.m. – Hair and makeup team arrives

11:30 a.m. – Hair and makeup begins

12:30 p.m. – Lunch delivery

1:00 p.m. – Photographer arrives

1:00 p.m. to 2:00 p.m. – Stationery and detail photos

1:30 p.m. – Personal flowers delivered

2:15 p.m. – Wedding party and VIPs get dressed

2:30 p.m. – Couple gets dressed

2:50 p.m. – Travel to the venue

3:10 p.m. – First look and couple portraits

3:30 p.m. – Caterer load-in

3:40 p.m. – Immediate family and officiant arrive

3:50 p.m. – Wedding party portraits

4:10 p.m. – Immediate family portraits

4:30 p.m. – Prep for the ceremony (guests start arriving)

4:30 p.m. – Ceremony prelude music begins

5:00 p.m. – Band arrives

5:15 p.m. – Band meal is served

5:10 p.m. – Ceremony starts

5:40 p.m. – Cocktail hour commences

5:40 p.m. to 6:00 p.m. – Extended family portraits

6:00 p.m. – Soundcheck

6:10 p.m. – Reception room detail photos

6:30 p.m. to 6:40 p.m. – Quiet moment alone for the couple

6:40 p.m. – Guests invited in for dinner

6:45 p.m. to 7:15 p.m. – Pre-dinner reception programming (e.g. introduction, first dance, welcome toast)

7:20 p.m. – Dinner is served

7:30 p.m. – Vendor meals

7:45 p.m. to 11:00 p.m. – Dancing, cake-cutting, and late-night snacks

11:00 p.m. – Wedding grand exit to conclude the reception

11:15 p.m. to 12:15 a.m. – Vendor load-out

Remember, this is just an example, and you can customise your timeline to fit your specific needs and wedding vision. Don't be afraid to ask your wedding planner or consultant for advice and guidance!

Distribute your timeline

Once you have a solid timeline in place, it's time to share it with everyone who needs to know. This includes your wedding party, family members, vendors, suppliers, and anyone else who is involved in making your day a success. Here are some tips for distributing your wedding timeline:

• Create Custom Timelines for Each Vendor: While it's important for vendors to have a general understanding of the overall timeline, creating custom timelines for each vendor will help them focus on the information that is most relevant to them. For example, your DJ doesn't need to know the exact time the flowers will arrive, but they do need to know when they need to be set up and ready to go.
• Share Timelines with Vendors in Advance: Vendors who need time to set up on your wedding day, such as photographers, caterers, and florists, should receive their timelines well in advance. This will allow them to plan their setup and be prepared for any changes that may occur.
• Provide Timelines to Key Persons: In addition to vendors, make sure to send copies of the timeline to all the key persons involved in your wedding. This includes your wedding party, family members, and anyone else who is helping to coordinate the day. It's a good idea to distribute the timelines before the wedding day, so everyone has time to review and ask any questions.
• Include a Contact List: Create a contact list with the names and contact information of all the vendors, wedding party members, and family members involved. This will enable them to communicate directly with each other if needed and avoid bothering you with minor details on your big day.
• Announcements and Cues: Include announcements and cues in your timeline to ensure seamless transitions between different parts of the day. This will help everyone know when to transition and make the day flow smoothly.
• Share Timelines with Guests: Consider including a simplified version of your timeline in the welcome bags for your guests. This will keep them informed about the schedule of events and help them know what to expect throughout the day.

Add buffers for unexpected delays

It's important to add buffers to your wedding day timeline to allow for unexpected delays. Here are some tips to help you build in that extra time:

Morning/Getting Ready

Add 30 minutes to the morning schedule to allow for any unexpected delays with hair, makeup, or getting into your dress. This will ensure that the rest of the day runs smoothly and you won't feel rushed. There are tons of little things that can take up time, such as putting on shoes, jewellery, and perfume, touching up hair, and taking photos with family and friends.

Travel Time

If you need to travel between locations, be sure to add extra time to account for traffic or any other unforeseen delays. Use map apps to your advantage to estimate travel times and always plan to add a buffer for traffic.

Photos

Build in extra time for photos, especially family photos. It can be challenging to gather everyone, and someone may always be missing, in the bathroom, or running late. If you plan to take photos at a specific location, such as a field at sunset, add a buffer in case the weather takes a turn for the worse.

Ceremony

Your ceremony is likely to start a few minutes after the time on the invitation, as guests arrive and get seated. Add a buffer of about 15 minutes to your timeline to account for late arrivals and unexpected delays.

Reception

The reception timeline can vary depending on your plans, but it's important to build in some flexibility. For example, if you plan to have a receiving line after the ceremony, include that in your timeline. If you're having a cocktail hour, block out about 50 minutes, and have the emcee announce that guests should start taking their seats about 10 minutes before the end of the hour. For the first dance, block out about 10 minutes, which will give you some extra time before and after.

Toasts and Speeches

Allocate about 15 minutes for toasts and speeches during the reception. Adjust this time as needed, depending on the number of speakers.

Cake Cutting

A good rule of thumb is to cut the cake about 60-90 minutes before the end of the wedding. This marks the transition to the dessert portion of the evening and gives you a buffer in case the cake cutting runs longer than expected.

Grand Exit

Schedule your grand exit for 5 minutes before the reception end time. This will leave a few minutes for goodbyes and a grand sendoff. Add extra time if you plan to include sparklers or other special effects.

Remember, it's important to be flexible and prepared for unexpected delays. By adding buffers to your timeline, you can ensure that your wedding day runs smoothly and stays on track, even if there are some hiccups along the way.

Frequently asked questions