Planning A Wedding Itinerary: A Step-By-Step Guide For Couples

A wedding itinerary is essential to keeping your big day running smoothly and ensuring it stays on track. It gives your guests a clear idea of what to expect, when, and where, and helps you to plan and manage your time.

The itinerary should include the date, time, and location of all events, from the rehearsal dinner to the ceremony itself, after-party, and farewell. It should also include the number of guests, the budget, and the order of events.

You can create your own wedding itinerary using online templates, or by simply listing the relevant information in a Word document. It's a good idea to have multiple versions of your itinerary—a detailed one for yourself and your wedding party, and a simplified version for guests.

Timing for each event

The timing of each event is crucial to ensuring your wedding day runs smoothly. Here is a comprehensive guide to help you plan the timing for each event on your special day:

Morning of the Wedding

It is essential to allow ample time for hair and makeup. The bride's hair usually takes about an hour, while makeup can take 45 to 60 minutes. For bridesmaids, allow 30 minutes per person for hair and 45 minutes per person for makeup. The hairstylist should start with the bridesmaids first and the bride last, so the photographer can capture those final "getting ready" shots.

The photographer should arrive about an hour before the bride is ready to leave. This gives them time to capture the details of the gown, shoes, jewellery, and the hustle and bustle of the room.

Before the Ceremony

Pre-ceremony photos of the bridal party and family can take two to three minutes per shot, so it's important to be organised. A "first look" photo, where the couple sees each other for the first time, will take 15-30 minutes. The groom and groomsmen should arrive an hour and a half before the ceremony, while the bride and bridesmaids should arrive an hour before.

Ceremony

The ideal ceremony length is around 30 minutes. This allows for meaningful readings and music without being too long. If you are having a religious ceremony, it may last closer to an hour.

Post-Ceremony

If you are having a receiving line, this will take 12-15 minutes for a wedding with 100 guests or fewer. For weddings with 150 guests, allow 20 minutes. If you have more guests than this, consider visiting them at their tables during dinner instead.

Cocktail Hour

The cocktail hour usually begins immediately after the ceremony if the ceremony and reception are at the same venue. If travel is involved, it may start 30 minutes or more later. This is a great time for guests to mingle and enjoy drinks and appetizers.

Reception

The reception usually starts with the guests taking their seats, followed by the grand entrance of the wedding party and couple. This is often followed by the first dance.

Dinner

The next hour of the reception is typically dedicated to dinner and speeches. The timing of the dinner service will depend on the style of dinner you've chosen. A seated dinner will take longer than a buffet.

Toasts

The maid of honour and best man's speeches should occur between courses to keep guests engaged and in their seats.

Dancing

The next two-and-a-half to three hours are dedicated to dancing and special dances, such as the parent dances. The cake-cutting usually takes place about two hours before the end of the reception. This is also a good time to toss the bouquet and garter if you wish.

Farewells and Departure

The last dance is a great way to signal to guests that it's time to leave. After this, there is usually a grand exit, such as a sparkler farewell, followed by the couple's departure.

Clean-up and Vendor Load-Out

It's important to allow enough time for clean-up and vendor load-out to avoid overtime charges. This phase should happen quickly and efficiently, usually within an hour or so of the guests' departure.

Number of guests

The number of guests you plan to invite will have a significant impact on your wedding itinerary. The guest count will influence everything from the venue and budget to the timing of events and transportation arrangements. Here are some key considerations regarding the number of guests for your wedding itinerary:

Venue and Budget:

The number of guests will dictate the size and type of venue you need. A larger guest list may require a bigger space, such as a banquet hall or outdoor area, while a more intimate gathering can be accommodated in a smaller venue. The guest count will also impact your budget, as costs for food, drinks, and decorations typically increase with the number of attendees.

Timing and Logistics:

Consider the time needed for guest arrival and seating, especially if you plan to have a receiving line. A larger number of guests may require additional time for this process, and it could impact the overall flow of your ceremony and reception. If you are providing transportation for guests, a higher guest count will require more vehicles or trips, so allow for extra time in your itinerary.

Catering and Refreshments:

The number of guests will directly affect your catering plans. It is essential to provide an accurate headcount to your caterer to ensure there is enough food and drink for everyone. Consider any dietary restrictions or preferences among your guests and communicate these to your caterer. Also, allow for sufficient time during the reception for food service, ensuring that guests are not kept waiting too long between courses or for refreshments.

Photography and Group Activities:

The guest count may influence the timing and logistics of your wedding photography. If you plan to have group photos with family and friends, a larger guest list may require additional time for organising and capturing these moments. Discuss your guest count with your photographer so they can plan accordingly.

Guest Comfort and Experience:

Consider the comfort and overall experience of your guests. Ensure that your venue can comfortably accommodate the expected number of guests, allowing for ample space to move around and socialise. If you have out-of-town guests, provide them with transportation options, hotel recommendations, and local area suggestions to make their stay enjoyable.

In summary, the number of guests you plan to invite will have a significant impact on your wedding itinerary. It will influence the venue selection, budget, timing of events, catering plans, and guest experience. Be sure to consider the unique needs and dynamics of your guest list when creating your wedding itinerary to ensure a smooth and enjoyable celebration for everyone.

Venue

The venue is one of the most important aspects of a wedding. It sets the tone for the entire event and can make or break the overall experience for the couple and their guests. When selecting a venue, there are several key factors to consider:

Location

The location of the venue is crucial. If the ceremony and reception are held at separate locations, be mindful of the travel time and provide clear directions for your guests. Consider the convenience and accessibility of the venue for your guests, especially if they are travelling from out of town.

Capacity

Ensure the venue can comfortably accommodate your expected number of guests. Account for space not only for seating during the ceremony and reception but also for a dance floor, catering stations, and any other activities you plan to include.

Timing

Inquire about the availability of the venue and the timing restrictions. Many venues have time limits, and you may need to book a specific time slot. Consider the time of day and how it may impact the comfort of your guests, especially if the venue is outdoors.

Amenities and Services

Inquire about the amenities and services provided by the venue. This includes tables, chairs, linens, tableware, and other essentials. Some venues may also offer additional services such as catering, bar services, or event coordination. Understanding what is included in the venue package will help you plan and budget accordingly.

Theme and Decor

The venue should align with the desired theme and atmosphere you wish to create. Consider the existing decor and how it can be enhanced or transformed to match your vision. If there are any restrictions on decorations, such as open flames or hanging items, be sure to clarify with the venue coordinator.

Backup Plan

If you are planning an outdoor wedding, always have a backup plan in case of unfavourable weather conditions. Discuss this with the venue coordinator to understand their policies and options, such as an indoor space or the ability to rent a tent.

Parking and Accessibility

Ensure the venue has adequate parking space or convenient access to parking for your guests. Also, consider the accessibility of the venue for guests with disabilities and inquire about any accommodations the venue can provide.

Vendor Restrictions

Some venues have restrictions on external vendors, such as caterers or entertainment. Be sure to clarify these restrictions and coordinate with your chosen vendors to ensure a smooth execution on the day of the wedding.

Cost

Finally, consider your budget and the cost of renting the venue. Understand all the associated costs, including rental fees, service charges, and taxes. Don't forget to factor in the cost of any additional services or rentals you may need.

Selecting the perfect venue for your wedding involves careful consideration of these factors. It is essential to start your search early and communicate your requirements clearly to the venue coordinator. By doing so, you can create a memorable experience for you and your guests.

Budget

Determine Who Will Contribute

The first step is to figure out who will be paying for the wedding. Traditionally, the bride's parents covered the whole bill, but nowadays, both families often chip in, and the couple may also contribute. It's essential to have open and honest conversations with everyone involved to understand how much they can contribute and set a clear budget.

Consider the Guest List

The number of guests you invite will significantly impact your budget. Catering services usually charge per head, so a larger guest list means higher costs. Additionally, a bigger wedding will require more invitations, favours, and rentals. Consider whether you can cut down the guest list to stay within your budget.

Set a Budget Before Shopping

It's easy to fall in love with a venue, a dress, or a cake before considering the price. To avoid overspending, start with a budget and then explore vendors within your price range. Be prepared to adjust your expectations if your budget and wedding plans are misaligned.

Categorise Your Budget

Break down your budget into categories to allocate funds effectively. While there are no hard and fast rules, here are some typical wedding budget categories and the percentage of the total budget they usually account for:

• Venue and Catering (37%-45%): This includes the venue rental, food, alcohol, and rental fees.
• Photography and/or Videography (8%-12%): Allocate funds for capturing beautiful memories of your special day.
• Music and Entertainment (5%-12%): Decide if you want a DJ, a band, or both, and adjust your budget accordingly.
• Flowers and Decor (8%-10%): This category includes bouquets, boutonnieres, centrepieces, and other decorative elements.
• Wedding Attire and Beauty (7%-9%): Budget for wedding attire, alterations, accessories, hair, and makeup.
• Stationery (2%): This includes everything from save-the-date cards to thank-you notes.
• Favours and Gifts (1%-2%): Allocate funds for gifts for your wedding party and favours for your guests.
• Transportation (2%-3%): Consider transportation for the wedding party and guests, as well as parking expenses.
• Emergency/Miscellaneous (5%): Set aside some funds for unexpected expenses.

Beware of Hidden Costs

There are several costs that couples might not consider when creating their budget. These include beauty treatments, bachelor/bachelorette parties, vendor meals, and overtime costs. Don't forget to include taxes and tips for your vendors in your budget as well.

Track Your Expenses

Stay organised by using a spreadsheet or a budget app to track your wedding expenses. Create a joint savings or checking account specifically for wedding expenses, and ask for all taxes and fees from vendors upfront. Budget for vendor tips, and be prepared to pay gratuities to everyone from musicians to hairstylists.

Negotiate with Vendors

Remember that everything is negotiable. Be open and honest with vendors about your budget, and they may be willing to customise a package that suits your needs. You might be able to save money by being flexible and making some adjustments to their standard packages.

Date of the wedding

The date of the wedding is the most important element of your wedding itinerary. It is the day that you and your partner will tie the knot and celebrate your love with your family and friends. Here are some tips and suggestions to help you choose the perfect date for your wedding and create a detailed itinerary for your big day:

• Choose a meaningful date: Select a date that is significant to you and your partner. It could be the anniversary of the day you met, your first date, or even a date that holds special meaning for your parents or grandparents.
• Consider the season: Decide whether you prefer a spring, summer, autumn, or winter wedding. Each season offers unique advantages, such as blooming flowers in spring, warm weather in summer, colourful foliage in autumn, or a cosy atmosphere in winter.
• Check availability: Before finalising the date, consult with your partner, families, and bridal party to ensure that the chosen date works for everyone. Also, if you plan to marry in a popular wedding venue or have your heart set on a particular vendor, check their availability to avoid clashes.
• Create a timeline: A detailed wedding timeline will ensure that your day runs smoothly and efficiently. Start by listing the time and duration of each event, from the ceremony and reception to smaller details like hair and makeup appointments.
• Consider travel time: If your ceremony and reception venues are in different locations, allow sufficient time for guests to travel between the two. Factor in traffic delays to ensure that your guests arrive at the reception on time.
• Finalise the guest list: The number of guests will impact various aspects of your wedding, from venue selection to catering requirements. It is essential to have a confirmed guest list to finalise other details.
• Select the venue: The wedding venue will significantly influence the date you choose. Popular venues are often booked months or even years in advance, so start your search early and be flexible with your preferred date to increase your chances of securing your dream venue.
• Hire a wedding planner: Consider hiring a professional wedding planner who can guide you through the process and help create a comprehensive timeline. They will ensure that no detail is overlooked and that your day proceeds without a hitch.
• Be flexible: Remember that your wedding day may not go exactly according to plan, and that's okay! Allow for some flexibility in your timeline to accommodate unexpected delays or last-minute changes.

Frequently asked questions