Planning A Wedding Weekend Timeline: A Step-By-Step Guide

Creating a detailed wedding timeline is crucial to ensuring your big day goes off without a hitch. A clear schedule will keep everything in check, minimise stress and eliminate confusion and scheduling conflicts.

A typical Western-style wedding lasts around five to six hours, including the ceremony, cocktail hour and reception. But if you're planning a destination wedding or incorporating cultural traditions, your celebration could last several days.

The first step is to decide on the structure of your day. Will you have a rehearsal dinner, wedding and brunch, or a micro wedding with a brief reception? Then, you can start to build out your timeline, hour by hour.

On the day itself, you'll want to allow plenty of time to get ready. Throw on your matching robes, have a nourishing breakfast and enjoy the morning with your crew. If you're having hair and makeup done, this could take up to three hours.

Before you know it, it'll be time to get dressed. Don't forget to factor in time for those all-important finishing touches, such as your shoes, veil and accessories. Then, it's time for those pre-wedding photos. You'll want to allow around 45 minutes for wedding party shots and 15 to 30 minutes for first look photos.

With so many elements to consider, it's easy to feel overwhelmed when planning your wedding timeline. But don't worry – we're here to help. Whether you're opting for a traditional celebration or something more unique, we can guide you through the process and ensure your day runs smoothly.

Getting ready

The morning of your wedding day is an important part of the celebrations and will help you to feel relaxed and ready for the day ahead. Here is a detailed timeline to ensure you can make the most of the morning and afternoon before your wedding ceremony.

8:30 a.m. – Breakfast

Even if you usually skip breakfast, it's important to eat something on your wedding day. Opt for a healthy breakfast with fruit, or a group meal with your bridesmaids. You'll feel the benefit later in the day, and it will help to settle any nerves.

9 a.m. – Vendors and Planner Arrive

If you have a wedding planner, they will be on hand to organise vendors. If not, assign someone from the wedding party to check that all vendors have arrived. The first vendors to arrive will be those delivering and setting up rentals, such as tables and chairs.

9:10 a.m. – Hair and Makeup

Now it's time to gather your wedding party and get glammed up! Put on some music, don your matching robes, and get your hair and makeup done. This will usually take around three hours, but discuss timings with your vendors, as they will know from experience how long you will need.

11:30 a.m. – Get Dressed

It's a good idea to set a time for everyone to be dressed and ready. This will allow time for any last-minute adjustments to outfits and for the photographer to arrive.

12:30 p.m. – Lunch Delivery

It's a good idea to book lunch in advance with the caterer so that's one less thing to think about on the day. Avoid greasy foods and opt for a light spread of sandwiches, fruit, veggies and dips.

1:00 p.m. – Photographer Arrives

Photographers usually offer packages based on a set number of hours. A standard package is around eight hours, but you can book less if you only want certain parts of the day captured. Getting-ready shots are very popular, so it's a good idea to have the photographer arrive before you get into your dress.

1:30 p.m. – Detail Shots

You've spent a lot of time choosing the perfect stationery and details for the ceremony and reception, so now is the time to get some photos of them! If you have any other personal items, like family heirlooms, that you'd like to be included, make sure you have them to hand.

2 p.m. – Flowers Delivered

The bridal party should be ready for their photos by this point, and the florist will deliver the bouquets, fresh floral hairpieces, and boutonnieres.

2:30 p.m. – Bride Completes Their Look

The bride is usually the last to finish getting ready, so make sure you leave enough time to get dressed and add any final touches without feeling rushed.

3 p.m. – First Look Photos

If you want to break with tradition and see each other before the ceremony, now is the time. First-look photos are a great way to capture the emotion of the day and only take around 15 minutes, including couple portraits.

3:30 p.m. – Catering Vendors Arrive

The set-up time for caterers will depend on what you've requested for the day. If you've asked for hot food or something more complex, the vendors will need to arrive earlier.

3:30 p.m. – VIPs and Family Portraits

It's a good idea to take as many family portraits as possible before the ceremony. Guests rarely like being taken away from the celebrations after the ceremony to pose for photos, so taking them beforehand will free up time later. Allow 45 minutes to an hour for portraits, depending on the size of your group.

4:30 p.m. – Guests Arrive

Give your guests time to arrive and find their seats. Playing some music will help to set the mood, and you could place the guest book and a gift table near the entrance so that guests have the opportunity to leave a note.

Ceremony

The ceremony is the most important part of your wedding day, as it's when you and your partner officially become a married couple. Here is a detailed outline of what to include in your wedding ceremony timeline:

Processional (3-6 minutes)

The ceremony begins with the processional, which starts with the officiant, followed by the groom (with their parents or alone), the best man, maid of honour, and the rest of the wedding party. The ring bearer and flower girl come next, followed by the bride, who is typically escorted by their father or another family member.

Opening Remarks (2-3 minutes)

Once everyone is in place, the officiant welcomes the guests and gives a brief introduction. They may share a few personal words about the couple and their love story, followed by a discussion about the significance of marriage and love.

Readings and Special Performances (5-10 minutes)

This part of the ceremony can include readings, poems, or musical performances by friends and family. The officiant will introduce each person, and they will come up to the front to speak or perform.

Exchange of Vows (5 minutes)

This is when you and your partner recite your vows to each other. You can choose to write your own vows or stick to traditional phrasing. After the vows, you will each declare your intent to marry by saying "I do".

Exchange of Rings (3 minutes)

Following the vows, you and your partner will exchange rings as a symbol of your commitment. You may choose to recite some words about what the ring signifies before placing it on your partner's finger.

Unity Ceremony (5 minutes)

If you are including a unity ceremony, such as lighting a unity candle or performing a sand ceremony, this is the time to do so. This ritual symbolically represents the joining of two families.

Pronouncement (2-3 minutes)

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

Recessional (5-10 minutes)

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

Post-Ceremony Photos (15-30 minutes)

After the ceremony, you may want to take some time for post-ceremony photos with your partner, family, and wedding party. This is a great opportunity to capture some intimate portraits and group shots.

Cocktail hour

Here's a suggested timeline for your cocktail hour:

5:40 p.m. - 6:00 p.m.: Cocktail hour begins. Your guests will be entertained with drinks, light bites, and music while you take family photos.

6:00 p.m. - 6:15 p.m.: Sunset photos. Take advantage of the golden hour light to capture some intimate portraits of just the two of you.

6:15 p.m. - 7:00 p.m.: Continue with cocktail hour. You can join your guests halfway through or spend some time in a private area enjoying appetizers and drinks.

Remember that the timing of your cocktail hour may vary depending on the logistics of your event. If your ceremony and reception are held at the same venue, the cocktail hour can begin immediately afterward. However, if there's travel involved, it might start more than half an hour later.

Also, keep in mind that the ideal length for a cocktail hour is around 45 minutes to 1 hour. Anything longer may cause your guests to get antsy or too drunk!

Reception

The reception is the perfect time to let loose and celebrate with your loved ones. Here is a detailed timeline to ensure your reception goes off without a hitch.

5:30 p.m. - 6:15 p.m.

Guests are invited to cocktail hour while the newlyweds sneak away for some post-ceremony photos. This break will give you time to re-energize before the rest of the festivities. 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.

6:15 p.m. - 7:15 p.m.

Guests are invited to dinner. This is a good time for the newlyweds' grand entrance and first dance. This can be followed by the first course of the meal and welcome toasts.

7:30 p.m. - 8:30 p.m.

The main course is served. As dinner is wrapping up, the best man and maid of honor can give their speeches.

8:40 p.m. - 8:50 p.m.

Time for parent dances. These are special moments that many parents cherish as their children transition into marriage.

9:00 p.m. - 9:15 p.m.

All guests are invited to the dance floor to kick off the party.

9:30 p.m. - 9:45 p.m.

Time for some wedding traditions: cake cutting, bouquet toss, and garter toss. The newlyweds can also take this opportunity to thank their guests for coming.

11:30 p.m.

Time for the grand exit! Make your final goodbyes and exit in style, whether it's with sparklers, fireworks, or a decorated getaway car.

Tips for a Smooth Reception

• If you're having your wedding reception at a separate site from the ceremony, be sure to add travel time to your timeline.
• If you're not working with a professional planner, consult with your vendors (hair and makeup artists, florist, caterer, etc.) to determine their arrival time and how much time they'll need for their services.
• If you're taking family portraits, it's a good idea to have them before the reception to free up time for your guests to enjoy cocktail hour.
• If you're having an extended wedding reception, be sure to keep your guests entertained throughout.
• For a seamless wedding weekend, consider creating a wedding website with detailed information on the itinerary, dress code, travel and accommodation, and suggestions on what to do in the area.
• If your budget allows, welcome bags for your guests with items like a wedding itinerary, a map of the area, and travel-sized essentials are a nice touch.
• Don't forget to eat something on the morning of your wedding, even if you're not typically a breakfast person. It will give you energy and ensure you don't feel weak or bloated later in the day.

After-party

The reception is over, but that doesn't mean the party has to stop! Here are some ideas for keeping the fun going into the early hours of the morning.

Location

• Book an off-site venue for your after-party, preferably within 10-15 minutes of the reception or guest hotel to make it easy for guests to get to.
• If you're looking to save money, you can have the after-party at the reception venue. Just make sure there's enough space to accommodate your guests and that the venue doesn't have any noise restrictions or event cut-off times that might hinder your plans.
• If you're feeling spontaneous, you can also keep the location a surprise and reveal it to your guests as you're on your way there. Just make sure you provide safe transportation for everyone.

Food and Drinks

• It's likely that your guests will need some refuelling by the time the after-party rolls around. Set up a snack bar or serve some late-night snacks like pizza, burgers, fries, tacos, chicken fingers, or sliders.
• If you're feeling adventurous, you can even bring in some fast food. Colin Cowie, for example, called on In-N-Out to pass around their signature hamburgers at one event.
• For a more informal option, you can set up a chip and dip bar or serve nostalgic nightcap shooters, like vanilla milk and cookies.
• Don't forget to keep napkins nearby, especially if you're serving messy foods!

Entertainment

• Turn the reception into a silent disco. Guests can dance the night away without infringing on any venue policies regarding noise restrictions.
• Hire a live musician to serenade guests as they make their way to the after-party.
• For a more relaxed atmosphere, create a cosy lounge area with informal seating.
• If your guests are up for some friendly competition, head to a pool hall or pub for some billiards, darts, or pinball.
• Belt out some tunes at a karaoke bar or hire a pop-up karaoke booth, like Lucky Voice.
• For the couple that just wants to chill, set up a movie screening at the venue or a nearby hotel.

Decor

• Use lighting to transition from the reception to the after-party.
• Display your married name(s) in neon lights.
• If you're taking photos, set up a polaroid station or photo booth for guests to capture memories.
• Provide glow sticks, leis, party beads, or other small dance-themed party favours.

Other Things to Consider

• If you're inviting everyone to the after-party, make sure to include separate invitations or inserts with your wedding invitations.
• If you're on a budget, you can simply spread the word as the event nears.
• Make sure your guests know they have the option to skip the after-party if they're feeling tired.
• Provide transportation to and from the after-party, especially if your guests have been drinking.

Sample Timeline for an After-Party

Here's an example of what your after-party timeline could look like:

11:00 pm: Wedding grand exit

11:15 pm: Guests are invited to the after-party venue

11:30 pm: Guests arrive and the party begins!

12:00 am: Midnight snacks are served

1:00 am: The party keeps going with music, dancing, and games

2:00 am: Guests start to leave

2:30 am: The after-party comes to an end

Remember, this is just a sample timeline and you can customise it based on your specific plans and how long you want the party to last!

Frequently asked questions