Planning A Wedding Day Timeline: A Stress-Free Guide

Creating a wedding day schedule is an important part of the wedding planning process. A detailed wedding day timeline helps to keep things running smoothly and ensures that everyone, from the bridal party to the vendors, knows what they need to do and when. The timeline should cover everything from getting ready in the morning to the grand exit at the end of the reception. It's also important to consider the unique logistics of your wedding, such as the location of the ceremony and reception, whether you'll be providing transportation for guests, and the duration of the ceremony. Starting the day early is recommended, especially if you plan to take photos before the ceremony. It's also crucial to distribute the timeline to all vendors and key people involved in the wedding. While it may seem stressful, a well-planned wedding day schedule will help ensure your special day goes off without a hitch!

Getting ready: Include time for hair, makeup, and breakfast

The morning of your wedding should be relaxed, exciting, and glam—not stressful. To ensure everything runs smoothly, it's important to create a detailed wedding day schedule, allowing ample time for hair, makeup, and breakfast.

How Much Time to Allocate

According to hair and makeup pros, the number of stylists you'll need depends on the number of people requiring hair and makeup services. As a general rule of thumb, allow 30–45 minutes per person and 60–90 minutes for the bride. If you have a large bridal party, consider asking your stylist to bring an assistant to cut down on time.

The Order of Appointments

When deciding the order of appointments, consider your crew's individual strengths and weaknesses. Schedule the most responsible bridesmaids earlier in the morning to avoid delays caused by anyone who is always late. If the mother of the bride wants her services done early so she can help out before the ceremony, or if a bridesmaid with young children needs to find a babysitter, factor this into your schedule too.

Be Flexible

While it's important to have a schedule, strict schedules rarely work. Everyone's hair and skin types are different, so services will take varying amounts of time for each person. Instead of appointment times, ask everyone to be available in a particular order without a strict time attached. This will help keep everyone on their toes and ensure the schedule remains flexible.

Hair Before Makeup

Hair and makeup artists often prefer to style hair first, followed by makeup. This has multiple benefits: keeping your gorgeous makeup fresh and intact for the ceremony, and avoiding hairspray on your face after applying your makeup. It also gives your makeup artist the ability to blend your foundation better close to your hairline and tailor your bridal look for a flawless finish.

Schedule Services Based on Your Timeline

The timing of the bride's appointment will depend on what else is happening before the ceremony. If the bride is doing a boudoir shoot, bridal portraits, or a first look, she'll need her hair and makeup done earlier in the day. If she's not doing any photos until after the ceremony, schedule her services second to last or last. This will allow her to relax before putting on her dress.

The Quickest Appointments Go Last

The last people in the hair and makeup chairs (before touch-ups) should be the flower girls, as young girls can be fidgety, which may cause their hair to come undone.

Sample Timeline

9:30 a.m. – Wedding Party Breakfast

10:00 a.m. – Bride's makeup and bridal member No. 1's hair

10:30 a.m. – Bridal member No. 2's hair

11:00 a.m. – Bridal member No. 3's hair and bridal member No. 1's makeup

11:30 a.m. – Bridal member No. 4's hair

11:45 a.m. – Bridal member No. 2's makeup

12:30 p.m. – Bride's hair, bridal member No. 3's makeup, and photographer arrives

1:15 p.m. – Bridal member No. 4's makeup

2:00 p.m. – All hair and makeup complete, and wedding party photos are taken

Travel time: Factor in travel between venues

When it comes to your wedding day, timing is everything. To ensure your big day runs smoothly, it's crucial to factor in travel time between venues. Here are some detailed tips to help you plan:

Consider the Distance and Mode of Transportation:

Start by considering the distance between the different venues, such as the ceremony and reception locations. If they are in close proximity, a quick walk or short drive may be sufficient. However, if they are farther apart, you'll need to arrange appropriate transportation. Decide whether you prefer a stylish arrival by vintage car or a comfortable ride in a limousine. Don't forget to account for any traffic delays or potential detours, especially if the venues are in busy areas.

Provide Clear Directions:

Ensure that everyone involved, from the wedding party to vendors and guests, has clear directions to each venue. This is particularly important if the locations are not easily accessible or have multiple entry points. You can include detailed directions in the wedding invitations or create a custom map with landmarks and clear indicators. It's also a good idea to appoint a point person who can guide guests and answer any questions they may have about transportation and directions.

Allow for Ample Travel Time:

When creating your wedding day schedule, be generous with the travel time allocated. It's better to arrive early and have some buffer time than to risk running late. Consider any potential delays, such as traffic jams, detours, or unexpected stops. By giving yourself extra time, you reduce the stress of rushing and ensure a more relaxed experience for everyone involved.

Synchronize Arrival Times:

Coordinate the arrival times of key vendors and the wedding party at each venue. For example, ensure that the photographer, videographer, and wedding officiant are scheduled to arrive early enough to set up and be prepared before the ceremony begins. Similarly, if you have a wedding planner or coordinator, they should be on-site to oversee the final preparations and address any last-minute issues.

Plan for Any Special Transportation Needs:

If you're providing transportation for your wedding party or guests, ensure that the vehicles can accommodate everyone comfortably. Consider any special needs or requirements, such as elderly relatives who may need assistance or guests with limited mobility. By planning ahead, you can ensure that everyone travels safely and comfortably between venues.

Remember, it's always better to allow for more time than to feel rushed. Your wedding day is a celebration, and by factoring in ample travel time, you can ensure that you and your guests can enjoy the journey between venues and create lasting memories.

Photography: Plan pre-ceremony, ceremony, and reception photos

Photography is an important part of your wedding day, but it can also be time-consuming. Creating a detailed wedding photography timeline will help ensure you get all the shots you want without eating into the time you get to spend with your guests.

Pre-Ceremony Photos

• Getting Ready Photos: Allow at least 30-45 minutes for photos of both the bride and groom getting ready. It's recommended that the photographer arrives when the bride is having her hair done and makeup applied, and the groom is dressed but not wearing a collared shirt, tie, or jacket.
• Bride and Bridesmaids Photos: Allow 30 minutes for these photos. It's recommended that these are taken before the ceremony.
• Groom and Groomsmen Photos: Again, allow 30 minutes for these photos, and take them before the ceremony.
• Couple Portraits: These will take around 45 minutes. If you're doing a "first look" photo (where the couple sees each other for the first time before the ceremony), this will take around 10 minutes, and you should also schedule 15 minutes before sunset for photos in the best light.
• Wedding Party Photos: Allow 20-30 minutes for photos of the whole wedding party.
• Family Photos: This will depend on how many groups you want to include. Allow around 1.5 minutes per small group (2-8 people) and 5 minutes per large group (8+ people). It's recommended to keep these photos to immediate family only, and to do less formal shots with extended family members during the reception.
• Ceremony Prep: Don't schedule any other photo sessions for the 15-30 minutes right before your ceremony so the photographer can set up and communicate with videographers.

Ceremony Photos

• Couple Portraits: If you're not doing a "first look" photo before the ceremony, you'll need to schedule 30-45 minutes for couple portraits during the cocktail hour.
• Family Portraits: If you're not doing family portraits before the ceremony, allow 45 minutes for these after the ceremony.

Reception Photos

• Family Photos: If you still have family photos to take, do these first. Allow 20-30 minutes for these, followed by bridal party shots (15-20 minutes) and then couple portraits (30-45 minutes).
• Sunset Photos: If you want sunset photos, allow 10-15 minutes for these, and check the sunset time for your location. Even if your venue doesn't have a view of the sunset, you can take night photos, which are equally awesome but take a little longer to set up.
• Reception Sneak Away: Plan an extra 10-15 minutes to step away from your reception and take photos in a different location with nice lighting.
• Other Reception Moments: If there are particular moments during the reception that you want to be captured, such as first dances or toasts, provide a schedule of the night to your photographer so they can be ready and in position.

Remember, every wedding is different, and this is just a guide. You can adapt this timeline to suit your unique needs and wedding vision.

Vendors: Confirm setup times and coordinate with caterers

Confirming setup times with your vendors and coordinating with your caterers is an important aspect of your wedding day schedule. Here are some detailed instructions to help you with this:

Communicate with your vendors:

• Create a comprehensive list of all your vendors, including caterers, rental companies, florists, photographers, videographers, bands or DJs, and any other suppliers involved in your wedding.
• Reach out to each vendor and confirm their arrival and setup times. Ask about their specific requirements, such as the amount of space they need, access to power sources, and any other logistical details.
• Share your vision and expectations for the day with your vendors. For example, inform them about the type of ceremony, the number of guests, and any unique elements you plan to include.

Coordinate with your caterers:

• Discuss with your caterers the expected number of guests and any dietary restrictions or preferences. Finalise the menu and ensure they have all the necessary information to plan and prepare the food accordingly.
• Confirm with the caterers their load-in time. Typically, caterers will request access to the venue around four to five hours before dinner is served. However, this timing may vary depending on the complexity of the menu and the number of guests.
• Communicate with the caterers about their meal service timeline. This includes confirming the time for vendor meals, which is usually served before or after the main guest dinner.
• If your caterers are also providing beverages, ensure they are aware of the timeline for cocktail hour and the reception.

Create a detailed schedule:

• Consolidate the information from your vendors, including their arrival times, setup requirements, and any other relevant details, into a comprehensive schedule.
• Finalise this schedule about a month before your wedding day, and confirm the timing again about a week before the event.
• Share the finalised schedule with all your vendors, ensuring they have clear instructions and are aware of their specific roles and responsibilities.

Handle last-minute changes:

• Be prepared for unexpected changes or delays. Have a backup plan in place and be flexible to accommodate any last-minute adjustments.
• Communicate any changes to your vendors as soon as possible to ensure they can adjust their plans accordingly.

By following these steps and maintaining open communication with your vendors and caterers, you can create a smooth and efficient setup process for your wedding day.

Guests: Allow time for guests to arrive and be seated

When planning your wedding day schedule, it's important to allow enough time for your guests to arrive and be seated before the ceremony begins. Here are some tips to ensure this process goes smoothly:

Communicate the Right Arrival Time

It is common for ceremonies to start 15 to 30 minutes after the time stated on the invitation. This buffer helps account for late guests and ensures all seats are filled before the ceremony begins. It is recommended that you inform your guests to arrive 15 to 30 minutes before the desired start time, and closer to 30 minutes for larger weddings. This will give your guests enough time to account for traffic and travel to the venue.

Consider Transportation and Parking

If you are providing shuttles for your guests, a window of about 10 to 15 minutes from the time the shuttles arrive should be sufficient for everyone to get seated. However, if your guests will be driving and parking themselves, you may want to allow a little more time. Consider serving non-alcoholic drinks or a glass of bubbly upon arrival to welcome your guests and give them a chance to settle in.

Manage Guest Arrivals and Seating

If you are taking pre-wedding photos or doing a "first look," it is important that guests do not arrive too early, as this could inconvenience the couple. You can ask ushers to encourage guests to be seated about five minutes before starting the ceremony. This will help create a smooth transition into the ceremony as you walk down the aisle.

Account for Venue-Specific Factors

Discuss with your venue coordinator, wedding planner, or other relevant parties to determine the best arrival time for guests. There may be circumstances that require a specific schedule. For example, some religious venues have strict time constraints, while an outdoor venue with a lengthy walk from the entrance to the ceremony area will need additional time padding.

By following these guidelines and adjusting the timing as needed, you can ensure that your guests have ample time to arrive and be seated comfortably before your wedding ceremony commences.

Frequently asked questions