Planning A Wedding: Timeline And Tips For Success

Planning a wedding can be a stressful and overwhelming experience, but creating a timeline can help keep things on track. A good wedding timeline should account for the full day, from the morning preparations to the last song of the night.

The timeline will vary depending on the type of ceremony and reception, but there are some key moments that most weddings will include. Here is an example of a wedding timeline, with times that can be adjusted to fit the specific wedding:

8:30 am - Breakfast and preparations begin

9 am - Vendors and planner arrive at the venue

9:10 am - Hair and makeup

11:30 am - Get dressed

1 pm - Photographer arrives

1:30 pm - Detail shots

2 pm - Flowers delivered

2:30 pm - Bride completes their look

3 pm - First look photos

3:30 pm - Catering vendors arrive and set up

3:30 pm - VIPs and family portraits

4:30 pm - Guests arrive and ceremony music begins

5 pm - Ceremony

5:15 pm - Reception entertainment arrives

5:30 pm - Cocktail hour

6 pm - Reception room photography

6:20 pm - Quiet moment for the couple

6:30 pm - Guests invited in for the reception

7 pm - Dinner

8:30 pm - Dancing begins

10:50 pm - Last dance

11 pm - Newlyweds exit

This timeline can be adjusted to fit the specific needs and desires of the couple. For example, if there is no first look, the timeline can be shifted to allow for more time after the ceremony for photos. If there are additional events, such as toasts or special dances, these can be added to the timeline as well.

Creating a detailed wedding timeline will help ensure that the day runs smoothly and that all the important moments are captured. It is also a good idea to build in some flexibility, as things may not always go exactly according to plan. By allowing for some extra time, the couple can relax and enjoy their special day.

Budgeting and Planning

Next, you will need to decide on your guest list. This will be influenced by your budget and the size of your venue. It is also important to consider who is paying for what and how the guest list will be divided.

If your budget allows, hiring a wedding planner can be a great investment. They can guide you through the process and handle the logistics.

Now is also the time to decide on the formality and theme of your wedding. This will be influenced by your venue, so it is important to choose a location that fits your guest count, style, and budget. Once you have chosen your venue, you can start thinking about other vendors such as caterers, photographers, bands or DJs, and florists.

Creating a detailed wedding timeline will help ensure your day runs smoothly. This should include everything from getting ready to the last song of the night. It is a good idea to give yourself plenty of time to get ready, especially if you have a large group of bridesmaids or groomsmen. Allow time for hair and makeup, getting dressed, and any pre-ceremony photos.

The ceremony itself usually lasts around 30 minutes but can be longer for religious ceremonies. After the ceremony, there is usually a cocktail hour while the couple escapes for photos. The reception typically lasts four to five hours and includes dinner, toasts, first dances, cake cutting, and other traditions such as the bouquet and garter toss.

To create your wedding timeline, work backwards from your ceremony start time and adjust as needed. Consult with your vendors to find out when they will arrive and how much time they will need. This will help you create a detailed schedule to keep your day running smoothly.

Guest Lists and Invites

The guest list is one of the first jobs on your wedding checklist, and it will influence many other aspects of your planning, including the budget and venue. It's a good idea to start by writing a list of everyone you'd consider inviting if money and space were no issue. Then, you can begin to trim it down.

Separate Out Your Top-Tier Guests

These are the non-negotiables, the must-haves. You simply wouldn't get married without these people there.

Work Out How Many Guests You Can Realistically Afford

This will depend on your budget and the type of day you want to have. If you're planning an intimate ceremony or a destination wedding, it might just be your A-list.

Consider Your Parents' Input

Traditionally, both sets of parents get a say on who is invited, especially if they are contributing financially. It's a good idea to loop them in early and show them your plan.

Be Fair With Family

If you invite four cousins, the fifth might be upset if they're left out. Try to treat members of different families in the same way to avoid hurt feelings.

Stagger Your Invites

Send your wedding invitations at least eight weeks in advance. You will probably get some regrets, so keep your master list handy so you can fill those spots. Send this next round of invites ASAP so no one feels like an afterthought.

Account for Package Deals

You'll need to invite the officiant's spouse, the parents of children in your wedding party, and the spouse or live-in partner of each invited guest.

Add Plus-Ones Consistently

Have a clear rule for plus-ones. For instance, you could invite only those in long-term relationships or engaged couples.

Remember Reciprocity

If you attended a friend's wedding within the last year, and your event is a similar size, it's polite to invite them.

Don't Bother With a B-List

It's not a good idea to have a B-list. Your friends will know they're second-tier, and it will needlessly add to your headcount and bill.

Finalize Your Guest List

Once you have a general idea of numbers, you can move forward with setting a concrete budget and finalizing details.

Choose Save-the-Dates

At around nine months out from the wedding, it's time to start thinking about your wedding stationery. Choose a design that reflects your wedding style, and get save-the-dates in the mail.

Finalize Your Date and Venue

With your guest list and date set in stone, you can book your vendors. It can be helpful to earmark priority vendors early on as schedules book up quickly.

Send Out Invitations

Formal wedding invitations typically go in the mail two to three months before the wedding, but for destination weddings, they should be sent four to six months in advance.

Give Your Venue the Final Head Count

Get in touch with your venue and give them the final wedding headcount. They will need this for planning purposes.

Wedding Party and Attire

10 Months Out From Wedding

Start shopping for your wedding attire. You'll need time for fittings, alterations and any customisations.

7 Months Out From Wedding

Shop for wedding party attire. Once you have an idea of what you and your partner will wear, it's time to think about attire for the wedding party. Order attire as early as possible to leave time for fittings and alterations.

5 Months Out From Wedding

Buy or rent the groom's tuxedo. Focus on fit and function. A well-made outfit will be flattering and allow for any embarrassing dance moves without fear of splitting seams.

4 Months Out From Wedding

Have your hair and makeup trial. Research particular styles beforehand and bring photos to the stylist. Be specific about what you do and don't want.

3 Months Out From Wedding

Have your first wedding dress fitting. Your second fitting should happen about six weeks before the big day.

2 Months Out From Wedding

Confirm wedding party attire is ready to go. Touch base with your wedding party and ask them to confirm their outfits are ready. Any last-minute adjustments should be handled now.

1 Month Out From Wedding

Make final wedding attire alterations. Ensure your wedding day outfit is ready by finalising any alterations. You'll need at least one month to work with a seamstress or tailor.

Food and Drink

9:30 am: Breakfast and Brunch

Even if you're not a morning person, it's important to eat something before the day's activities. Opt for a healthy breakfast with fruits and cereals, or a filling group meal. Avoid greasy foods, and make sure you eat something that will fuel you through the day.

12:30 pm: Lunch Delivery

Don't forget to plan lunch for you and your wedding party. Order a spread of sandwiches, fruits, veggies, and dips, and maybe some treats for your bridal party to enjoy while getting ready.

3:30 pm: Caterer Load-In

The caterer's arrival time will depend on your menu and guest list size. Allow for enough time for set-up and preparation, especially if you're serving hot food or more complex dishes.

5:40 pm: Cocktail Hour

Cocktail hour is a great way to kick off the reception and get your guests mingling. It's also a good opportunity to capture guest candids and extended family portraits. Make sure bartenders and servers are ready to serve, and consider offering a pre-ceremony drink to your guests as they arrive.

6:45 pm: Pre-Dinner Reception Programming

This is a great time for introductions, your first dance, and welcome toasts. You can also include a parent-child dance if you wish.

7:20 pm: Dinner is Served

Make sure to plan your dinner service in detail, including when to clear plates. You don't want your guests to go hungry, so aim to serve dinner within 30-45 minutes of the reception starting.

7:30 pm: Vendor Meals

Don't forget to feed your vendors! Except for the band, who should eat earlier, and the catering staff, all other full-day vendors like photographers, videographers, and planners should be provided with a meal at this time.

11:00 pm: Cake Cutting and Late-Night Snacks

After dinner and dancing, it's time to cut the cake and serve any late-night snacks.

11:15 pm: Vendor Load-Out

As soon as guests depart, clean-up can begin. Vendors will need time to pack up and leave, so it's important to keep to the venue's hard stop time to avoid extra charges.

• Discuss your food and drink plans with your wedding planner and venue manager. They can help you create a timeline that fits your vision and ensures a smooth flow on the day.
• Allow ample time for caterer load-in and set-up, especially if you have a large guest list or complex menu.
• Don't keep your guests waiting too long for dinner. Aim to serve dinner within 30-45 minutes of the reception starting.
• Plan for vendor meals and ensure they are well-fed and energised for the long day ahead.
• If you're providing transportation for your wedding party or guests, factor this into your timeline, and allow for possible travel delays.
• Be mindful of any venue curfews or noise restrictions, and plan your timeline accordingly.
• Enjoy your food and drink choices, and don't forget to savour every moment of your special day!

Photography and Entertainment

• Hire vendors who book up quickly: It's recommended to hire your photographer, band, DJ, and videographer early on in the planning process. These vendors tend to get booked up quickly, so it's best to secure them as soon as possible.
• Consider a "first look" photo session: A "first look" photo session is when the couple sees each other for the first time before the ceremony. This can be a great way to get many of your wedding photos out of the way, so you can enjoy your cocktail hour with your guests. If you decide to do a "first look", plan for 30 minutes for couples' portraits.
• Plan time for detail photos: If you want detail photos of items like your dress, suit, rings, etc., allow for about 30 minutes for your photographer to capture these.
• Allow time for getting ready: The "getting ready" portion of the day is a great opportunity for candid photos. Allow about 1 hour to capture these moments, as well as the process of putting on the dress, which can take 15-30 minutes.
• Keep the wedding party on task: This is the part of the day that often runs behind schedule. Make sure everyone is aware of the timeline and is ready to go when it's their turn.
• Schedule family photos: Family photos typically take about 30 minutes. To save time, stick to immediate family members and save extended family groupings for the reception. Have a list of photo combinations ready beforehand to make this process more efficient.
• Plan for sunset photos: Sunset photos are a must! Schedule some time during the "golden hour" before sunset to capture beautiful portraits. However, don't try to fit all formal portraits into this time, as you may run out of daylight.
• Coordinate with your vendors: Work with your photographer and other vendors to create a detailed schedule for the day. Include buffer time throughout the day to account for any delays.
• Feed your photographer: Remember to provide a meal for your photographer during the reception. Discuss with your caterer when their meal should be served to ensure they don't miss any important moments.
• Plan special events early: If your photographer won't be staying for the entire reception, make sure all the special events you want to be documented, such as cake cutting and bouquet toss, happen while they are still there.
• Include dancing photos: If dance floor photos are important to you, make sure your photographer is present for a couple of hours of dancing. It usually takes a while for guests to warm up, so allow enough time to capture some good moments.
• Plan for your exit: If you're planning a sparkler or bubble exit, for example, allow about 15 minutes for this. If your photographer is leaving before the end of the reception, consider doing a mock exit earlier in the evening to capture these photos.

Frequently asked questions