Photography by Heather Meadows
It’s no secret that a wedding day is busy from the moment you wake up to when the last guest leaves. Every couple wants the day to run smoothly. As smoothly as it can with all its moving parts, at least. For a wedding day to be a well-choreographed event, it requires everyone involved, from the vendors to the couple, to execute a set plan. Enter the wedding timeline—a carefully crafted schedule to ensure the day stays on track. These tips for creating a timeline will help keep your full day on schedule.
Work backwards from your ceremony time
It may seem counterintuitive to start at the end. However, the entire day truly revolves around the ceremony’s start time. What time do you have to be at the venue? When should vendors begin setting up? When will guests start to arrive? It all depends on when your actual ceremony is scheduled to start.
Along with that, you have to consider the reception end time. When the party has to end, it can indicate when it should get started, and the ceremony time can naturally follow. Venues tend to have parameters and suggestions of the time to start both events, so speaking to the onsite coordinator can help you make an informed decision.
Consider what photos you want
Many professional wedding photographers are proponents of having a shot list, essentially a checklist of the types of photos you want and who you want to be in them. “A photo timeline is the most important thing any couple completes for me,” says Heather Meadows, owner of Jackalope Photography. “We work very closely…covering timeline information: when I start, when the ceremony is, if you want a first look, and so on.”
The moments you want to capture through photography can directly affect the timeline. For example, doing a first look means having to finish getting ready in time for the photo session. While not doing one may mean doing more portraits during the cocktail hour. Take a moment to sit down with your partner and discuss what photos are essential for you to have. “The most important thing you can do as the couple is make a list of family/friend photos you want captured,” Meadows says. “Less is more, I would focus mostly on immediate family [to enjoy] time with your guests.” She explains you can get casual photos of extended family as the photographer follows you around cocktail hour or the reception.
Now think about getting ready
Three questions to ask to decide when to start your wedding day: “What time do we have to be at the venue?”, “What time do we have to leave for the venue?”, and “How long will getting ready take?” Many experts suggest for the couple and wedding party to arrive 30 minutes before the ceremony. How long it takes from the getting ready location to the venue plus 30 minutes will tell you when you should leave. You can then, once again, work backwards to determine a start time depending on how long hair and makeup will take as well as any photos. Consulting your hair and makeup artists and photographers is the best way to straighten out these details.
Factor in buffer and transition times
Buffer time is the unsung hero of wedding timelines. Building it into your schedule makes it so the day isn’t rushed. “Our best friend for a timeline is buffer time,” says Alexis Rendina, owner and lead planner at Ren & Co. Planning. “Allowing an extra five to ten minutes…if an unforeseen emergency or a photo opportunity that can’t be passed occurs, we know our timeline will stay on schedule.” It’s almost guaranteed that something unplanned will pop up, so give yourself those few extra minutes in your schedule.
Similarly, you’ll want to factor in transition times. These are times when you or your guests have to change locations like getting from the ceremony space to the cocktail hour. Accounting for transitions with extra minutes will help maintain the overall schedule.
Inform your vendors
Weddings take the coordination of many people, which is why it’s essential to keep your vendors in the loop. Once you have your timeline set, inform your vendors as soon as possible and update them if anything changes. They’ll need to know when to arrive to set things up or break down after the wedding. Some vendors, such as your hair and makeup team and your reception entertainment, may require their own timeline to be built into the overall.
Focus on smaller details at the end
With the large events set in place, focus on the small details, like the order of reception events. Approximate times ensure you’ll have room for everything you want to do. “Our sweet spot for toasts is about 15 minutes max, giving the Maid of Honor, Best Man, and Father of the Bride or Groom a chance to have a five-minute speech,” Rendina explains. There’s similar timing for the first dances and cake cutting.
Ultimately, a wedding timeline is going to differ from couple to couple depending on how they want the wedding day to go. But all professionals can agree that a good timeline is essential for a smooth and very special wedding day.
Photography by Heather Meadows
