How to Create the Perfect Wedding Day Timeline
Creating a detailed wedding day timeline might be the most important thing you can do to minimize stress the week of your wedding.
A clear timeline will eliminate confusion, and it’ll keep everyone on the same page, from your wedding party to your vendors.
Maybe you’ve already started putting together your own wedding day timeline. But unless you’re a full-time wedding planner, you’ve probably never planned an event with so many moving parts.
Not to worry!
With this guide and the help of your vendors and bridal party, you’ll have everything you need to create the perfect wedding day timeline.
Why Do You Need a Wedding Day Timeline?
A wedding day timeline outlines the events and logistics for your special day. This includes when and where each event will take place, where vendors and wedding party members are scheduled to be at certain times, and any other details that are relevant to pulling your event together.
Having a detailed timeline for your wedding is absolutely critical to ensuring that everything runs smoothly and that everyone understands their individual responsibilities.
Without a wedding day timeline, you leave a lot of things to chance.
Will your florist know when and where to deliver the bouquets and centerpieces? Will your bridal party know what time they need to arrive at the ceremony location for photos? Will your guests know how much time they’ll have in between the ceremony and reception?
By creating a detailed timeline that tells everyone when and where to go for each event, you reduce the potential for misunderstanding and ensure that everything goes off without a hitch.
What Should You Include in Your Wedding Timeline?
Wedding day timelines aren’t just for the couple getting married.
Your vendors, wedding party, and other VIPs like close family members will need to be on the same page so they can all work together to make your day happen.
Even your wedding guests will benefit from a simple timeline that tells them where and when the ceremony will take place, followed by details surrounding cocktail hour and the reception.
Consider creating a unique timeline for every person who will be included in your wedding to ensure they have access to the information they need.
Here are a few of the people who would benefit from having their own personalized timeline:
- Photographer/Videographer – Include arrival and departure times and the full wedding day timeline, including any special requests that you want to ensure get captured.
- DJ/Emcee – Include arrival and departure times and the full reception timeline, including any special dances or song requests.
- Catering – Include setup and cleanup times and the full reception timeline, including what time each course of dinner will be served.
- Other Vendors – Include delivery times and any other responsibilities/details that would be important to include for each individual vendor.
- Bridal party – Include getting ready details, the timeline/location(s) for portraits, the ceremony + reception timeline, and any roles/responsibilities that each bridal party member will be in charge of throughout the day.
- Close family members and other VIPs – Include the timeline/location(s) for portraits, the ceremony + reception timeline, and any roles/responsibilities that each person will be in charge of throughout the day.
Then, create a master timeline that includes all of the information you’ll need on your wedding day. This timeline will be distributed to your venue, your wedding planner/day-of coordinator, and your honor attendants so they can help you stay on track throughout the day.
13 Steps for Creating Your Wedding Day Timeline
Now that we’ve gone over the basics of the wedding day timeline, it’s time to dive in and plan out the details.
Here are a few steps that will help you get started as you create your own wedding day timeline.
1. Start planning early.
There’s no such thing as starting to create your timeline too early.
As soon as you have a date and venue in mind, it’s time to start planning.
The great thing about planning your timeline early is that you can get feedback from multiple people and adjust things as you go.
For example, your hair and makeup artist will be able to tell you how long it would take them to create different looks for you and members of your bridal party. Your photographer will be able to tell you when the best light is for taking portraits. And your wedding planner will be able to coordinate the needs and responsibilities of all your vendors to ensure that everything runs smoothly.
2. Coordinate with your venue, wedding planner, and other vendors.
While we’re on the topic of wedding vendors, make sure you involve your vendors in the process of planning your wedding day timeline. Wedding planners and event managers will be able to offer their experience and insight from planning past weddings, and they can also help you coordinate the arrivals, departures, setup, and takedown of other wedding vendors.
In addition to your wedding planner, your photographer and videographer are excellent resources when it comes to planning your wedding day timeline. These vendors are experts at finding the best light to work with, and they’ll be able to help you schedule events and portraits to ensure that you have the best-looking photos and videos to look back on after your wedding.
It’s also important to keep in mind the amount of coverage you’ve paid for. Hiring a photographer and videographer for ten hours will lead to a very different wedding timeline than if you only paid for six hours. The same goes for vendors like a DJ/emcee and a caterer. Make sure you discuss which packages are available, and be realistic about how much coverage you’ll need for the number of events you plan to include throughout the day.
3. Begin by planning the timeline for your ceremony.
Planning your ceremony first might sound backward, but your ceremony timeline will influence the timeline for everything else on your wedding day.
Discuss with your officiant how long your ceremony will last. The average wedding ceremony will last about 30 minutes, but some religious ceremonies, such as a Catholic mass, will take much longer.
You should also take into account any special rituals or traditions you’re planning on incorporating into your wedding ceremony. Readings, prayers, songs, and other rituals all take time, so you should account for these events when determining the length and timeline of your wedding ceremony.
If you plan to have a receiving line after the ceremony, be sure to allocate time for this tradition. Depending on the size of your wedding, a receiving line can take anywhere from 30 minutes to an hour, and you don’t want to cut into the time reserved for your portraits.
4. Designate time for group portraits and other photos.
After deciding how long your ceremony will last, schedule all of your group portraits, including photos with your family members, photos with your bridal party, and photos with just the two of you as a couple.
If you and your spouse-to-be decide to do a first look, then you can schedule your group portraits to take place before your ceremony. But if you’d like to stick with tradition and not see each other before the wedding, then you’ll need to make time for all of your group portraits after the ceremony.
Choosing whether or not to do a first look will influence the start time of your ceremony as well. For example, if you do a first look, you can schedule your ceremony to start closer to sunset. However, if you’re planning to take your group portraits after the ceremony, then you’ll need to start the ceremony earlier to ensure you have enough daylight left for photos.
After scheduling the time(s)/location(s) for group portraits, distribute this information to your bridal party and family members so everyone knows when and where to meet.
5. Consider travel time between locations.
Will your wedding take place at one venue, or will guests have to travel to separate locations for the ceremony and reception? If your wedding includes more than one location, then you’ll need to allocate time for travel, both for you and your wedding guests.
To make the transition more seamless, you might consider providing transportation for your wedding party members and/or guests. Just make sure you provide options for guests who choose to leave earlier in the evening so they won’t be stranded at the reception location.
If guests are responsible for their own transportation, include all relevant addresses and detailed directions for traveling between locations. If parking isn’t included at your ceremony/reception locations, you’ll also need to provide parking accommodations for your guests.
You and your spouse-to-be should secure separate transportation so you can arrive early at the ceremony, reception, and after-party locations (if applicable). If you plan to travel with the other members of your bridal party (in a limo, for example), make sure you designate someone to drive your getaway car to the reception location.
6. Decide when and where you’ll be getting ready.
Will you and your bridal party get ready at the ceremony location or somewhere else (like a hotel room or salon)? If you plan to get ready at a separate location, then you’ll need to allocate extra time for travel to the ceremony location.
Meet with your hair and makeup artist(s) ahead of time to discuss how much time you’ll need to create the perfect look for you and the members of your bridal party. Keep in mind how many stylists will be involved, as this will affect how much time it will take for everyone to get ready. If one stylist will be doing everyone’s hair and makeup, it will take a lot longer than having a separate hair stylist and makeup artist, or even multiple hair stylists and makeup artists.
Doing your hair and makeup often takes longer than you’d expect, so plan to start getting ready as early as possible to ensure you have enough time to relax and spend time with those closest to you on your wedding day.
7. Plan your meals for the day.
This is one part of the wedding day that many couples forget.
It’s super important for you to eat a good breakfast so you have the energy you’ll need throughout the day. And if your ceremony will take place in the late afternoon or evening, then you’ll need to make lunch plans as well.
Designate a member of your wedding party to ensure that you and your spouse-to-be are getting enough to eat throughout the day. If you’re too nervous to eat a big meal, then keep some mess-free snacks on hand (like crackers or pretzels) so you have something to nibble on throughout the day.
8. Plan the events that will take place between the ceremony and reception.
Traditionally, cocktail hour takes place between the ceremony and reception since this is when most couples schedule their group portraits.
If you choose to do a first look, you can schedule your group portraits earlier in the day and join your guests during cocktail hour. Or you might decide to forgo having a cocktail hour altogether and skip straight to the reception instead.
When planning cocktail hour, prioritize the comfort of your guests. At a minimum, you should provide drinks for your guests during cocktail hour, and you might even decide to serve appetizers, especially if your guests will need to wait more than an hour before dinner is served.
9. Plan the timeline for your wedding reception.
Your wedding reception is one of the perfect opportunities for you to personalize your wedding day timeline.
Maybe you want your DJ/emcee to announce your grand entrance, followed by your first dance as a couple. Or maybe you’d like to do a receiving line before your guests find your seats.
An important thing to remember is that you shouldn’t make your guests wait too long to eat. Dinner should be served no later than 30-45 minutes after the reception begins.
Meet with your caterer and venue to determine how you should schedule the meal, the toasts, and the dancing. Some couples choose to stagger the courses and allow for dance breaks in between, while others prefer to serve the entire meal first and then open up the dance floor.
In addition to dinner, toasts, and dancing, you may choose to make time for other activities, such as games, a photo booth, a bouquet/garter toss, and a cake cutting. When choosing how to schedule these events, remember that the cake cutting is usually an indication to your guests that it’s okay to leave, so don’t cut your cake too early. Most couples cut the cake about an hour before the end of the reception.
If your reception venue has a curfew or noise restrictions, your timeline will be a bit stricter, so keep this in mind when planning your reception timeline.
10. Plan for everything that will take place after your wedding reception ends.
Will you have a grand exit and/or getaway car at your reception? Designate someone to gather any necessary supplies (sparklers, glow sticks, bubbles, etc.) and pass them out to your guests prior to the grand exit. You’ll also need to put someone in charge of pulling your getaway car up to the front of the venue.
If you’re planning on having a long reception, or if you’re worried that too many guests will leave before the grand exit, then you can always do a faux exit earlier in the evening. This will allow you to get some great pictures with your guests, but it will also give you the flexibility to party as late as you’d like.
Make sure you put someone in charge of cleaning up the venue after the reception. That way, you won’t incur any additional cleaning fees with your venue. Designate a family member or friend to deliver your gifts to your house/apartment so they’ll be waiting for you when you return from your honeymoon. You should also designate someone to handle any final vendor payments, rental returns, and thank-you gift deliveries.
And if you’re planning on having an after-party (or parties) following the reception, make sure your guests are aware of the details (location(s), timeline, etc.).
11. Consider the amount of time you’ve contracted for each of your vendors.
Several of your vendors (like your photographer, videographer, DJ/band, etc.) are contracted for a specific number of hours. When planning your wedding day timeline, ensure you have enough time to get all of the necessary coverage and ask your vendors about the process for extending coverage if needed.
12. Prepare for Possible Mishaps.
Even after planning for every possible mishap, something is still likely to go wrong on your wedding day. Maybe someone will forget to buy the sparklers for the grand exit, or maybe hair and makeup will run late.
Instead of stressing about what will go wrong, here are three things you can do to prepare for these moments and minimize the effect they’ll have on your wedding day.
1. Overcommunicate. If I’ve learned one thing as a wedding photographer, it’s that the most effective way to ensure that things run smoothly on your wedding day is through detailed communication. Don’t assume that other people understand your vision if you haven’t communicated it to them. This is one of the reasons that having a wedding planner and/or day-of coordinator is so helpful.
2. Add buffers to your timeline in case things run late. It’s almost inevitable that something will run late on your wedding day. So plan ahead by adding buffers into your timeline. That way, if things don’t go exactly according to plan, you won’t have to stress. And if you start getting ahead of schedule, then you’ll have some extra time to really soak it all in.
3. Focus on what’s most important. At the end of the day, the most important thing about your wedding is your marriage. Even if something goes wrong on your wedding day, focus instead on your love for your spouse-to-be and the commitment you’re making to each other.
13. Share your wedding day timeline with your vendors, wedding party, and other VIPs.
After creating your wedding day timeline, make sure you share it with everyone involved in your wedding. Email the timeline to everyone a few weeks before the wedding, and keep some hard copies on hand as well.
In addition to your wedding planner/day-of coordinator, designate a family member or someone in your wedding party to keep an eye on the clock and help you enforce the schedule.
Sample Wedding Day Timeline
While every wedding is different, there are a few key elements that most weddings have in common. Below are some suggestions for how much time to allot for each event, as well as a general order of events to help you plan the perfect wedding day timeline.
Also, don’t forget to download my free template at the bottom of this page to create your own wedding day timeline.
Hair and Makeup: 2 Hours
Start off your wedding day by giving yourself plenty of time to get ready with your bridal party.
It will probably take at least 90 minutes to 2 hours for you to get your hair and makeup done, so if your bridal party members are using the same stylist(s) as you, be sure to schedule more time for all of you to prep. Plan for about 30 minutes to an hour for each bridal party member, depending on which looks you’ll be creating and how many stylists you’ll have available.
And if you’re planning on taking any portraits before dressing in your wedding attire—such as dressing in matching robes with your bridal party—then make sure you allot extra time for these portraits as well.
Getting Dressed: 30 Minutes
If you’re wearing a traditional wedding dress, you’ll want to give yourself enough time to slip on your dress, shoes, and accessories. I recommend giving yourself at least 30 minutes to get dressed so that we have time to get some gorgeous photos of you putting on your wedding attire. It’s also a good idea to practice putting on your dress a few days before your wedding. This will ensure that everything still fits perfectly and that whoever is helping you dress will know how to assemble everything (especially if your dress has a lace-up back or buttons).
If you’re planning on wearing a romper or suit, then 15-20 minutes is plenty of time to get dressed and take some getting ready photos. For those planning to wear suit jackets/ties, I recommend dressing in your shirt and pants but waiting until I arrive before putting on your jacket, tie/bowtie, and cufflinks. That way, I can get some candid photos of you dressing in your attire before we move on to more posed portraits.
When planning getting ready photos, keep in mind how many photographers you have available. If you only have one photographer, you’ll need to coordinate what time each of you will get dressed to ensure the photographer is available to capture both moments. If you have multiple photographers, then your photography team can divide and conquer, giving you more flexibility in your schedule.
Solo Portraits: 30-45 Minutes
The best time to take solo portraits is while you’re looking fresh. This usually takes 30-45 minutes per person, so be sure to allocate enough time in your schedule for these portraits, especially if you only have one photographer.
If you’re planning on doing a first look, you might choose to wait and combine your solo portraits with your couple’s portraits at the ceremony location.
Travel to Ceremony Location: 30 Minutes
If you’re getting ready at your ceremony location, then you won’t need to schedule a time block for travel. However, if you’ll be getting ready at a separate location (hotel, salon, etc.), be sure to give yourself enough travel time to avoid mishaps. I recommend allocating double the amount of time you think you’ll need, just in case things run behind or traffic is heavier than usual.
First Look: 30 Minutes
The first look usually only takes a few minutes to photograph, but I like to allot 30 minutes so that the two of you have time to relax and spend a few minutes alone together before getting married.
If you have extra time, you might also choose to do a first look with your parents, your bridal party, or other family members.
Couple’s Portraits: 30 Minutes
Right after the first look, while your emotions are still fresh, we’ll spend about 30 minutes taking photos of the two of you together. I like to get these portraits done early so that if we run out of daylight after the ceremony, you still have plenty of beautiful photos together on your wedding day.
Wedding Party Portraits: 30 Minutes
Once we’ve finished taking your couple’s portraits, it’s time to gather your crew for your wedding party photos. This includes bridesmaids, groomsmen, child attendants, and any other people you choose to include.
I always recommend asking wedding party members to arrive no later than 15 minutes before photos are scheduled to begin. That way, we can start taking wedding party portraits as soon as we’re done with your couple’s portraits.
Family Portraits: 30-45 Minutes
Your family portraits will usually take at least 30 minutes, but I recommend keeping this portion of photos under an hour. I send out a questionnaire about a month before your wedding where I’ll ask you for a list of family members and any groupings you’d like to me photograph. This allows me to move through family portraits more quickly, and the entire process usually goes by fairly quickly.
I recommend reserving your family portrait time for immediate family members, including parents, children, siblings, step-parents, step-siblings, and grandparents. This will allow us to get through family portraits more quickly. If you’d like photos with other members of your family, we can usually get those taken care of during the reception.
Ceremony Preparation: 30 Minutes
Once family portraits have concluded, plan about 30 minutes for the couple to hide away and touch up hair and makeup, while the bridal party and family members begin preparing for the ceremony.
Your musicians will want to begin prelude music about 30 minutes before the ceremony is scheduled to begin. Having music play as guests arrive will set the mood for your ceremony and alleviate any awkward silences.
Ceremony: 1 Hour
The length of your ceremony will depend on how many rituals and events you plan to incorporate. Small, intimate ceremonies can last as little as 15 minutes, whereas a religious ceremony might take an hour or more.
Coordinate with your officiant to determine how much time you’ll need, and add an extra buffer of 15-30 minutes in case things run late.
Cocktail Hour: 1 Hour
Cocktail hour gives your guests the opportunity to mingle, enjoy drinks, and listen to music. This is one of the most important time blocks of your wedding day, so touch base with all relevant vendors to create a seamless transition between the ceremony and reception.
Ask your planner or day-of coordinator to greet guests, usher gifts, and direct them to the bar, guest book, and seating arrangement display.
If cocktail hour is scheduled to last longer than 60 minutes, make sure to provide hors d’oeuvres so your guests don’t have to go too long without eating. This is also a great opportunity to provide live entertainment or other activities so your guests don’t grow bored while waiting for you to finish your group portraits.
Sunset Portraits: 15 Minutes
If you choose to forgo doing a first look, then cocktail hour is when you’ll take most of your group portraits.
For couples who choose to do a first look, I like to pull them aside after the ceremony for about 15-20 minutes for some sunset portraits. Even though we’ve already taken portraits of the two of you earlier in the day, these photos are extra special because they’re your first photos together as a married couple. I also love sunset portraits because the light is especially glowy and dreamy, making for some absolutely gorgeous portraits.
Invitation to Dinner: 15 Minutes
Following cocktail hour, your wedding planner or day-of coordinator will invite your guests to take their seats for dinner in the main dining hall.
Make sure that table and seating arrangements are placed in an area where they’re easy to find and give your guests about 10-15 minutes to take their seats before starting the reception.
Grand Entrance: 10 Minutes
Once guests find their seats, it’s time for you to make your grand entrance as a newly married couple.
After your wedding party enters, you’ll be announced as a couple, which will lead directly into your first dance.
First Dance: 10 Minutes
Keep the energy high by transitioning straight into your first dance as a newly married couple. You may choose to dance for the full song, or you can ask your DJ to fade out about two minutes in.
If you think your guests will be itching to get on the dance floor, you can schedule a dance set of 3-5 songs after the first dance to get the party started before dinner.
Welcome Toast: 10 Minutes
The hosts traditionally give a welcome speech as the first course of dinner is served.
Your parents can speak during this time, or you can take a few moments to thank your guests for attending. Do what feels right for your wedding.
Dinner: 45 Minutes
Dinner will typically last about 45 minutes, depending on the meal-service style you choose for your reception (traditional three-course dinner, buffet, family style, etc.).
Take some time during dinner to pass between tables and greet your guests. And make sure to feed your vendors during this time as well.
Wedding Party Toasts: 15 Minutes
You may choose to begin toasts shortly after the last course is served. Or you might want to stagger the toasts by having a few people speak in between courses. That way, you’re spreading out the emotional moments throughout the meal, keeping your guests engaged.
The best man is traditionally the first to speak, followed by the maid of honor. The order, however, is completely up to you. Follow tradition if you’d like, or create an entirely personal lineup of speakers. Encourage toasters to keep their speeches within 2-3 minutes to keep your guests engaged and leave enough time for everyone you’ve asked to speak.
Family Dances: 10 Minutes
If you plan to do special dances with any of your family members, then I recommend starting these dances immediately following the toasts. You may choose to dance for the full song, or you can ask your DJ to fade out about two minutes in.
Some couples choose to dance with multiple family members during the same song (parents, grandparents, inlaws, etc.). If you plan to switch dance partners throughout the song, make sure you coordinate with your photographer/videographer so they have enough time to capture photos/videos of you with each family member.
Dancing: 1-2 Hours
Following the last family dance, have your band or DJ switch to a high-energy song to get your guests out of their seats and onto the dance floor.
Break up the fun by planning a few games or adding some special traditions. I recommend scheduling these activities earlier in the reception to ensure that your guests don’t leave too early.
Bouquet + Garter Toss: 10 Minutes
If you choose to do a bouquet toss and/or garter toss, you can schedule these events to take place either immediately after the family dances or before you cut your cake.
Some couples choose to incorporate variations of these traditions, and some choose to forego them altogether, so do whatever feels best for you and your wedding.
Cake Cutting: 10 Minutes
About an hour before your reception is scheduled to end, the catering staff should start preparing tables for dessert. Since the wedding cake cutting generally signals to guests that it’s okay to leave soon after, don’t schedule it too early or the party could start winding down before you’re ready.
Once you’ve cut your cake, you can also take an opportunity to say a few words and thank your guests for coming if you haven’t already done so.
Last Song: 5 Minutes
After the cake cutting, it’s back to open dancing until the last song, which should be scheduled five minutes before the conclusion of the reception.
Some couples choose to do a private last dance with just the two of them while guests prepare for the grand exit. This is the perfect opportunity to soak in the final moments of your wedding night with the person you love most, and it’s something I would highly recommend.
Grand Exit: 15 Minutes
If you want to depart from your reception in style, schedule a grand exit as your final farewell.
Some couples depart amid a sparkler sendoff, while others opt for bubbles, glowsticks, or confetti. Be sure to check with your venue to make sure your grand exit plans don’t violate any rules.
Final Thoughts
While no two weddings are alike, one thing’s for certain: having a detailed wedding day timeline is essential to making sure everything comes together on your wedding day.
That’s why I created a free wedding timeline template, just for you! This template is completely customizable, so you can adjust it and make it your own!
Follow the link below to download your free template today!
