The Perfect Wedding Timeline For Your Perfect Day
Wedding Planning
Elettra Wiedemann | Executive Director of Mama Farm
September 21, 2023
Your wedding day will be a milestone event in your life and the life of your partner. It is rare to have all the people you love together in one room, all sending their best wishes and blessings your way. It is important for your Big Day to go off without a hitch. For that reason, a well-thought-out wedding day timeline is essential. This comprehensive guide will walk you through the process of creating the perfect wedding day timeline. Whether you're a soon-to-be-married couple, a wedding planner, a family member, or a vendor, this guide will equip you with the knowledge and tools to plan a timeline and orchestrate a beautiful wedding day.
Importance of a Detailed Wedding Day Timeline
A wedding day timeline keeps the day organized and minimizes stress for the couple, their loved ones and the vendors and freelancers who are working hard to ensure the day goes smoothly. It removes guesswork from the day for everyone and obviates the need for endless questions and communications. A well executed timeline is like a metronome or a conductor of an orchestra – it keeps everyone in time, on time, and working together. There are always some hiccups on the Day and that’s expected. Budget time in your timeline for the unexpected so that everyone can be relaxed when it happens (and it will happen).
When it comes to your wedding, it is not just execution of the reception, drinks, ceremony, dinner and dancing to consider, but all the prep that must happen before that. With so many moving parts, having a well-structured timeline is the key to a smoothly executed day. We hope this wedding day timeline template helps you to create a timeline that will ensure your Big Day on track.
Need for Customization
Every wedding is unique, and that's why a one-size-fits-all approach to a wedding day timeline simply won't cut it. The scenarios you envision, the traditions you hold dear, and the pace you want for your special day will impact how your timeline will be constructed. This guide will take you through a sample scenario to provide you with an example of how to structure your wedding day timeline. If you are having a rehearsal dinner or brunch the day before or after your wedding, you can use this template to guide the creation of those itineraries as well. We welcome you to use our sample timeline and adjust it and personalize it.
General Wedding Day Timeline
Let's outline a general wedding day timeline that can serve as a foundation for your planning. Let’s say your one hour wedding ceremony will take place at 4:30 p.m. If you are having a summer wedding, this would allow for your wedding photos to be taken with the beautiful golden light of the early evening. If your ceremony starts at 4:30 and runs for about 60 minutes, that means you need to have your hair and make up ready and in your dress just before 4:30 p.m.
Timeline with wedding ceremony commencing at 4:30PM on a Friday
The day before the ceremony | Thursday: Make sure your tent has been put up, if you are using one. All rentals (dishes, glasses, utensils, chairs, linens, etc) should be on the venue premises so that the caterer can sort through everything the morning of your wedding day, set the tables, etc. Someone should be onsite when the rentals arrive to ensure you are making sure everything that was ordered is present and accounted for. If you are having a live band or dj, they should have all their necessary sound equipment delivered the day before. Make sure to protect electronic equipment overnight from rain and morning dew or condensation.
9AM Friday morning | Florist & Wedding Planner On Site: Florists should deliver the bouquets or be on site finalizing bouquets, boutonnieres and floral decorations. Your wedding planner should be present on site all day and throughout your wedding.
9AM Friday morning | Ceremony Rehearsal (optional) - We recommend having an easy walk through of your ceremony the morning of your wedding to ease nerves, communicate clearly with your officiant and walk everyone through the flow before “showtime.”
10AM Friday | Hair & Make Up - Depending on how large your bridal party is, you can start this process up to 5-6 hours in advance. If it is just the bride and 2-3 other people, we recommend starting hair and make up 3-4 hours before the ceremony start time. This assumes a two person glam squad: One person doing hair and another person doing makeup.
11AM or 12PM | Catering & Wedding Staff Arrive - Caterers, waitstaff & bartenders arrive, set up tables and bars, finalize dishes, etc. The waitstaff can also coordinate with the florists to put finishing touches on the tablescapes and bars, etc. Budget extra time for last minute mixer runs or ice runs, etc.
1:45PM | Music and/or DJ set up - Around this time, your deejay or wedding band should arrive and start to set up, do sound checks, etc.
2:00PM | Couples Portraits at Mama Farm - Some couples wish to do their photos before the ceremony and others prefer to do it after. This is up to you, just make sure you’re thinking about the time of day and how light will be in the sky! After the photos are done, we recommend retreating to our B&B or a place where you can get touched up, steam your outfits again (if necessary) and save your energy for the ceremony and party.
3:00-4:00 PM | Arrivals & Cocktail Hour - Give guests time to arrive, socialize, and enjoy drinks and appetizers about one hour before your ceremony.
4:00-4:15 PM | Invitation For Seating at Ceremony Location - Mama Farm is a 5-acre farm with flexible indoor and outdoor spaces. It might take some time for your guests to migrate from the area of the farm where cocktail hour was held to the location of the ceremony. Budget about 15 minutes for this so people can find where they need to be, use the bathroom beforehand, get settled, etc.
4:30-5:00 PM | Ceremony - Wedding ceremonies typically last about 30 minutes, but we have put an hour here in case you have traditions you would like to include. When thinking about the time of day your ceremony will occur, please look up what time the sun will set on your Big Day and work backwards from there. You will also want to have beautiful light after the ceremony for your wedding photography and the posed shots with your new spouse, your families and your wedding party.
5:00-6:00 PM | Photos, Drinks & Invitation to Dinner - After the ceremony, invite your guests to have refreshments while you and your partner, your families and wedding party can take your wedding photos. 10 minutes before dinner, let your guests know it's time to be seated for the main meal. Know that it will take some time for everyone to move from cocktails to dinner.
6:15 | Grand Entrance - While your guests move to the main meal, take a moment with your new spouse to connect and celebrate the moment away from the crowds. Once everyone is seated, you can make your Grand Entrance and set the tone for the reception with an exciting entrance as the newlyweds.
6:30PM - 8:30PM | Dinner, Toasts & Cake Cutting - Allow guests to savor a delicious meal while enjoying each other's company. After the main course, start the toasts and heartfelt speeches. Once the speeches are done, the cake can be presented with a fun moment of the newly weds cutting it together and feeding each other.
8:30PM-10PM | First Dance & Dancing - Get the party started with your first dance as newly weds and then invite your parents, if that is your wish. Kick off the dancing for everyone with a fun song that gets everyone excited and pumped up. Coffee and tea can also be served at this time, if desired.
10PM - 10:15| Bouquet & Garter Toss - To close the music part of the evening down, the newly weds can partake in a bouquet and garter toss, if desired. This is a fun opportunity for photos and is a signal to your guests that the event is about to come to a close.
10:15-10:30PM | Last Song, Grand Exit, Goodbye Speech - If you wish, you may end the night on a high note with a final dance or a thank you speech. Bid farewell to your guests in a memorable way.
11PM | Wedding Concludes; Guests Depart
Tips and Considerations For Your Wedding Timeline
• Depending on your preferences and the size of your wedding, some events may need more or less time. Flexibility is key, and don't forget to build in buffer time to account for any unexpected delays.
• Consider Unique Traditions or Preferences: Incorporate any cultural or personal traditions that are important to you whether it's a tribute to a loved one or a special moment with members of your wedding party or your new spouse.
• Sharing the Timeline: Make sure your bridal party, family members, and vendors are well aware of the timeline. Share a printed copy and a digital version with everyone involved to ensure smooth coordination.
To make it easier for you and your team to stay on track, we've created printable and downloadable versions of the timelines for each scenario covered in this guide. Visit here to access them.
Planning your wedding day timeline is a rewarding endeavor that ensures you get to cherish every moment of your special day. Remember, there's no "one-size-fits-all" approach; your timeline should reflect your unique love story and wishes. Whether you're envisioning a grand evening celebration or a more intimate morning gathering, crafting a timeline that suits your style and preferences will set the stage for a truly memorable wedding day.
As you embark on this exciting journey, adapt the timelines provided in this guide to match your vision. Collaborate with your partner, wedding planner, and loved ones to create a schedule that encapsulates the magic and joy of your union. Every minute counts, and with careful planning, your wedding day will be a seamless symphony of love, joy, and unforgettable moments.
