Planning your wedding day can be both exciting and overwhelming. There are so many details to consider and decisions to make. One of the most important aspects of planning is creating a timeline for your big day. A well-organized timeline ensures that everything runs smoothly and allows you to enjoy every moment without stress. In this comprehensive guide, we will provide you with expert tips and insights to help you create the perfect wedding day timeline.
Why You Need a Wedding Timeline
Have you ever attended a wedding where everything seemed to flow effortlessly? Well, that's because behind the scenes, someone has put a lot of effort into creating a day-of wedding timeline. A wedding timeline is a document that outlines the specific schedule of events, including when and where things will happen. It ensures that everyone knows where to be and what needs to be done, creating a seamless and enjoyable experience for all.
Creating Your Wedding Day Timeline
Now that you understand the importance of a wedding timeline, let's dive into how to create one. Keep in mind that every wedding is unique, so you will need to tailor your timeline to suit your specific needs and preferences. We have provided examples of different wedding timelines to give you a starting point. Feel free to adjust and customize these templates to fit your vision.
Virtual (Zoom) At Home Wedding Timeline
If you are planning a virtual wedding at home, flexibility is key. Here is a sample timeline for a 4 pm virtual wedding. Remember to modify it based on your chosen time.
The Day Before
- Do a tech run-through. Test zoom and your sound and lighting.
- Start getting ready at 12:00 p.m. Remember to take breaks, eat, and stay hydrated.
- Capture some photos or videos of you and your partner before the ceremony.
- Do a final tech check at 3:00 p.m.
- Prepare drinks for a post-ceremony toast.
- Log on to Zoom at 4:00 p.m.
- Most guests should have joined by 4:15 p.m.
- Start the ceremony at 4:20 p.m.
- Transition to cocktail hour at 4:40 p.m.
- Allow time for guests to catch up and enjoy the cocktail hour.
- Open the floor for toasts at 5:15 p.m.
- Cut the cake or enjoy some treats with your guests at 5:45 p.m.
- Spend more time with your loved ones or end the event if you're ready to call it a night.
IRL Courthouse Wedding Plus a Virtual Celebration
For those planning an in-person courthouse wedding followed by a virtual celebration, here is a sample timeline:
The Day Before
- Do a tech run-through. Test zoom and your sound and lighting.
- Start getting ready at 11:30 a.m. Adjust the timing based on your City Hall appointment.
- Capture some photos or videos of you and your partner before the ceremony.
- Meet your photographer at City Hall for photos at 1:30 p.m.
- Head into City Hall for your check-in and a 2:30 p.m. ceremony.
- Get married at 2:30 p.m.
- Head home at 3:00 p.m.
- Do a final tech check at 3:30 p.m.
- Log on to Zoom at 4:00 p.m.
- Most guests should have joined by 4:15 p.m.
- Transition to cocktail hour at 4:40 p.m.
- Allow time for guests to catch up and enjoy the cocktail hour.
- Open the floor for toasts at 5:15 p.m.
- Cut the cake or enjoy some treats with your guests at 5:45 p.m.
- Spend more time with your loved ones or end the event if you're ready to call it a night.
IRL Wedding Timeline with a 4 P.M. Start Time
If you're having an in-person wedding with a 4 p.m. start time, here is a sample timeline:
- Hair and makeup / Getting ready at 10:00 a.m.
- Vendors arrive for setup from 12:00-2:00 p.m.
- Wedding party and family photos start at 2:00 p.m.
- Doors open, room ready for guests, and pre-ceremony music starts at 3:30 p.m.
- Invite time is at 4:00 p.m.
- The ceremony starts at 4:15 p.m.
- The ceremony ends at 4:35 p.m.
- Cocktail hour starts at 4:40 p.m.
- Move guests into dinner at 5:45 p.m.
- Buffet opens / Dinner served at 6:00 p.m.
- All guests have food by 6:20 p.m.
- Toasts at 6:30 p.m.
- First dance at 7:30 p.m.
- General dancing music starts at 7:35 p.m.
- Second set of pre-sunset portraits at 8:00 p.m.
- Sunset at 8:26 p.m.
- Dessert at 8:30 p.m.
- Last call at 9:45 p.m.
- Music off at 9:55 p.m.
- Guests depart at 10:00 p.m.
- Breakdown done and all staff departs at 11:00 p.m.
Morning Wedding
For those who prefer morning weddings, here is a sample timeline:
- Hair and makeup / Getting ready at 7:00 a.m.
- Vendors arrive for setup at 8:30 a.m.
- First look and couple's portraits at 9:00 a.m.
- Family pictures at 9:30 a.m.
- Doors open, room ready for guests, and pre-ceremony music starts at 9:30 a.m.
- Invite time is at 10:00 a.m.
- The ceremony starts at 10:15 a.m.
- The ceremony concludes at 10:45 a.m.
- Cocktail "hour" starts at 10:45 a.m.
- Brunch starts at 11:30 a.m.
- Toasts at 12:15 p.m.
- First dance at 1:00 p.m.
- Cake cutting / Dessert served at 1:30 p.m.
- Couple departs at 2:45 p.m.
- Guests depart at 3:00 p.m.
- Breakdown commences at 3:00 p.m.
- All vendors out at 4:00 p.m.
Early Afternoon Wedding Day Timeline
For those who prefer afternoon weddings, here is a sample timeline:
- Hair and makeup / Getting ready at 9:00 a.m.
- Vendors arrive for setup at 9:30 a.m.
- Pre-ceremony photos at 10:30 a.m.
- Couple arrives at 11:00 a.m.
- Doors open, room ready for guests, and pre-ceremony music starts at 11:30 a.m.
- Invite time is at 12:00 p.m.
- The ceremony starts at 12:15 p.m.
- The ceremony concludes at 12:45 p.m.
- Cocktail "hour" starts at 12:45 p.m.
- "Dinner" rounds of food come out at 1:30 p.m.
- Toasts at 2:15 p.m.
- First dance at 3:00 p.m.
- Couple departs at 4:00 p.m.
- Guests depart at 6:30 p.m.
- Breakdown commences at 6:30 p.m.
- All vendors out at 7:30 p.m.
Cocktail Party Style Reception Timeline
For those who prefer a cocktail party style reception, here is a sample timeline:
- Vendors arrive for setup at 3:00 p.m.
- Doors open, room ready for guests, and pre-ceremony music starts at 4:30 p.m.
- Invite time is at 5:00 p.m.
- The ceremony starts at 5:15 p.m.
- The ceremony concludes at 5:30 p.m.
- First round of food comes out and the bar opens at 5:30 p.m.
- Music starts inside at 5:30 p.m.
- Pre-sunset portraits at 6:30 p.m.
- "Dinner" rounds of food come out at 6:45 p.m.
- Sunset at 7:07 p.m.
- Toasts at 7:15 p.m.
- First dance at 7:30 p.m.
- Couple's "Thank You" toast followed by cake cutting at 8:00 p.m.
- Couple and guests depart at 9:00 p.m.
- Breakdown done and vendors depart at 10:00 p.m.
Separate Ceremony and Reception Times
If you need to have a time gap between your ceremony and reception, here is a sample timeline:
- Hair and makeup / Getting ready at 9:00 a.m.
- Vendors arrive for ceremony setup from 11:00 a.m.-1:00 p.m.
- Wedding party and family photos start at 12:00 p.m.
- Doors open, guests begin to arrive, and pre-ceremony music starts at 1:30 p.m.
- Ceremony invite time is at 2:00 p.m.
- The ceremony starts at 2:15 p.m.
- The ceremony ends at 3:00 p.m.
- Vendors start to arrive for reception setup at 3:00 p.m.
- Guests are gone from the ceremony site by 3:30 p.m.
- Ceremony site is cleaned up and vendors depart at 4:00 p.m.
- Doors open, guests begin to arrive, and ambient music starts at 4:30 p.m.
- Reception invite time and cocktail hour start at 5:00 p.m.
- Move guests into dinner at 6:30 p.m.
- Buffet opens and dinner is served at 6:45 p.m.
- All guests have food by 7:00 p.m.
- Toasts at 7:15 p.m.
- First dance at 8:00 p.m.
- General dancing music starts at 8:05 p.m.
- Second set of pre-sunset portraits at 8:05 p.m.
- Sunset at 8:26 p.m.
- Dessert at 8:30 p.m.
- Last call at 9:45 p.m.
- Music off at 9:55 p.m.
- Guests depart at 10:00 p.m.
- Breakdown done and all staff departs at 11:00 p.m.
Wedding Day Timeline: Frequently Asked Questions
To provide you with even more insights, we spoke to Allison Davis, a wedding planning expert, who answered some frequently asked questions about wedding day timelines.
What is the invite time? The invite time is the time stated on your wedding invitation. It's best to start the ceremony at least 15 minutes after the invite time to account for late arrivals. Some regions have guests arriving up to 30 minutes after the invite time. Plan accordingly and discuss with your vendors to ensure a smooth flow.
Should we have a receiving line? Receiving lines are not as popular as they used to be, but they can still be a great way to greet your guests individually. Consider having a receiving line during the transition from cocktail hour to dinner, allowing you to greet everyone while they move into the dining room.
When should we serve dinner? The timing for dinner depends on the type of food service you choose (buffet, family-style, or plated) and the size of your guest list. Discuss timing with your caterer to ensure a smooth and efficient service. It's a good idea to have bread or plated salads available to keep guests satisfied while they wait for their turn at the food.
When do wedding toasts happen? Dinner is an ideal time to have toasts. Guests are attentive, and it allows them to enjoy their meal before the speeches begin. Ensure that the catering staff continues to serve and clear during the toasts and coordinate with your photographer to capture these special moments.
When is sunset on our wedding day? Knowing the time of sunset is crucial, especially if your event will partially take place outdoors. Avoid uncomfortable situations, such as direct sunlight or facing the sun during important moments. A quick Google search can give you the sunset time for your wedding date and location.
When should we take wedding photos? The timing of your photos depends on whether you opt for a first look or traditional photos after the ceremony. A growing trend is to do formal portraits before the ceremony to maximize time with guests during cocktail hour. However, make sure to take a second set of portraits after the ceremony when you're relaxed and filled with post-ceremony joy.
Should we have an end time for our wedding? While an end time is not necessary if you have a venue that allows you to stay as late as you want, it's essential to signal that the party is winding down. Signs such as closing the bar, stopping the music, turning on lights, and starting cleanup will let guests know it's time to leave. Consider the comfort of your event staff and the availability of any necessary services when planning the end of the night.
Should we have an after party? An after party can be a fun option if your guests are the party-loving type and haven't seen each other in a while. Make a reservation at a nearby bar or utilize the hotel bar if most guests are staying there. You don't have to host the after-party drinks, but it is a nice gesture if your budget allows.
Remember, these are just guidelines, and you should tailor your wedding day timeline to suit your unique preferences and circumstances. Communicate with your vendors, enlist the help of a wedding planner if needed, and enjoy the process of creating a timeline that ensures a memorable and stress-free wedding day.
