how to craft a seamless wedding day timeline.
A well-crafted timeline is a vital tool that can make the difference between being able to fully immerse yourself in every moment of your wedding day versus constantly worrying about who or what comes next. It serves as the backbone of your wedding day, ensuring that everything runs smoothly for everyone involved.
why a wedding day timeline is essential
Organization: Helps you keep track of all the tasks and events leading up to and on the wedding day.
Coordination: Ensures that all vendors, bridal party members, and guests are on the same page regarding the schedule.
Stress Reduction: A well-planned timeline can alleviate stress and allow you to enjoy your special day without worrying about logistics.
Transparency: A timeline allows everyone to have a vested interest in ensuring their role merges with the roles of others to create a seamless event.
steps to mastering a wedding timeline
STEP 1: Start with the “Main Events”
Include key moments for your wedding day such as Ceremony, Cocktail Hour, Reception/Dinner, Speeches, Cake Cutting/Dessert, First Dance, and Last Call.
Step 2: Indicate the Start and End Time for Each Event
This is especially important when traveling between venues. Be sure to allow for some buffer time for unexpected delays and include transition times between events.
Step 3: Fill in with the Vendor/Key Role Details
Add in the vendors and people with key roles who will play a part in the day, such as an emcee or family and friends who are helping with decor or giving a speech. Include their arrival and departure times and any directional or location information.
Step 4: Consult with Vendors
Send out a first draft copy of the timeline to all the vendors well in advance of the wedding day and ask for their feedback or approval. They may provide valuable insights and suggestions based on their experience. Keep in mind that these vendors have multiple weddings to keep track of and will appreciate as much lead time as possible to vet the schedule and give you their feedback. Once you’ve cleared the timeline with all your vendors and they have confirmed their approval, you will send out a final copy no later than 2 weeks prior to the wedding day.
If changes happen within those two weeks, you will need to send an amended copy.
Step 5: Include All Vendors’ Names and Contact Information
Vendors want everything to run smoothly for the couple, and they want to work as a team. Having access to each other's contact information could come in handy should you not be available if something comes up.
Step 6: Create a Typewritten or digital Timeline in Font 12pt or Larger
Make it easy to read for vendors who may be checking it on-the-go or in the dark.
Step 7: Review the Timeline 1:1 with Everyone Who Has a Role in the Wedding
Share the finalized timeline with your bridal party, immediate family, and other key parties involved in the wedding.
Step 8: Prepare for Contingencies
Have a Plan B in place for unexpected changes, weather or delays and ensure this information is included in the timeline.
Step 9: Have a Dedicated Emcee (or Timekeeper) Make Timeline Announcements
Assign someone to make regular announcements during the day and be the “timekeeper” to ensure key players are aware of upcoming changes in the program. Announcements may be private for the couple only (so they are being kept in-the-know about what's happening in other areas of the event) or public so that everyone knows it's time for the guests to make their way to the diningroom for dinner.
Step 10: Have a Separate Comprehensive Guest Timeline
Include everything a guest will want to know so they can plan how to navigate through their day. Information and transparency creates confidence and calmness amongst your guests. Include information that may not have been on the invitations such as the type of bar service, shuttle service arrivals and departures, activities, bar service closed during dinner, entertainment, room names and locations. This information can also be shared on a sign or on a wedding website.
Step 11: Breakdown Timeline for Certain Vendors
Not all vendors will need/want a final detailed timeline. Provide a simplified breakdown for those who only want specific details such as a baker who doesn't need to know what time hair and makeup will be done or who will be giving a speech during the reception. Having a multi-page timeline will just add to their workload during the busy wedding season and they will really appreciate a simplified breakdown.
Additional Details Often Forgotten on a Wedding Day Timeline
Transportation Time: Underestimating how much time it takes to move a group of people or items between venues.
Photographer Time: Determine which moments are most important to capture and allow time for venue and decor photos (if wanted) because not all photography packages include a full day. Also, determine the time of day with the best light for outdoor as well as indoor photos. Have a shot list prepared ahead of time and share with photographer to ensure you get all the images you want at the end of the day. Consider offering an assistant between ceremony and reception should the photographer agree, to help keep on track and avoid having hangry guests or cold food.
Rehearsal Timeline: Consider creating a timeline for the rehearsal. Be sure to include photographers, caterers, decor, performers, speeches, and gift presentations.
Loading Dock Schedule: Obtain a loading dock schedule from the venue for the day of the wedding and share with vendors who will be using the loading dock.
Including Family and Friends: Provide a timeline to those with a role to help them feel confident and stay focused on their task because they too could be nervous, emotional or distracted on the day of the wedding.
Floorplan/Map: Good practice to share this at same time as timeline.
Schedule Time for Wedding Attendants to Eat and Have a Break: It is a long day for them, and there should be time for lunch and/or a late breakfast.
Allow Up to 1 hr for Early Guest Arrivals: This almost always happens!
Schedule Time for Bathroom Breaks: Schedule this at opportune times when the couple won’t be missed or is not needed for a photo.
Private Time for Bride and Groom After the Ceremony: Take a deep breath and have an intimate moment together as a newly married couple. Re-hydrate, adjust attire, touch-up make-up and schedule that bathroom break!
Background Music: Schedule this to start and stop when appropriate or until the DJ or entertainment arrives.
Couple Entrance: Specify the time for when you will be re-joining your guests.
Time for Caterers to Clear Tables: Schedule this to avoid background noise during speeches.
Break Time for Vendors: This is important if they will be with you for 8+ hours.
Tear Down in Stages: Provide information on when certain items can be torn down.
Speeches (5 mins. Max): Share the schedule and time allotment with those giving the speech as they will be more likely to stick to it.
Final Tear-Down/Clean-Up Time: Provide this information for anyone responsible for clean-up or conducting a final venue walk-through.
When to Call Ubers or Taxis: Make these calls well in advance of leaving to ensure there isn’t too much wait time and that you aren't going over your venue contract time.
conclusion
Mastering a timeline for weddings is a crucial part of the wedding planning process. By following the steps outlined above and being proactive and organized, you can create a seamless and enjoyable experience for you and your guests. A well-executed timeline allows you to relax and savour every moment of your special day.
If you want to take your timeline to another level, consider hiring a Day of Wedding Coordinator who loves creating wedding day timelines. A Wedding Coordinator will not only create a seamless timeline, they will be there on the big day to ensure that you and your guests will experience everything as you imagined without worrying or wondering about who or what comes next.
