Why a timeline is important for your wedding day planning

This blog post is sponsored by Trendy Occasions 

Wedding & Event Planning

Michelle shares tips and guidelines for your wedding day timeline.

  • Organisation is key to a successful wedding/event. You are at ease knowing that your suppliers and guests are aware of your order of events.
  • Your timeline will help to ensure that all your planning put into your wedding will run as smoothly as possible on the day.
  • Always keep in mind that your timeline is a guideline, you may be about 10 to 15 minutes early or late. The starting and ending times are important, everything else in between can/will be adjusted accordingly.
  • Times are crucial for the kitchen staff to ensure that the food is served at the correct temperatures especially if it is a plated menu.
  • Therefore, it helps to have a wedding planner or coordinator who will communicate with the venue staff throughout the day. Cold meals can definitely put a damper on the festivities, and we all know how important food is at any event!
  • As a wedding planner, I always confirm my timeline with my photographer to ensure they have enough time to capture all those special moments throughout the day. Giving them a heads-up also allows them to plan their day to ensure they are where they’re supposed to be at the right moments.
  • Your timeline is followed from the time you wake up.

A few time factors to keep in mind when drafting your wedding day timeline:

  • Travel time to the venue
  • Travel time if ceremony and reception is at different locations
  • Arranging transport for the bridal party to ensure a quick and smooth run.
  • Will there be a first look?
  • Hair & makeup, length of your ceremony, signing your register, reception, first dance
  • Cocktail hour (do not keep your guests waiting for more than an hour while you are taking your photos)
  • Number of speeches and toasts
  • Vendor timing as per contracts/discussions – most of your vendors would have chatted to you about what they need and basic hours required to cater for your requirements.  Always best to keep these handy to ensure the vendors have the time they need to make your fairy tale a reality!
  • Venue times to avoid overtime costs
  • Use your ceremony time as your starting point and work backward, list all your events and then allocate the times
  • It is tempting to put an early start time on your invitations but my advice, please don’t. This will annoy your guests who arrive early. Rather factor this into your ceremony time so add about 10 mins extra.
  • Make sure your photographer is booked for the number of hours to ensure you get what you want.
  • Foodservice. Don’t make your guests wait for food and drinks

Finally, make sure you distribute your timeline to all your relevant vendors.  A few tweaks might be needed per vendor, as some notes might not be applicable to all.

If you have booked a planner, either for the entire wedding or for on the day co-ordination, best to leave the finalisation and distribution of the timeline to the wedding planner.  They have experience and know exactly how to structure these with little fuss.

Happy wedding planning!

Michelle Krause

Head Planner and Owner at Trendy Occasions

Michelle Krause