How To Build The Perfect Wedding Timeline

With so many choices to make, planning your wedding can feel overwhelming and stressful! How do you keep it all straight and make sure everyone knows where they are supposed to be at just the right time? The secret is developing a well thought out timeline with your wedding coordinator! During venue tours we are often asked questions about building a timeline, so we have compiled a list of tips and tricks to help you create the best stress-free timeline for your Wedding Day!

Why do I need a Timeline?

We recommend a timeline to set out the schedule of how you want to see your wedding day unfold. Since you have a limited amount of time at your venue, it’s helpful to ensure the wedding party and vendors are on the same page of what is happening and when. Because each piece of the timeline depends on the one before being timely, a professional wedding coordinator with a great schedule can adjust with other vendors accordingly if there is a change in the schedule. For example, if dad's welcome toast goes a little longer than expected, the coordinator can inform the catering team to hold off on dressing the salads. Having a wedding day timeline is essential to keep the day running smoothly!

Who do I include in the Planning Process?

As you are putting together your schedule, it’s important to gather information from all of your vendors to create a cohesive timeline. Some questions to ask:

What time do you have access to the venue for set up, decor & day-of getting ready?
What are the specific arrival and departure times of each vendor to allow enough time for set up through breakdown? Will your linens be in place by the time the florist and cake delivery arrive?
What schedule does your photographer/videographer have in place for the day? Ensure you have booked enough time with them to cover each aspect you want captured forever!
What time will food be served? How long is the bar open?
Do you need to allow time for a room flip?
What are the key moments you don’t want to miss…first dance, toasts, fun intros, sunset photos, etc?
What time should you start getting ready? How long will hair and makeup services take for each person?
How long does decor tear down take and who is responsible for cleanup?
Do all decor or rental items need to be removed from the venue at the end of the rental period?

Your wedding coordinator will assist you with compiling all of this information into an effective timeline. They will share the solidified copy with the wedding party and vendors the week of your wedding!

Some of our top tips for making your timeline exactly what you need:

Make time to breathe. It is important to give yourself moments throughout the day to sit and take it all in. This isn’t just a show to put on for your guests…it’s the page turning next chapter in your love story! So schedule time for a quiet moment where you and your partner can sneak away to revel in the awesomeness and each other!
Make sure to give buffer times in between each staple of the event. Giving wiggle room leaves space for those hiccups that can’t be helped.
Discuss with your partner if you want to incorporate a first look or first touch into your day. Discuss plans with your photographer so that they know what to expect and plan for in their shooting schedule!
Give yourselves plenty of time to get ready! Avoid running around being stressed trying to get everything done while on a massive time crunch! Give wiggle room to let the stress roll off and bring breath into the space!
Know your audience! If your family loves getting jiggy with it, allot more time for a dance party. If your family and friends are more conservative then a prolonged dance time may not be necessary.

In Conclusion

Creating the perfect timeline specific to you and your wedding isn’t hard! It just takes a little time, asking the right questions, and working with a great coordinator to put it all together for a smooth wedding day. It will set you up for success knowing you have planned time to breathe, time for photos, time for getting ready, time for the little moments and the big ones. We can’t wait to see your special day unfold perfectly before your eyes! Need help figuring out where to start with your timeline?

We’ve designed a FREE timeline outline for you to use as you start planning your Wedding Day! Click here to access yours!