Mad Talks: Creating the Perfect Wedding Timeline
Planning a wedding can be such an exciting season yet very stressful. I’ve seen it first hand with my friends and brides whom I work with! The problem I see many come face-to-face with is structuring their wedding day. Now, every wedding day is different, but they all have one thing in common: everyone wants everything to fall into place smoothly and enjoy your special day with your loved ones! In order to help you create that effortless timeline, here’s your step-by-step guide:
Start Early
When you start planning your timeline, make sure you start well in advance! I recommend starting a rough draft within 6 months to your wedding day. This gives you so much time in advance to niche down your timeline, rearrange things if needed and talk the experts!
Identify Your Priorities
Write down the most important aspects of your wedding and make them a priority. I would recommend 3-5 key components and making everyone aware of your mindset with these! Whether it’s your photographer knowing the details, helping you with prioritizing these components, or a maid of honor keeping everyone on task and in line!
Consult with Vendors
Contact your vendors early! This goes for inquiring, sharing all the details of your day and your timeline!! Share your expectations with your vendors and go over any concerns or key pieces with them so everyone is on the same page! Having an expertise guiding you on your decisions can help your timeline become realistic.
Decide On Ceremony/Reception Times
Give yourself time to account for any delays or buffers between the two events! Things to consider are: transportation, traffic, the duration of the event when you set your schedule.
Work Closely with Your Photographer’s Schedule
Remember when I told you to write down those 3-5 key components? This is where it becomes important! Most likely, those priorities are something you want documented. While working with your photographer, you are not only getting an expertise’ advice, but you are also focusing on those priorities to help your day run smoothly! I want you to think of the photography coverage split into 3 sections: pre-ceremony, post-ceremony, and reception! Allow yourself + your photographer enough time to enjoy your day and capture it as it truly is!
Create an Itinerary
Lucky for you, I’ve created a customizable template that all you have to do is copy the information of your wedding day into this template! Your itinerary should include: dates and times for all wedding events (ceremony, cocktail hour, dinner, toasts, and other activities planned). Be sure to include your entrance to the ceremony/reception, first dances, cake cutting and any other significant moments - this is for everyone to be on the same page!
Hair + Makeup Schedule
When coordinating your hair and makeup schedule with you + your bridal party, make sure to give yourself extra time to do any last minute touch-ups. Make sure that everyone is aware of their time slots for their designated service to keep the day running smoothly.
Rehearsal Dinner
This isn’t a MAJOR aspect, however, it is important to give yourself enough time to stay on track - especially when it comes to toasts, speeches or events during this time.
Transportation
Most importantly - how will you and your wedding party arrive? Make sure to let your driver(s) know the pick-up and drop-off schedules for the evening! And when you are counting the number of people for your transportation, include the photographer/videographer! Especially if you are stopping to take photos or grab a drink - this ensures that everyone is there on time!
Backup Plans
I hate to say it, but there will be something delayed to activate a backup plan during your wedding day. While no one wants this to happen, it is always important to communicate the “What if’s” with those who may/may not be affected. Be sure to ask your vendors about an emergency policy and communicate those “What if”s” with everyone who is apart of your day. By being transparent, you are allowing flexibility and trust between all who are affected to help you enjoy your day to the fullest!
Congratulations!! I am so excited for you and cannot wait for you to embark on this journey with your partner! Remember to communicate your timeline with your vendors, family, and friends so everyone is on the same page!
Notes:
Consult with your photographer: what you may think is enough time for photos, and what they need could be two different things. Trust the experts. Example: you booked your photographer for 6 hours - what should you do? In my opinion, I’d recommend have a minimum of 1.5 hours before the ceremony and 1.5 hours at the reception… YOU DO NOT NEED TO BOOK YOUR PHOTOGRAPHER UNTIL THE VERY END OF YOUR RECEPTION!!!
Shot lists for photographers are so important. Especially a detailed family photo list!!! Make sure to let your photographer know what shots are a MUST.
Consult with your caterer and venue: some vendors have set times (or times they need to stick in between), be sure you’re all on the same page before finalizing anything!
Limit your toasts and speeches to a maximum of 4! I understand the emotions are high, we are all very excited, but I would strongly suggest pushing for more toasts during the rehearsal dinner and less during the reception.
Always give at least 30 minutes for the ceremony. Even if you think it will be quick! It’s always better to have a little extra time than to be rushing around!
Cocktail hour typically lasts 1 hour.
Receptions are typically 4-5 hours.
Something to consider: instead of having a cocktail hour between the ceremony/reception, have a cocktail hour before the ceremony so all the guests can attend and the ceremony can start on time!
Remember that your wedding timeline should be thought of as a guide, not a strict schedule. By referring to these suggestions, you’ll have a well-organized and smooth wedding timeline that allows you to truly be present during every moment.
If you have any questions or additional topics, you can email me at madiegphotography@gmail.com with the subject titled “Anonymous Question/Topic” and I will help you out as best as I can!
