Whether you're hosting a formal sit-down for 200 guests or a laid-back beach celebration for 20, timing can make or break your big day. "Your wedding will be a blur of emotions, and simply 'winging it' increases the likelihood that you'll miss something that's important to you," says Li Zhou from LadyMarry, an online and mobile app that guides couples through the wedding-planning process.
Elements that might not seem to be connected at first glance do, in fact, need to be coordinated. For example, a florist might need to know when the bakery is delivering the cake if they plan to add fresh flowers to it. The tent company needs to know when they can install the tent so that the flooring company can come in and install the floors. "Nothing is worse than vendors stumbling over each other, trying to set up," says Kim Sayatovic from Belladeux Events.
Creating and distributing a wedding timeline a few weeks before the wedding ensures that everything flows smoothly. It outlines your expectations for the day; all of your hired pros will be on the same page about their respective arrivals, departures, and contributions in between. The more information that they have, the less of a chance there is for errors to occur. Distributing a printed itinerary also minimizes the flurry of questions from the bridal party, family members, and friends as well.
Ready to get started? Here are some helpful planning dos and don'ts to keep in mind.
Photo Credit: Naiara Altuna from Genya + Erik Shenko Photography
Dos:
1. Do include every activity that is taking place during the wedding celebration — it's better to be more detailed than not comprehensive enough. "Couples usually note major events, like the first dance and toasts, but they tend to forget to add in time for getting dressed, exchanging gifts, making introductions, or transportation. They also need to remember to include things like setup and breakdown times for vendors," says Jamie Chang from Passport to Joy. Don't forget to list the point of contact for all wedding vendors, as well as his or her cell number.
2. Do review all vendor agreements to become knowledgeable about their hours of service. "For example, if you book a photography package for seven hours, then you'll want to ensure that all major events happen within that block of time," says Susan Dunne from Weddings by Susan Dunne.
3. Do schedule some extra time for the things that matter most to you. "For some couples, this means extra time alone with their photographer or taking some time for a much-needed Bocce match in between the ceremony and reception. For others, it's getting the dance party started early or ending it as late as possible. Once you identify where your priorities lie, the rest of the day will fall into place," says Gina Jokilehto-Schigel from Shi Shi Events.
4. Do start earlier than you think you need to on the day of your wedding. "You don't want to end up behind schedule for the rest of the day, so build in that cushion early," says Rebecca of Pink Bowtie Events. Tell everyone involved in your wedding that they must arrive at XYZ location 15 minutes before you actually need them. If they are early, fantastic — if they are late, you don’t even notice. Win-win!
5. Do add "buffers" of time whenever you'll be moving to a new location. Larger vehicles tend to move slower or have to take a different route due to road rules and restrictions. With taller buses in cities, you'll want to check which bridges and/or tunnels they're allowed to go through. The buffer rule applies to cocktail hour as well: Moving 200 people from there to dinner takes more than just a few minutes.
6. Do schedule ample time for formal portraits. "The biggest mistake that brides make is underestimating how long it takes to photograph and gather friends and family for portraits," says Britt Chudleigh of Britt Chudleigh Weddings. Assign someone to help you wrangle everyone up for snapshots. If you prefer not to see your fiancé before the ceremony, then stagger your portraits with each side of the family separately, leaving only the photos with you as newlyweds and a couple of combined group photos for the cocktail hour. Thinking about what you want from your photos will also help you form a reasonable timeline. For example, do you envision Vanity Fair-style group portraits, or are you just fine with a casual lineup? Do you want to make sure every gorgeous spot of your venue is documented, or would you rather build in time to stop and take photos somewhere else?
7. Do give yourself 10 to 15 minutes to step away with your groom and revel in your newly-married happiness without any interruptions. "It may be the only alone time you get all day!" says Renee Dalo of Moxie Bright Events.
Next: Wedding timeline don'ts ►
Don'ts:
1. Don't underestimate how long it will take to get hair and makeup done. "I always suggest having beauty services done in the same location for timing purposes," says Stacie Ford of Stacie Ford Weddings. Another common mistake is that brides want to go last so their makeup stays picture-perfect for photos. A safer approach is to go second to last and ask your artist if they can stick around to do any necessary final touch-ups. Consider your bridesmaids and their timeliness habits when assigning slots — you'll want to schedule your most responsible 'maid first in the day. "If you start with someone who is perpetually late or has the tendency to be a bit high-maintenance, then she can throw the entire timeline off with her tardiness or pickiness," says Beth Helmstetter from Beth Helmstetter Events.
2. Don't rush getting dressed. Photographers love to get pictures of this magical moment with the MOB and bridesmaids. "We often find that brides think it will only take a few minutes for them to step into their dress and add the final touches, but in reality, they need at least a half-hour," says Aimee Dominick of A. Dominick Events. All designated helpers should be in their dresses and have their hair and makeup finished.
3. Don't schedule too much time between parts of the wedding day. "At first, booking the ceremony and reception far apart may not seem like a big deal, but couples will eventually realize that they have displaced their guests for a considerable length of time with nothing to do. It can become expensive trying to occupy them with activities like a hosted bar at a local hotel, and you'll also open yourself up to become their personal concierge," says Paula Ramirez from Historic Mankin Mansion. Skip the hassle by trying to find a property that can host both your ceremony and reception. If this isn't feasible and guests are driving from one spot to the next, then build in just enough time for the first guests have food and beverage waiting for them at the reception when they arrive.
4. Don't open the floor up for everyone to say a few words, or you could be there all night! Wedding guests have been looking forward to hearing their favorite songs and having a blast on the dance floor, but they can't do that if the reception is crammed with too many events, including multiple speeches. Dominick suggests allowing three to five minutes maximum for those preparing to speak.
5. Don't rush guests during dinner. "If you're doing a plated meal, it takes about 30 minutes per course, so a three-course meal would come out to around an hour-and-a-half," says Jamie Bohlin from Cape Cod Celebrations. (Note: This figure does go up a bit if you're having over 200 guests, but it's a good general frame of reference.) Consider serving a preset salad so that when your guests arrive at the table, they can begin the first course while you do your introductions and first dance. Or display your cake buffet-style so that guests don't have to stay seated for the dessert course.
6. Don't wait too long for the cake-cutting. "Many guests see this as the point in the night where they can think about leaving (especially if they have kids or a long drive home). If you do it soon after dinner, they are more likely to stay and enjoy your delicious dessert," Zhou advises.
Despite everyone's best efforts, weddings can run behind schedule. "If the ceremony runs long, then the cocktail hour may have to be cut down, and you'll want to talk to your photographer to see if it's feasible to expedite shooting the bridal party. The easiest part to cut — while not always a popular choice — is the block of time when the dance floor is open to guests, which will impact fewer vendors than if you try to steal time away from the meal or taking photos," Zhou says.