Creating an on the day timeline for your wedding

Planning a wedding involves countless details and can quickly feel overwhelming.

A well-crafted wedding day timeline is the key to keeping everything running smoothly.

By designing your own schedule, you can create a unique flow that perfectly suits your style and vision.

In this guide, we’ll cover essential tips for building a wedding day timeline that keeps your day stress-free and ensures everything happens on time, from the ceremony to special moments with guests.

With a clear outline, you’ll stay organized, avoid delays, and enjoy every part of your day without a hitch.

wedding day skin prep — Image – Emma Boyle Photography

Step 1: List the Key Events and Fixed Timings

Start by laying the foundation for your wedding day by pinpointing the crucial events and fixed times. This will give you a clear structure to build your timeline around.

Using a page with hourly slots, jot down these key events and timings.

This will help you see the general structure of your day and identify gaps that will need filling. You can use our free timeline template for a quick visual reference.

Gather Non-Negotiable Timings

Identify the key events that have set times, often dictated by your venue, officiant, or other external factors. Examples include:

Ceremony Start Time: Typically the main anchor for your day. Confirm with your officiant to understand exactly when the ceremony will begin.

Meal Time: Whether it’s a wedding breakfast or dinner, lock in the time the main meal will be served, as this is often coordinated with the venue or caterer.

Reception Start Time: Establish when the formal reception events will kick off, such as the first dance, entertainment, or speeches.

Add Important Events You Wish to Include

Consider additional elements that may be specific to your wedding day, even if they don’t have fixed times yet. For example:

First Look (if planned): A private moment between the couple before the ceremony, if you choose to include it.

Sunset Photos: If you’re aiming for beautiful golden-hour shots, check the sunset time for your wedding date and location.

Travel Times: If you’re moving between locations (e.g., from ceremony to reception), note the estimated travel time between each to ensure everything flows smoothly.

Step 2: Build Around the Core Moments

With your key timings set, it’s time to build out the rest of your day.

Use these anchors as guideposts and add in the other important events and activities, allowing buffer time to keep things relaxed and flexible.

Allocate Preparation Time

We have a detailed guide on building a getting ready timeline. But here are some the key things to include:

Hair and Makeup: Hair and makeup can take longer than expected, especially if multiple people are getting ready. Plan at least 1.5–2 hours for yourself and around 30–45 minutes for each bridesmaid.

Pre-Ceremony Photos: Schedule time for any detail shots (rings, dress, accessories) and candid photos of everyone getting ready. This often takes 30–45 minutes.

Getting Dressed: Allow at least 20–30 minutes for putting on your dress, especially if it’s intricate or requires assistance.

Urban Tip: Have a few snacks and drinks on hand during preparation time to keep energy up and spirits high.

Include Optional First Look (if Applicable)

If you’re planning a first look, set aside 30 minutes for this private moment, plus any couple portraits you’d like to capture before the ceremony.

This can also help ease pre-ceremony nerves and save time later.

You can also plan this time for a father, mother, or bridesmaid first look. Also, a good time to do gift giving now.

Coordinate with your photographer to plan the location and lighting for the best results. If a first look isn’t part of your plan, you may need additional time for portraits after the ceremony.

Schedule Vendor Arrivals

Each vendor will need time to set up before their portion of the day begins. Add these to your timeline:

Florist: Typically arrives a few hours before the ceremony to set up bouquets, centrepieces, and venue decorations.

Photographer and Videographer: Usually arrives during the getting-ready stage to capture preparation moments and details.

Caterers and DJ/Band: Often arrive to set up before cocktail hour or the reception. Confirm with each vendor and get their estimated setup time.

Uran Tip: Include each vendor’s contact details in your timeline & share them with someone who can manage last-minute needs. I usually create a separate vendor timeline to share with them all and the venue.

Photography Blocks

Discuss your photo needs with your photographer to set realistic time blocks. Make a photo list with your photographer this will help will allocating time needed.

Pre-Ceremony Photos: If you’re capturing family photos or bridal party shots before the ceremony, allocate 30–45 minutes for each.

Couple Portraits: Plan 30 minutes for couple portraits. If you’re capturing sunset shots, check the sunset time and block this accordingly.

Family & Bridal Party Photos: Typically, this takes place after the ceremony. Plan around 30 minutes to an hour, depending on group size and any special requests.

Ceremony Timing

Most ceremonies last around 20–30 minutes, but some may be longer or shorter. If you have extra items included like unity ceremony items or readings or poems you need to account for this.

Confirm with your officiant and add a small buffer for guests to settle in beforehand.

Plan for a few minutes after the ceremony for a private moment as newlyweds.

Cocktail Hour and Transition Time

Cocktail hour is an ideal time for group photos while guests enjoy mingling and refreshments.

Typically, cocktail hour lasts around 60 minutes, which gives the couple time to complete any remaining photos or simply take a breather.

We do like to break tradition and I think extending the cocktail hour to even 2 hours can be a good call. Just make sure there is food, drinks, and entertainment for the guests.

Urban Tip: If you’re not attending cocktail hour, ask your caterer to bring a few appetizers to you and your partner so you don’t miss out.

Reception Timeline

Break down your reception into the following segments:

Introductions and First Dance: Plan for 5–10 minutes for your grand entrance and first dance.

Dinner Service: Check with your caterer to confirm how long dinner service will take. Buffet and plated meals differ in timing.

Speeches: Allow 5–10 minutes per speech and decide when to schedule these (often just before or after dinner).

Cake-Cutting: Typically done near the end of dinner or before dancing begins; allow 10–15 minutes.

Special Dances: Plan 5–10 minutes each for parent dances and any other planned moments.

Planned Extras: Any entertainment or special moments you have planned make sure you make time for them

Evening Party

Once the formalities are complete, it’s time for the party! Plan the flow for the evening based on the entertainment you’ve booked.

Check with your venue about the end time if there’s a curfew, and communicate this with your guests in advance. Sometimes you can pay for a later licence.

Open Dance Floor: If you have a DJ or band, let them know your preferred playlist and timing for any planned activities (e.g., bouquet toss, garter toss).

Late-Night Snack (if applicable): If you’re offering late-night snacks, plan this for about 2–3 hours into the reception.

Buffer Time Between Events

To keep everything relaxed and flexible, add buffer times of 10–30 minutes between key events. This helps account for any delays and gives you breathing room to savor each moment.

Building in buffer time also keeps the timeline from feeling rushed and lets you enjoy spontaneous moments with family and friends.

Step 3: Consider Traffic, Location, and Unique Details

Account for travel time between locations, particularly if you’re celebrating during peak traffic hours or a weekday.

If you’re using multiple venues, factor in setup and teardown times.

Step 4: Include Personal Breaks and Meals

Schedule specific times for yourself and the wedding party to rest, eat, and recharge.

Consider a meal before the ceremony to avoid hunger during the festivities, and remind yourself to take a few moments to enjoy the day.

I say to all my couples to plan in at least 10 but ideally 30 minutes to just be alone on the day, the two of you.

Step 5: Share and Confirm with Vendors

Once your timeline is complete, share it with all vendors, the photographer, and any key wedding participants.

Confirm each person’s role and arrival time, so everyone is on the same page.

Creating a wedding weekend itinerary and sharing it will all close parties

Sample Wedding Day Timelines

Morning Ceremony & Lunch Reception

7:00 am – Preparations
9:30 am – Getting dressed
10:30 am – First look (optional)
11:00 am – Ceremony
11:30 am – Couple’s photos & cocktail hour
12:30 pm – Lunch reception & speeches
3:00 pm – Farewell or afternoon tea option

Afternoon Ceremony & Evening Reception

09:00 am – Morning preparations
1:00 pm – Getting dressed
2:00 pm – Ceremony
3:00 pm – Photos & cocktail hour
5:00 pm – Dinner reception
6:30 pm – Speeches & cake-cutting
8:00 pm – First dance & party
10:00 pm – Late-night snack
12:00 am – Wrap-up or after-party