How do I create a wedding schedule?
Photo credit: Arianne Nantel Gagnon photographer
Would you like to create a detailed timeline for your wedding day?
Not sure where to start or what to include in your schedule?
I know planning a wedding can be super stressful and intimidating. Sometimes, it's easy to feel overwhelmed by everything you need to think about for your big day. Having a detailed day-of schedule can not only help you enjoy your wedding even more without stressing out, but it also helps your vendors know exactly what to expect.
Be realistic with your time. Give yourself extra time to relax, visit with family, and just soak it all in.
I can't say this enough to my clients: there's no right or wrong way to plan your wedding. It's *your* day. You get to decide what you want to do, and that goes for the schedule and flow too. If you want to have a pétanque tournament during cocktail hour, go for it!
Here are a few examples of how your day's events could flow.
Example of the most common wedding day timeline:
. Bride or groom getting ready
. Bride or groom getting ready
. Guests arrive for the ceremony
. Ceremony begins
. Group photo
. Family photo
. Wedding party photos
. Cocktail hour
. Couple's photoshoot
. Guests head to the reception hall
. Newlyweds' grand entrance
. Dinner begins
. Speeches
. Sunset portraits for the newlyweds
. Cake cutting
. First dance
. First dance with parents
. Party starts
. Grand exit
Photo credit: Arianne Nantel Gagnon photographer
Here's an example of a less traditional wedding timeline:
. Couple getting ready together
. Family photos
. Wedding party photos
. Couple's photoshoot
. Guests arrive for cocktail hour
. Cocktail hour
. The happy couple arrives for cocktails
. Everyone heads over for the ceremony
. The ceremony kicks off at sunset
. Group photos
. Time to head to the reception hall
. Dinner begins
. Speeches
. Cake cutting
. First dance
. First dance with parents
. Let the party begin!
. Grand exit!
Photo credit: Arianne Nantel Gagnon Photographer
Here's an example of a wedding timeline that includes a first look before the ceremony:
. Getting ready for the bride or groom
. Getting ready for the bride or groom
. First look
. Couple's photoshoot
. Family photos
. Wedding party photos
. Guests arrive for the ceremony
. Ceremony begins
. Group photos
. Cocktail hour
. Guests head over to the reception hall
. Newlyweds make their grand entrance into the hall
. Dinner begins
. Speeches
. Newlyweds' portraits at sunset
. Cake cutting
. First dance
. First dance with parents
. Let the party begin!
. Grand exit!
This kind of timeline is often picked by couples who want to share that special 'first look' moment privately. It also lets them get all their official photos done before the ceremony, so they can really enjoy their guests right after saying 'I do'!
Photo credit: Arianne Nantel Gagnon Photographer
Things to remember when you're planning your day's schedule.
Getting Ready.
To make sure your 'getting ready' time runs smoothly, ask your makeup artist and hairstylist how long each person will need. If you've got a few people getting pampered, try to schedule your own hair and makeup last so you're perfectly ready right before the ceremony. Just remember, the more people getting ready with you, the more time you'll want to set aside!
Make sure to coordinate with your photographer so they have enough time to capture you and your partner getting ready. Let them know what kind of shots you'd love during this time, and they can tell you exactly how much time they'll need to get everything.
If you're planning to get ready with your partner, make sure to set aside some time to personalize your day by doing things you both love. Think brunch in bed, a walk in the woods with your dog, stuff like that!
First look.
A first look is a private, intimate moment for you and your partner to see each other for the very first time before the ceremony. It's just for the two of you! You can even take this time to read your vows. Plan for about 15 to 30 minutes in your schedule if you want a first look, depending on whether you'll be reading your vows or not.
The ceremony.
When should you have your ceremony?
When you're planning your ceremony, think about the time of year you're getting married. This will help you figure out when you'll start losing daylight.
If you're getting married in the summer, I recommend having your ceremony in the late afternoon, especially if it's outdoors. The light will be much softer, which means better photos for you! Plus, it'll keep your guests from melting in their seats under the midday sun.
Here's a little tip: if you decide to get married in the early afternoon, try to have your ceremony in the shade.
In winter, we lose daylight faster, so I recommend having your ceremony much earlier than you would in the summer.
If you're having a cocktail hour between your ceremony and reception, allow about 1.5 to 2 hours for it. This is especially important if you plan to take your couple, family, and wedding party photos during that time.
How much time should I set aside for official portraits ?
Group photos, family photos, and couple's photos.
It's super important to set aside time in your schedule to take photos with your favorite people.
. Allow 15 minutes for group photos.
. Allow 20 to 30 minutes for wedding party photos.
. Allow about 30 to 45 minutes for your couple's photo session.
. Allow 3 minutes per combination for your family photos.
Example: Newlyweds + groom's parents
Newlyweds + Aunt Ginette + Uncle George
Giving your photographer a list of combinations helps things run more smoothly and ensures no one gets missed. Also, assign a family member or friend to gather the right people. It really helps with organization!
Why step out for more couple photos during Golden Hour ?
Often, your day's schedule has you taking your couple photos before the reception. That's awesome! However, the absolute best light on a sunny day is usually during golden hour, which is about an hour before sunset. I often suggest my couples sneak away for just 15 minutes during the reception to do a mini sunset shoot. Trust me, it's totally worth it!
Travel.
This is often the time we underestimate the most! It's super important to factor in travel time between each location on your wedding day. You'll need to think about traffic, finding parking if you're in the city, walking time, and so on. Also, check if there's any big event planned for your wedding day, like a hockey game or something similar. That could really add to your travel time!
Reception hall.
Giving your vendors a detailed schedule for the evening really helps everything go smoothly. It's super important for me to know if there are any speeches, games, when your first dance is, and so on. That way, I can be ready for every moment and won't be in the washroom when your mom decides to give a touching toast! Here are a few questions you should ask yourselves.
. The start and end time of dinner
. What time will the speeches, games, etc. start?
. What time will the first dance start and how long will it last?
. What time does the party start?
Here's a little tip: if you'd love to have photos of you cutting the cake, it's important to let your caterer know beforehand. They usually cut the cake earlier so they can serve all your guests at the same time.
To wrap things up, giving your photographer and all your vendors as much info as possible takes away a lot of stress and helps everyone coordinate smoothly.
Don't freak out if things don't go exactly as planned. You can't control everything!
With your schedule in hand, you'll have everything you need to fully enjoy your wedding.
Do you have any other tips and tricks? Share them with me in the comments!
Still looking for a spot for your intimate wedding? Check out the article on 5 natural places to celebrate your wedding in the Outaouais region.
Cheers!
Arianne-