Wedding Day Timelines
As your wedding day nears you may notice your wedding vendors have began to ask you about your wedding day timeline. A wedding day timeline is a document highlighting all the important events happening throughout the day. The timeline is very important for the success of your wedding day for many reasons but mainly for the following:
Keeps the entire wedding day organized, ensuring everything flows from one event to the next without hiccups
As photographers, we rely on the timelines to schedule photo sessions throughout the day
The bride and groom don’t have to worry about last-minute scrambling or feeling rushed to get from one thing to the next
Makes sure the couple gets to participate in all the festivities they’ve planned with their guests
I ask that wedding day questionnaires be returned a month before the wedding day. This allows me time to review them and make sure we have the time we need to get the photos you want. Once I’ve reviewed all the information I will schedule a meeting with the couple (and the wedding planner if one has been hired) to go over all the final details of the day. We can schedule our meeting over lunch, a video call, or phone, whichever works best for you.
Throughout this blog, I will go into in-depth detail about the different parts of the wedding day from a photographer’s point of view. At the end of this blog I will provide a sample timeline as an example of what you should expect to find in your wedding day timeline. Please keep in mind, every wedding is unique so timelines are tailored towards the needs of each individual couple. If you are preparing your timeline on your own feel free to use the one provided at the end of this blog.
Where To Start With Your Wedding Day Timeline?
When trying to create a wedding timeline it is easiest to begin with the fixed times. For example, what time does your ceremony and reception start? Once you have these times in place you can focus on building the day’s events around these times. You will find that you have a lot less stress and anxiety about your wedding day once you have a timeline created.
Detail Photos
I love love love photographing wedding details. A lot of time and intention goes into choosing the details for your wedding and they deserve to be captured with just as much time and intention. It is easy for brides to want to skip over the details and think of them as insignificant in the photography process. However, I believe these details are an important part of your wedding story. I like to spend the first 20-30 minutes photographing the dress, rings, invitation suite, shoes, jewellery, perfume and other accessories that are important to you.
Quick Tips:
Bring a plastic shoebox or storage container to keep all your details in one place so that when I arrive I can grab all the details and get started on photographing them. Most likely when I arrive you’ll be in the middle of getting your hair and makeup done and I don’t want you worrying about helping me gather your details.
When you’re ready to send out your save the dates and invitations be sure to mail your photographer a save the date and invitation as well. This will alleviate the need of remembering to bring copies on your wedding day.
The beauty of having a wedding day timeline is being able to relax and enjoy your moment.
Bride Preparations
Once I’m finished photographing the details, I turn my attention to the room in front of me. During this time the bridal party is usually hanging out and getting ready for the wedding. I ask that whoever is helping the bride get into her dress to be fully dressed and picture ready. All of my timelines are built with at least 45 minutes to a hour of time before the ceremony to photograph the bridal party. Doing these photos now will save us time later in the day. If you’re doing a first look, not only will we get the bridal party pictures done before the ceremony, we’ll be able to get all the wedding party photos done as well.
Typically I arrive at the bride’s getting ready location about 2-3 hours before the ceremony, depending on if the getting ready location is in the same place as the venue. If you are planning to do a first look with others (Dad, bridal party, etc) then we’ll build a little more time into the beginning of the day. Our number one goal is not to have to rush through the day!
Quick Tip:
Messy rooms don’t make for good pictures. While I’m doing detail photos I’ll have a few of the bridesmaids tidying up the room. My biggest piece of advice is to keep all of the clutter in one room or area so it can easily be concealed.
Groom Preparations
If the groom is getting ready at the same location as the the bridal party it’s easy for myself and the second photographer to go between the bridal suite and the groom’s suite. If the groom is getting ready in a separate location then the second photographer will start their day with the guys at their getting ready location. Guys do not take nearly as long to prepare for the wedding day as women do, so I usually set aside 60-90 minutes for the groom’s getting ready coverage.
When it comes to the groom’s getting ready photos they have a few options:
The second shooter can arrive towards the end of the groom’s prep for a few candid photos of the guys finishing up getting ready.
Have the second shooter arrive a little earlier to capture candid shots of the guys hanging out before they get ready. Some guys have even had the photographer arrive earlier in the day to capture them playing golf and getting brunch before the getting ready process begins.
The other option is to have the second shooter meet the guys at the ceremony location for the groom and groomsmen portraits.
With guys I find the best shots are shots of them doing something with their hands. It can be the groomsmen helping the groom put his tie on, the groom buttoning his sleeve, or putting on a watch. If you are going the activity route make sure its an activity that will have the guys in their natural environment. This will provide the most authentic and documentary style photographs.
The First Look
A lot more couples are breaking free of tradition and doing a first look. Even couples who are having traditional religious ceremonies are now seeing the benefits of doing a first look. What is a first look? A first look is when the bride and groom see each other for the first time before the ceremony.
First looks provide several benefits for the couples:
If one or both of you are really nervous or anxious, seeing each other before the ceremony can help settle your nerves
This is a great time to read your personal vows to each other if you do not want to share such an intimate moment with your guests
You’ll be able to get most, if not all, of the wedding party pictures done before the ceremony. Leaving more time to enjoy the back end of your cocktail hour
If you don’t want to do a first look, maybe consider doing a first touch instead. Doing a first touch provides a different type of emotional experience. Being able to touch the hand and hear the voice of the person you’re about to marry, but not see them creates even more anticipation. Oddly enough it can calm the nervous wedding day jitters as well. This is also a good time to read your private vows to each other.
The Ceremony
The Ceremony! The most important part of the day. Ceremonies typically are 20-30 minutes long (Catholic ceremonies take around 60 minutes, from start to finish). When creating a wedding day timeline start with the time the ceremony is supposed to start. Everything else will be scheduled around this time.
Fun Fact:
Have you ever noticed that many weddings start on the half hour (e.g. 3:30)? Well there is a reason why…. It’s a tradition that symbolizes blessings for the couple. The tradition states that you should get married when the clock hand is moving upwards towards the heavens.
If you are planning to do greetings immediately after the ceremony be sure to include that into your timeline. Some traditional brides and grooms still do a receiving line or toss rice after the ceremony. This does take time to organize. If you’re planning to do something like this be sure to allow enough time so that you aren’t running into your next event.
After The Ceremony But Before The Reception
OMG! You are finally married. Traditionally, the time between the wedding ceremony and the reception is considered the cocktail hour. During this time your guests head off to another location (either a different venue or another part of the venue you’re in). Meanwhile, for the family and the wedding party, this is the time when all the formal photos are done. Depending on the size of your family, 15-20 minutes should be allowed for family photos. The key to getting through these photos quickly is to make sure all the people that you want in these photos know they need to be present immediately following the ceremony. Additionally, it’s always helpful to have someone who knows everyone to help gather the family.
Related: 7 Tips To Getting The Wedding Pictures Of Your Dreams
Once the family photos are completed the family is free to join cocktail hour, unless some are part of the bridal party. Now that the family is out the way it’s time to move on to the wedding party photos. If you decided to do a first look then these photos have already been taken care of and you can go straight into bride and groom photos.
Regardless to if you do a first look or not you should ask your venue if the cocktail hour could be extended to 90 minutes, instead of the traditional 60 minutes. From professional experience, 60 minutes is not enough time for the couple. You designed this gorgeous wedding and you should be able to enjoy some of your cocktail hour with you guest. Also, extending cocktail hour allows the photographer(s) time to photograph the reception space with no guests. By the time photos are done the reception area should be completely set and ready for guests. If you’re one for details and want these details captured creatively, then extending the cocktail hour should definitely be considered.
Family Photos
Family photos take anywhere from 15-20 minutes to take, depending on the size of your family and the combinations you’d like to have. Along with creating a wedding day timeline, the wedding pictures shot list is just as crucial. As mentioned above, the best thing you can do to speed this process up is to have a designated person who is in charge of making sure everyone that should be in attendance is there.
When it comes to family pictures you should keep this to your immediate family. You will have plenty of time during the reception to get pictures with other family and friends.
Wedding Party Photos
Wedding party pictures are so much fun. The people that have been chosen are more than likely the closest people to you in your lives. They have your vested interest at heart and want you to get all the pictures you want. Allow 30-45 minutes for these pictures. If you opted for a first look, more than likely, majority of these photos have already been taken. If you have decided to move locations for the wedding party pictures then you might want to do the same combinations that you already did early. The number of combinations depends on how large the wedding party is. A well designed shot list will give you the number of combinations needed to achieve your wedding day picture goals.
Couples Photos
I know the bride and groom pictures are very important to the couples who hire me as their wedding photographer. As much as I would love to photograph couples for hours on end I know you have a party to get to and guests to entertain. There are 2-3 times during the day that I will only photograph the bride and groom. 1. During the first look, 2. After the ceremony, and 3. During sunset. Even if you don’t do a first look we will have roughly 15-20 minutes together after the ceremony and another 10-15 minutes together during sunset.
If you did an engagement session you’ll know exactly what to expect and you already know how gorgeous the photos will come out. If you didn’t do an engagement session that’s ok, I will guide you through the process and you’ll get images you’ll love. You just have to trust that I know how to make the most awkward people look amazing in front of the camera.
Wedding Party Introduction
Wedding party introductions are the kickoff to the reception. The wedding party is either called in one by one or in pairs (usually whoever they walked down the aisle with) or sometimes the full bridal party comes in at once followed by the groomsmen. Lastly, is the freshly minted newlyweds.
Wedding party introductions can take anywhere from just a few minutes up to 10 minutes, depending on how the couple decides to enter their wedding reception. If you are front loading your wedding reception (doing the first dances and cake cutting within the first 15-20 minutes of the reception) then you can include these formal events into the wedding party introduction portion of the day.
Speeches
Speeches can happen at any point during the wedding reception. Some couples opt to have the speeches done after their entrance, others do them before dinner is served, but the most popular time for speeches and toasts is about 30-45 minutes into the dinner service. On average, the bride and groom will have the matron/maid of honor and best man do speeches and sometimes the parents may give a speech. Pinpointing how long speeches will take all depends on the number of people speaking and how long their speeches are. When it comes to speeches I have witnessed all sorts of things come out of people’s mouths when talking about the bride and groom. Usually it’s an embracing story, how someone was as a child, or how the the bride and groom got to this moment. Regardless, speeches are something you don’t want missed being photographed. They make for wonderful candid photographs of people laughing, smiling and often times crying.
Party Time
If you decided to go straight into dinner after the wedding party introductions, this is a good time to cut the wedding cake and do the formal dances. While the couple is doing their first dance and the father-daughter and mother-son dances are taking place the caterers will take the cake and cut it for the guests. Doing the formal dances after dinner is the perfect way to open the dance floor for your wedding guests. If you have a good DJ/band they will know what songs work best to get people on the dance floor.
I usually stay a hour to two hours into the reception to capture the party on the dance floor. I find that after a hour and a half to two hours into the dancing the photos become repetitive. If you are planning to do a fun exit from the reception and would like it to be documented there is nothing wrong with staging the exit before the photographer leaves for the night and then continuing with the party. After all the things have been done it’s time for me to leave you all to enjoy your party.
Wedding Things Not Mentioned
If you are planning on doing something out of the ordinary during the wedding day let your photographer know ahead of time. It’s always fun to be spontaneous but a photographer’s job is to always make sure they’re in the right place at the right time. The only way to be sure they are is for them to know what your plans are. If you are planning to surprise your partner or doing something special to honor a loved one who has passed or who is unavailable to be at the wedding, you can let your photographer know via email, text, or give them a call (always ask what’s the best way to communicate). All my couples have my personal phone number and I never mind responding to them when they have questions.
Sample Timeline
As promised, below is a sample wedding day timeline, based on a full-day of wedding coverage with a second shooter. Obviously, every wedding it unique, so just use this sample as a guide to how a typical wedding day may flow.
11:15: Bridal prep (2-3 hours before first look)
12:45: Second Photographer with guy’s at their location (60-90 minutes)
2:15: First Look(s) + Bride & Groom portraits (30-45 minutes)
3:00: Wedding Party Portraits (45-60 minutes)
4:00: Bride and Groom alone time before ceremony (15-20 minutes)
4:20: Wedding Party lines up for ceremony
4:30: Ceremony (20-30 minutes/60 minutes for religious ceremonies)
5:00: Ceremony concludes
5:15: Family photos (15-20 minutes)
5:35: Bride and Groom pictures (20 minutes)
6:00: Bride and groom joins cocktail hour + photographers photographs the reception area
6:20: Wedding Party lines up for reception entrance
6:30: Wedding Party entrance
6:40: First dance + speciality dances
6:45: Dinner service - Photographers take a break to eat
7:15: Speeches
7:30: Cake cutting
7:40: Sunset photos (10-15 minutes depending on sun and if couple wants to go) + Dj opens dance floor for guests
9:15: Photographers are done for the day
Final Thoughts
Couples who adhere to a timeline find that their wedding day runs smoother and it’s one less thing they have to stress out about. Now we all know Murphy’s Law loves to intervene, anything can change the flow of the timeline, rather it be a rain delay, logistics, or anything else you can think of. Myself, your wedding day coordinator/planner, and your venue will all be working together to mitigate any hiccups that may arise. My golden rule is to keep the bride and groom in the dark (especially the bride) about any fires that need to be put out. If we can fix the problem and make it go away without involving the couple then that’s exactly what we’ll do. Why? Because you hired a team of wedding professionals to do the stressing and worrying for you. With this being said I highly, highly, and I cannot stress enough, highly recommend booking a coordinator/wedding planner and allow them to handle the organization and timekeeping on your wedding day.
Relates: Do We Really Need A Wedding Planner: An Interview With A Wedding Planner
I hope this gave you some insight on the importance of creating a wedding day timeline. I promise the additional effort that goes into creating a day of timeline is worth the effort. If you are hiring a professional wedding coordinator/wedding planner they will handle the wedding day timeline for you. If you have any additional questions about any part of the wedding day timeline feel free to reach out. I would love to be of service.
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