September 9, 2024

How to Create a Wedding Timeline in 5 Easy Steps

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What’s a question I get all the time?? “How do I create a wedding timeline?” Building a wedding timeline is often the most challenging thing for couples when they’re planning. Getting all of the timings right, managing your guests, and sticking to a plan fills people with worry. How do I know I’m getting it right? 

If you don’t get the timing down, you could feel rushed! Whether you’re planning a small garden gathering or a big party-filled reception, I have the resources for you. 

bride and groom stand holding hands in front of wedding officiant as they share a laugh during the wedding ceremony

Photo by: Jacqueline Davison Photography // Venue: The Chapel at Firefly Lane

Wedding Day Timeline Download

Before diving into the details, don’t miss out on my two free Wedding Day Timelines— it’s mandatory for couples planning a wedding. One with a couple “first look” and one without! These two timelines vary in structure for you to get a good idea of what works well on a wedding day. I’ve thought of everything to be added— you won’t miss a thing. 

First— let me introduce you to 5 steps to create a wedding timeline. 

Step 1: Review your Venue Contract

Start by thoroughly reviewing your venue contract. The wedding industry, especially in Nashville, offers a diverse range of venues, from downtown venues with skyline views to barns in the countryside. Each venue has specific access times, including when you can start setting up and when you must finish cleaning up and loading out. A contract will also outline noise restrictions for when the last song should play. 

Understanding these details will help you plan the rest of your day and avoid any unexpected costs or last-minute complications.

In most cases, they will give you a general template of what they see couples do in their space. If they provide set up the day before or bringing everything in the day of the wedding, you will be able to get a good sense of what works best in the venue. 

Step 2: Set your Ceremony Time

Your ceremony time is an important element of your wedding day schedule. Begin by checking the sunset time for your specific wedding date. It’s as simple as a Google search. Input “sunset time (your wedding date) Nashville” to get an accurate chart. This information will be essential for your invitations and will influence the timing of your entire day. 

Along the way you be able to change small aspects about your reception or getting ready before the ceremony, but once you send our invitations, the ceremony timeline is set. 

I always look at sunset time to determine which elements you want before and after the ceremony. If you plan to do all of your wedding photos after you walk back down the aisle, there will need to be plenty of light available. I have seen couples get married in the early afternoon and have an earlier evening, and I’ve also seen couples get ready as the sun is setting. 

(A later wedding timeline can happen for a New Year’s Eve wedding! Are you planning one of those? Inquire to chat with me about what I suggest!

Knowing your preference to create your wedding timeline is essential. 

Step 3: Plan for a 6 Hour Reception

Weddings feature lively receptions filled with music and dancing, right? Couples who want to get everyone on the dance floor and stay on the dance floor will need to time it correctly. Plan for a reception in your wedding timeline of around 6 hours from the time your wedding ceremony starts. This timeframe allows for a relaxed pace during dinner and dancing providing a comfortable cushion for any unexpected delays. (Or extra photos!) 

In some cases you may need to transport guests from a location to another venue. With a reception of this length, there’s no rush for your guests or for you as a couple.

Step 4: Hair and Makeup Scheduling

Hair and makeup is an item when creating a wedding timeline that often gets overlooked. While it may normally take you 30 minutes to do your regular makeup, the artists need ample time to ensure your service is perfect. Allocate a minimum of 4 hours for these services, though you may need more time if you have a larger wedding or bridal party. 

As always, don’t forget to factor in travel time from your getting-ready location to your venue. Packing up personal belongings and preventing wrinkles in your attire takes longer than expected. Planning for a buffer period helps you avoid feeling rushed and ensures a smooth transition to the main event.

Step 5: Coordinate with your Wedding Photographer

As a planner, I always coordinate with the photographer to create a wedding timeline! After all, they are capturing the entire wedding day! They play a big role in ensuring you get the photos you’ll treasure for years to come. 

When I’m finalizing the timeline with my couples, we schedule a detailed phone call to outline the elements and activities you want to include in your photos. Decide if you want a “first look” session before the ceremony or if you prefer to wait until you walk down the aisle. This decision will impact the timing of other photo sessions. An expert photographer will know how to create a wedding timeline that works for your wedding priorities.

Also, they will help you plan when and where to take after-ceremony photos and large family portraits. Clear coordination with your photographer helps ensure that all important moments are captured without feeling hurried. 

More Tips for a Wedding Timeline

  1. Create a Master Wedding Timeline: Utilize my wedding day timeline examples to create a master schedule for your Nashville wedding. Include all key events, such as hair and makeup appointments, ceremony time, reception start and end times, and key photo sessions. This will serve as your roadmap and help keep everyone organized.
  2. Involve Your Bridal Party: Ensure your bridal party is aware of the timeline and their roles throughout the day. Providing them with a copy of the timeline helps keep everyone on track and reduces any potential stress.
  3. Prepare for the Unexpected: Despite the best planning, unforeseen delays can occur. Build in some extra time for key activities to account for any last-minute adjustments. Staying flexible will help you adapt to any changes gracefully.
  4. Delegate Responsibilities: Hire a wedding planner or wedding coordinator to manage the wedding timeline for you. A wedding planner can help keep everything running smoothly and handle any issues that arise, allowing you to focus on enjoying your wedding.
  5. Practice Your Timeline: If possible, do a trial run of your timeline with your bridal party and key vendors. This verbal rehearsal helps identify any potential issues and allows you to make adjustments before the actual day.

Are you looking for a wedding planner? I have several packages that range for your preferred level of planning! Let’s schedule a quick chat together to talk about where you need help most. 

bride and groom stand before the wedding officiant on the front steps of their wedding venue

Photo by: Sarah Davis // Venue: Estelle Nashville

Looking for my Wedding Timeline?

As a wedding planner who has examined hundreds of timelines from all different weddings and different planners, I have taken the time to consider what works best. Many elements of the day do depend on guest count, so certain events may take longer. 

I’m sharing TWO timelines of real weddings from my couples! One is with a couple “first look” with the wedding photographer and one is without. My encouragement to you is to feel free to adapt these how you need. 

The creation of a wedding day timeline is included in all of my packages, and I sit down with each of my couples to have dedicated time with each. We go over all of the elements and additions. These timelines are extremely custom to my couples, and we make sure they work for them! 

GRAB THEM HERE!

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