Timeline Planning

A wedding day timeline is one of the most important things that I ask my couples for prior to their wedding—a detailed itinerary will assure that I’m prepared and where I need to be at any given point. It’s going to be such a whirlwind of a day, you’re going to thank your lucky stars that you decided on all the wheres and the whens ahead of time!

But where to begin? If you haven’t ever planned a wedding before, this can quickly become an overwhelming task. When does everything normally happen? How long does everything normally take?

The best way to start creating your timeline is to begin with the events that are already set in stone, such as the time of your ceremony, or the time that you have to leave your venue, and then fill in the gaps from there.

An easy guide to help you plan your wedding day

Before you jump into planning your day, you should sit down as a couple, discuss the following questions, and make some rough notes.

Are there any events or road closures occurring in Ottawa that could affect travel time or parking on the day of your wedding?

This is something huge that people often overlook. You should check to see if there are any major events or festivals in Ottawa happening on your wedding date. An additional quick Google search of your date should give you a clear idea if you have to factor in any road closures or smaller events that will be happening near your venue. Another thing to keep in mind is that major events (like Bluesfest, for instance) may mean fewer Ubers available, which I’ve seen cause havoc on more than one wedding day!

Do you have a day-of coordinator who can make sure that everything stays on track so you don’t end up getting behind schedule?

I cannot emphasize enough how amazing and crucial a day-of coordinator or planner can be for your wedding day. You may be thinking that they seem like an unnecessary expense, but by the end of the day they’ll be your favourite vendor! I seriously can’t recommend them enough.

The last thing you’ll want on your wedding day is to be worrying about the time!

How many people will need hair and makeup?

Be sure to talk to your hair and makeup teams to find out how long they require per person. Keep in mind that if you’re getting your hair and make up done at a salon you need to factor in travel time as well. Generally speaking, photography coverage should start about 30 minutes before you plan to step into your wedding day attire.

Do you have a single photographer who will need to take getting ready photos at two separate locations?

If yes, you need to stagger when each person will be getting ready. If you have two photographers, you can plan to get dressed at the same time. Keep travel time between the two locations in mind as well. I usually recommend at least an hour for bride and bridesmaids getting ready photos (this chunk of time would include the bulk of your getting ready detail photos – rings, invitations, flowers, etc..), and at least 30 minutes for photos of groom and groomsmen getting ready photos.

Are you doing a first look/will you be seeing each other before the ceremony?

If yes, you could plan to do some family photos or couple photos before the ceremony to save time later in the day (plus your hair and make up will be looking the freshest at this point!). The first look itself shouldn’t take more than 5 minutes, but it’s worth adding about 15-20 minutes for some portraits at this time, too.

How long does it take to get from the location where you’re getting ready to the location of your first look or ceremony?

Let me assure you, the last thing that you want is to find yourself rushing to get to your ceremony! Make sure to leave a little earlier than you think you need to.

What is your invitation start time?

It’s usually best to ask guests to arrive about 20-30 minutes before your ceremony begins. Make sure this is clear on your invitations, otherwise guests may not know when they’re expected to arrive versus when the ceremony actually starts.

At what time do you and your partner need to be at the location of the ceremony?

This is especially important if you’re not planning on seeing each other beforehand. Where will you each be before it starts?

What time does the ceremony start, and how long will it be?

You may choose to pad this a little, in the event that you get started a little later than anticipated. As I discuss in my lighting and location article, outdoor ceremonies are best held in the last few hours before the sun goes down, or (if earlier in the afternoon) in a fully shaded location.

Will there be a toast following the ceremony?

This doesn’t take long, but you’ll want to make sure that someone is preparing/handing out drinks during the ceremony.

Are you doing a large group photo, or family photos immediately following the ceremony?

If yes, you should ask your officiant to remind your guests that they’re needed for photos as soon as the ceremony is over, and have a meeting place already picked out. Also, keep in mind that impromptu receiving lines tend to happen, so plan some time for greeting your guests. I recommend scheduling 3-4 minutes per family photo, and I ask that you assign a friend (someone who knows the names and faces of those needed) to be a designated coordinator for these photos.

Do you need to travel to another location for your reception after the ceremony?

Consider travel time, and whether you want all of your guests to arrive before you do.

How long will cocktail hour be?

Will you be attending, or will we be taking group/family photos and portraits during this time? Will you be doing a grand entrance to dinner?

What time is sunset?

Sunset is the best time to plan your couple portraits. The hour before the sun goes down (the golden hour) is the absolute best time for photos. You’ll want to leave at least 20 minutes for portraits, keeping in mind that the more time you leave for portraits, the more portraits you’ll get.

Do you have to travel to a different location (or will you have to walk somewhere) for couple portraits?

Don’t forget about travel time, even if it’s by foot!

What time should you seat your guests for dinner?

Are there any announcements/toasts/speeches that you would like to have happen once your guests are seated, but before dinner is served?  Sometimes house rules, or a quick intro of the MC takes place.

What time does dinner service begin?

Ask your caterers how long your dinner will take from starters through dessert.

When are you planning for speeches to happen?

Speeches typically occur between courses. It’s best to make sure that anyone giving a speech knows that they have a strict time limit (so that your guests aren’t left waiting for their food and speeches don’t eat up all of your mingling and dancing time later in the night). Speeches are the number one thing that will set your wedding behind schedule. You wouldn’t believe how many hour long+ speeches I’ve seen – that’s not an exaggeration!

Are you doing a first dance?

Figure out how long you need for your first dance, as well as father/daughter and mother/son dances, if you’re choosing to do those. Also, if this is something that you want your photographer to capture, make sure it’s scheduled to happen at least 30 minutes prior to the end of photography coverage (in case dinner/speeches end up going long).

What about cake cutting, bouquet toss, garter toss, etc..?

The same thing applies—if you want photos, make sure these things happen before your photographer is scheduled to leave!

(Pro-tip: Are you finding it hard to fit your first dance, cake cutting or other traditionally “late night” event into your timeline? Consider doing it during cocktail hour or before dinner! The light will be perfect and then it saves you having to rush around at the end of the night to fit this stuff in.)

Will you be providing a late night snack?

If yes, when should this food be served?

What time does your venue close?

Do you need to figure out transportation for your guests?

Have you considered what will happen if things start running behind?

Make sure you don’t pack too many important moments or events into a small amount of time—I can assure you, as someone who’s attended hundreds of weddings, it’s rare for the entire day to stay completely on schedule (for this reason, I ask that my couples not plan anything important in the last 30 minutes of the scheduled photographic coverage). It never hurts to pad a little extra time here and there juuuuust in case. You will be completely shocked at how quickly the time goes by for you on your wedding day!

What do most couples typically do?

The majority of the weddings I shoot start between 12:00-2:00pm, and end between 9:00-10:00pm. That being said, timelines depend so much on your individual day, it’s best to try to create yours from scratch rather than trying to copy someone else’s.

Remember, there is absolutely no right or wrong way of doing things! It’s easy to get wrapped up in wedding etiquette/traditions that may not specifically be important to you. It’s your wedding, and you can plan things however you’d like!

Good luck with your wedding planning!

If I can answer any questions regarding your wedding day timeline please let me know.

Contact Me