HOW TO WRITE A WEDDING DAY TIMELINE
“Can you help me with my timeline?!" This is the number one frantic email I get from brides. Whether it's six months or a couple of weeks before the big day this is one of the top questions I’m asked. I'm always happy to help you plan a time line bemuse lets face it; a vast majority of the day revolves around WHEN to take pictures and I am more than pleased to help brides write a timeline that will allow them to get all the photos they want.
So, how do i plan a wedding timeline?
First I need basic information such as where and when the ceremony is. Is there a different location for the wedding party to get ready at? How many are in the wedding party? Will there be a first look? TIP: A first look helps your timeline immensely! Once I have all the locations, times for the major events such as the ceremony and reception and how many people I'm coordinating around (wedding party) I can start to get a rough layout of your timeline.
Start with your ceremony
My second step, once I have all of the above, is to start planning at the ceremony and work backwards. Sound strange? I start with the ceremony because that is the first definite time I have. Your ceremony absolutely starts at X:XX so everything and everyone must be finished around that time. Once I have the ceremony time I give myself (and you) 30 minutes to an hour before the ceremony as a stopping point on photos with the wedding party. This is your time to get in place before the ceremony, freshen up or take care of any last minute things that may have come up. For me this is my time to get all my equipment and lighting ready for the ceremony. This is usually when I photograph your ceremony decor as well, before the space is full of guests.
Wedding party
After setting a stopping point before the ceremony I add time with the whole wedding party. I primarily have a second photographer with me so I usually allow no more than 30 minutes for this part of the day. We shoot the full wedding party and then divide and conquer. One of us photographs the bride and her maids the other the groom and his guys. *If you are not doing a first look this part of the day would take place after your ceremony and after your family formals but before your couples photos.
First Look
Keep in mind we are writing the timeline backwards so before wedding party I add the first look. For this I ask for about 45-60 minutes. This is some quiet time for you to be with each other before things really get busy. I highly recommend doing a first look. It's a big help to your timeline and I have so many couples say it relieves a big amount of stress and nervousness to see and spend a bit of alone time together before the main event. After giving you a few minutes alone we photograph your couples photos, some bridals (bride alone) and the groom alone (groomals???)
Getting Ready
Now we have come to the beginning of your timeline; getting ready. How much time we have for this can depend on the bride’s preference. Does she want hair and makeup photos? Does she only want photos of her dress being zipped? Does she want photos of her details (dress, shoes, etc)? Does she want getting ready photos at all? Rarely am I there for hair and makeup photos but no matter what you decide my piece of advice is allow EXTRA TIME! Allow time for your hair or makeup to run behind, time for your wedding party to not be on time. Allow time for yourself to not have it all together that day. If you think you need 30 minutes give 45. Need an hour? Give an extra 20. If you don't need that extra time the day of that's great, but one of the top things to stress a bride on the wedding day is running behind. Have a talk with your groom too. Make sure he and his guys know when to be dressed and ready and where they need to be.
family formals
Now we circle back to the ceremony. Ceremonies can last anywhere from 10 minutes to a few hours. Whatever time your ceremony ends add a few minutes at the end for a receiving line or for the area to clear out. Family photos NEED to come after the ceremony. People tend to wander if they have to wait for any length of time :) so it's best to just get the family photos finished first. Make sure that everyone who is supposed to be in the photos knows BEFORE. Typically I try to take no more than 30 minutes for all family photos. It helps if I have a detailed list but if you're having a church wedding, many only allow you 30 minutes after the ceremony for any photos in the building and maybe even on the property.
I don’t want a first look
If you do not want a first look your wedding party and couples photos will come after the family photos. A good rule is 20/20/20. 20 minutes for family photos, 20 minutes for wedding party photos and 20 minutes for couples photos. Can you take longer? Yes! It's your day but I find an hour is usually sufficient and the guest don't feel like they've been kept waiting for too long.
reception
After all your photos are finished at the ceremony space, allow some time for travel if needed. If you're planning a grand entrance give the DJ about 10-15 minutes to line everyone up, give instirctuions and announce you. Some couples might choose to enter and do their first dance immediately but most choose to start dinner right away. Dinner timing depends on the number of guests but a good starting point is at least 45-50 minutes. This is the time when the DJ typically takes over planning your timeline and the timing will depend on the number of events you care to have photographed. I typically stay 2.5 to 3 hours at a reception unless there is a special exit.
special exits
I love a good send off! Your first thought is that your exit should probably happen 15-20 minutes before your reception officially ends. And you would be right but it’s not a bad idea to let your photographer/DJ read the room. If lots of people are leaving or have already left, it might be a good idea to go ahead and have your exit. Your DJ can announce that it’s purely for photos if you don’t want your remaining guests to feel rushed off.
Here are the steps simplified
Step 1: Figure out your ceremony time. Let’s say 3:00 PM.
Step 2: Give yourself and your photographer 30 minutes to 1 hour before the ceremony to get in place and take care of any last minute issues. Don’t forget to include travel time if needed.
Step 3: Give your photographer 30-60 minutes for the wedding party (this will include bride with bridesmaids, groom with groomsmen if you did a first look).
Step 4: (if doing first look) give your photographer 45-60 minutes for the first look. This includes THE LOOK, couples photos and photos of the bride and groom alone.
Step 4: (no first look) give your photographer 40-60 min to shoot bride with bridesmaids and groom with groomsmen. If you have 2 photographers ask your photographer about staggering these photos.
Step 5: Give yourself anywhere from 45 minutes to 2 hours to finish getting ready for photos.
Step 6: Go back to the ceremony and add how long you think your ceremony will last.
Step 7: Add a few minutes for a receiving line/guests to exit and clear the ceremony space
Step 8: Add 20-45 minutes for family photos.
Step 10: (if no first look) Add 40-60 minutes for wedding party and couples photos.
Step 10: Add travel time (if needed).
Step 10: Add 5-15 minutes for an entrance if you’re having one.
Step 11: Add at least 45 minutes for dinner.
Step 12: Add 1 - 2 hours for all your events. Toasts, Cake, special dances and tosses.
what does that look like?
Using the steps above, this timeline is based on 8 hours of coverage and different locations for the ceremony and reception
12:00 Photographer arrives/Getting ready Photos
1:00 First look
1:45 Wedding party photos
2:30 End all photos and line up
3:00 Ceremony
3:45 Family Formals
4:20 Travel to reception
5:00 Enter reception
5:50 Toasts, cake, dances, tosses
8:00 Photographer leaves
That’s it! It’s a lot of steps but I’ve found this formula works best for me when helping my brides plan their timeline. It creates a smooth flow for the day with extra time built in for emergencies or if you just want a more relaxed approach to your day. Your photographer may need more or less time for certain parts of the day so be sure to ask before presenting them with a final draft!