Wedding Timeline Tips Every Couple Should Know
Your wedding day follows a wedding timeline, and how much you fit into that time is entirely up to you. My biggest piece of advice is not to overload the day. Trying to squeeze too much into the schedule often takes away from what really matters – spending quality time with your family and friends at the drink reception while adhering to your wedding timeline.
As a wedding photographer, I have the privilege of being with you for the entire journey of your wedding day – from the quiet, emotional moments of morning preparations to the energy and celebration on the dance floor that night.
Alongside videographers, we are the only wedding vendors who are present with you from start to finish, witnessing every stage of the day as it naturally unfolds.
Because of this, we see everything. We see what works beautifully, where time can slip away and how small adjustments to wedding timeline can make a huge difference to how relaxed and enjoyable your day feels. Our role extends far beyond capturing images and film. We will help with the flow of the day, quietly supporting you when needed and ensure important moments happen without unnecessary stress.
Having photographed many weddings, I understand how challenging it can be to plan a wedding timeline for a day you’ve never experienced before. The experience of your photographer and videographer becomes invaluable as we help orchestrate your day, ensuring everything aligns with your wedding timeline.
My goal and the goal of every great photographer and videographer, is not only to document your wedding day beautifully but also to help create a calm, well-paced experience where you can spend meaningful time with your family and friends.
Understanding the wedding timeline is crucial to a smooth day. It helps to have a clear plan that accounts for all key moments.
When you book the right team, you’re not just booking coverage – you’re gaining experienced professionals who are there to support you every step of the way.
You might think, “I’m always on time” or “We’ll stick to the schedule without any issues.” In reality, on your wedding day, you have very little control over the Wedding timeline. You and your partner are simply moving through the day, relying on many other people to keep things on track.
For example:
- Hair and makeup determine when you and your bridal party are ready
- If transport runs late, you run late
- If your photographer needs more time for photos or videographer needs more time for video, the drinks reception may be shortened
- If dinner service is delayed, your band and dancing are delayed
- Speeches almost always run longer than expected
- If the band arrives late or takes longer to set up, dancing may not begin until much later in the evening
All of these small delays can quickly add up.
The Importance of Communication
One of the best ways to manage these variables is through clear communication. Once your wedding timeline is created, share it with all of your vendors. This allows everyone to work together toward the same goal.
- Hair and makeup artists know exactly when you need to be ready
- Photographers and videographers know how much time is allocated for each part of the day
- The venue can plan dinner service, speeches and band setup efficiently
- The band knows when to be ready so your first dance can happen on time
Your vendors play a huge role in how smoothly the day runs. Choosing the right team will help ensure a relaxed, enjoyable wedding day.
Wedding Timeline Overview
This sample of wedding timeline is based on Photography coverage from Groom & Bride preparations till up to the First dance:
- The groom preparation location is approximately 15 minutes from the bride
- The bride home is a 15 minutes journey from the Church
- Ceremony start time is scheduled for 1:00pm
- All formal photographs will be taken at the reception venue ( maybe at the Church after ceremony )
- The reception venue is a 30 minute drive from the Church
- Guests will be called for dinner at 5:30pm
- Speeches will take place before the meal, with four speakers in total
- The first dance is planned for approximately 9:30pm
The Wedding Morning
When planning the morning schedule, I always take into account the ceremony time and the travel time from the bride’s preparation location to the Church.
If you have a videographer using a multi-camera setup, they will typically need to be at the church around 30 minutes before the ceremony to set up equipment and capture establishing shots. This means he must arrive at approximately 12:30pm.
Morning Timeline
- Groom prep: 10:00am – 10:45am
- Bridal prep: 11:00am – 12:30pm
- The videographer must leave for the ceremony setup: 12:20pm.
Groom Preparations
For groom prep, it’s important that all groomsmen are present when I arrive. They should already have their trousers, shirts and shoes ready.
I’ll begin with details shots of the suit and accessories, followed by getting the groom dressed with help from the best man, groomsmen or a parent. Some Groom portraits and we’ll then finish with relaxed group shots, often with a drink, before moving on.
Wedding accessories include items such as your wedding rings, watches, cufflinks, tie/bow tie, perfume and any other accessories you plan to wear or use on the day. I recommend gathering all of these items in one place ahead of time so they are easy to access and can be photographed without any last-minute searching.
Once all the groom’s photos are complete, I’ll travel to the bride’s location to capture her morning preparations.
Bridal Preparations
On arrival at 11:00am, I’ll start by capturing details such as the dress, shoes, jewellery, flowers and invitations. I recommend gathering all of these items in one place ahead of time and keeping these items in the brightest, most clutter-free room available, as this will also be where getting-ready shots take place.
Detail shots usually take around 15 minutes. After that, I’ll capture natural moments as the morning unfolds. Around 11:45am, we’ll gather the bridal party for a champagne shot – ideally with hair and makeup completed by this point.
The bride should aim to be in her dress by 12:00pm. This allows enough time for Bride portraits, photos of the dress and any first-look moments with family or friends, ensuring nothing feels rushed before leaving for the ceremony.
It’s always best to be in your dress a little early, enjoy those final touch-ups and even have a glass of champagne in hand, rather than rushing at the last minute. Starting relaxed means there’s no stress if anything unexpected comes up. Take this time to soak it all in, snap a few fun selfies with your bridesmaids and truly enjoy the magic of your morning!
Bridal Preparation Timeline
- 11:00am – 11:45am: Dress, detail shots and natural getting-ready moments
- 11:45am: Champagne shots
- 12:00pm: Bride in dress
- 12:00pm – 12:30pm (12:20pm Videographer ): Bride portraits and first looks photos
The Ceremony
Traditionally, the bride often arrives a little later, so the ceremony is expected to start around 1:15pm. Depending on the officiant, the ceremony usually lasts about an hour, finishing around 2:15pm. Afterward, you may choose to have a meet and greet with your guests. Depending on the church, your chosen wedding venue and the weather, we might also take family photos at this point, allowing your family to head straight to the venue and begin enjoying the celebrations. The final plan can be confirmed on the day to keep everything running smoothly.
Ceremony Timeline
- 1:00pm: Ceremony
- 2:15pm: Meet and greet guests ( maybe Family photos taken )
- 2:30pm – 2:45pm: Depart for venue
Photos at the Venue
Arrival at the venue is around 3:00pm – 3:15pm.
- Bridal party photos: 10 minutes
- Bride and Groom photos: 20 – 30 minutes
- Family photos: approximately 15 minutes
Once we arrive at the venue, we’ll start with photos of the full bridal party, followed by separate shots of the bridesmaids and groomsmen. After their photos, they’re free to relax and enjoy the drinks reception or help gather family members if this wasn’t done at the Church. While this is happening, we’ll take the bride and groom for their photoshoot around the venue, which usually takes about 30 minutes – a perfect time to capture some beautiful, relaxed moments together.
It’s extremely important to ensure all family members know they will be in the photos and are present on time. Missing people are one of the main reasons family photo sessions run longer than planned. Family sessions can take anywhere from 10 to 30 minutes and longer, depending on the number of people. To keep things running smoothly, it’s very helpful to have bridesmaids and groomsmen with a shot list to gather everyone, as the photographer I won’t always know who is who.
Once photos wrap up around 4:00 – 4:15pm, and with dinner called at 5:30pm, you’ll have about 1.5 hours to enjoy a fun, lively drinks reception – the perfect time to toast, laugh and celebrate with all your friends and family!
That’s a real luxury on a wedding day.
Photos Timeline
- 3:00pm: Bridal party photos
- 3:15pm: Bride and Groom photos
- 3:45pm: Family photos
- 4:00pm: Drinks reception
It’s important to keep in mind that the timing of the photoshoot can sometimes change. This could be due to unexpected interruptions, or of a large venue where you may want photos in multiple locations, which can require walking or driving time. In some venues, couples may want to take pictures inside or outside the area where the drinks reception is held, which may mean these shots happen after the call for dinner or take time to clear particular areas.
Depending on the style of your videographer, they may need extra time for certain shots, such as drone footage or capturing the couple alone. It’s important to plan for this in your wedding timeline to ensure nothing is rushed and all your key moments are beautifully recorded.
For this reason, clear communication with your photographer before the wedding day is essential. I need to understand your priorities so I can plan accordingly and help everything run as smoothly as possible, keeping your Wedding timeline on track.
Drinks Reception
While your guests are relaxed and enjoying the drinks reception, I’ll be working discreetly in the background capturing the atmosphere of your day – natural, candid moments of your guests laughing and mingling, the beauty of your venue, the details of the ballroom before dinner and where possible, stunning drone shots. All of this comes together to tell the full, vibrant story of your wedding day.
Drink Reception Timeline
- 4:00pm – 5:30pm: Capturing candid guest moments and venue details
- 5:30pm – 6:00pm: Call to dinner ballroom
- 6:15pm: Speeches begin
Speeches
Speeches have a significant impact on the evening timeline. Ideally, four speakers at around 10 minutes each works best. Longer speeches can push dinner service back and delay your first dance.
Dinner service typically lasts 2 to 2.5 hours, though timing may vary depending on the number of guests and the speed of service at the venue. Once the meal finishes, the band will need time to set up. If your venue doesn’t have a dedicated stage, the top table will need to be cleared and taken down to create space before the band can begin. It’s important to factor this into your evening wedding timeline, as it can take additional time.
To avoid delays, it’s best to schedule all speeches either before or after the meal, rather than splitting them between both. Splitting speeches can add an extra 10 – 20 minutes before your first dance, so planning ahead helps keep the evening flowing smoothly
- 6:15pm: Speeches begin
- 7:00pm: Speeches finishes and dinner service begin
- 9:00 – 9.40pm: Band setup and preparation for the first dance
First Dance
When speeches run longer than 40 minutes, the evening timeline can quickly slip, and before you know it, your first dance may not happen until 10:30pm or even later. Ideally, you want to be on the dance floor by around 10:00pm – you’ve invested so much into your day and have all your family and friends together, so it’s worth getting the celebrations started as early as possible.
Choosing the right band plays a huge role in this. Some bands are very efficient with setup and timing, while others may take longer, so it’s important to check reviews, recommendations, and discuss your expectations in advance. Be clear about when you want the dancing to begin – it’s your wedding and the schedule should reflect that.
You’ve invested so much into your day — make the most of it!
It’s also worth letting your band know that your photographer and videographer finish at specific times and that capturing your first dance and evening celebrations is important to you. Delays can sometimes result in additional costs for extended coverage, so highlighting this with both your band and venue in advance can help ensure everything runs smoothly on the night.
Full Day Wedding Timeline
- Groom prep: 10:00am – 10:45am
- Bridal prep: 11:00am – 12:30pm (Bride in the dress for 12pm)
- Ceremony: 1:00pm – 2:00pm
- Photos: 3:00pm – 4:00pm
- Drinks reception: 4:00pm – 5:30pm
- Call for dinner: 6:00pm
- Speeches before dinner – ideally four speakers: 6:15pm – 7pm
- First dance: 9:30pm – 10:00pm
Final Thoughts
You invest so much into creating an incredible wedding day – choosing a beautiful venue to enjoy your special moments in stunning surroundings and booking a photographer and videographer to document it all and create memories you’ll cherish for a lifetime. However, without proper planning, wedding timeline and communication, time on the day can easily slip away.
This can mean waiting for family photos while a relative is enjoying a drink at the bar, or missing important moments, such as a first look with your dad, because the videographer needs to leave early to set up at the church after a delayed morning preparations. These situations are common, but they are also avoidable.
Getting into your dress a little earlier allows you to enjoy those final touch-ups, sip a glass of champagne, take a few fun selfies with your bridesmaids and truly soak up the magic of your morning without feeling rushed.
It’s also very important to ensure all family members know they will be included in photos and are ready on time, as this helps keep the day running smoothly.
Speeches play a significant role in the evening wedding timeline. Ideally, four speakers before dinner, each speaking for around 10 minutes, works best. Longer speeches can delay dinner service and push your first dance later into the night.
Choosing the right vendors, maintaining clear communication and setting realistic expectations will help everything flow beautifully. Try not to fit too much into the day, allow breathing space, enjoy the moments and most importantly, relax and take it all in. It’s your day.
Once your wedding timeline is created, sharing it with all vendors allows everyone to work together toward the same goal – ensuring your day runs smoothly and that none of the moments you’ve planned and paid for are missed.
I hope this guide helps you with planning of your wedding timeline and allows you to fully enjoy every moment of your special day.
” It was a pleasure to have Tomas as the photographer for our wedding. He communicated brilliantly before and during the event to make sure everything ran as smoothly as possible and he captured everything exactly as we wanted. On the day he was extremely flexible, helpful and brought a great positive energy. He captured great portraits and also some great candid shots. All of our guests were very complimentary of his work during the day and of the resulting pictures. We highly recommend choosing Tomas as your wedding photographer! Eva and Neil “
