Spotlight: Mastering the Wedding Timeline | California Wedding Day
Spotlight: Mastering the Wedding Timeline
Avoid these common timing mistakes to help ensure your wedding day runs smoothly
September 27, 2024
One of the biggest challenges couples and their planners face on their wedding day is managing time. With so many moving parts - from getting ready in the morning to the grand send-off at the end of the night - there are countless opportunities for things to get off track. However, with proper planning, you can create a timeline that ensures a smooth flow, reduces stress and allows you to savor every moment. Here are some of the most common timing mistakes couples make on their big day and how to avoid them.
1. Underestimating Transition Times
“We are all humans and it takes time for people to understand when a shift is happening and move with it (this includes things like restroom breaks or needing a snack or finishing a beverage). Expect that the transition from ceremony to cocktail hour or from cocktail hour to the reception is going to need time itself. You'll need to build in people (the wedding party is great) to help move the group and build in buffers before things that need everyone to be present and ready (photos, speeches, big reveals, etc)” ~ Vijay Goel, 440 Elm
Pro Tip: Build in buffers and have your wedding party assist with moving guests during transitions to ensure everyone is present and ready for key moments like photos, speeches and big reveals.
2. Overlooking Family Photo Timing
“Common timing mistakes that couples make on their wedding day are family photos and the amount of time this will actually take! Schedule extra timing for the family to not feel rushed, and assign a family member to assist with wrangling the family when it comes to family photos. This will make a world of difference!” ~ Brandi Bradford, Brandi Jane Events
Pro Tip: Create a list of family photo combinations ahead of time and share it with your photographer to streamline the process.
3. Squeezing Too Many Activities In
“Couples often get overwhelmed by trying to squeeze too many activities into the wedding day timeline. Many want to maximize their time celebrating and dancing but still attempt to incorporate every traditional element around dinner. With more couples opting to forgo certain traditions, it’s important for them to prioritize the ones that matter most to ensure the timeline flows smoothly and leaves ample time for the "fun" part of the evening.” ~ Kim Spencer, Colette’s Catering & Events
Pro Tip: Discuss which traditions are most meaningful to you with your partner and prioritize those in your timeline, allowing more time for the fun parts of your celebration.
4. Neglecting Personal Breaks
“Your wedding is going to be a swirl of people, emotions, stories, gratitude, experiences. If you let it, it can become mentally and physically uncomfortable to be front and center and "on" for hours. Build in some scheduled breaks for the restroom/ eating/ changing, writing down quick thoughts you want to capture, and times to just take a breath.” ~ Vijay Goel, 440 Elm.
Pro Tip: Schedule short breaks throughout the day, allowing you and your partner to recharge and savor the moments without feeling rushed.
5. Ignoring Hair and Makeup Timing
“Add additional timing for hair and makeup. If this timing is off, it can throw off the entire wedding day timeline!” ~ Brandi Bradford, Brandi Jane Events
Pro Tip: Schedule hair and makeup appointments earlier than you think you’ll need them to account for unexpected delays.
6. Keep the Dance Floor Packed
“If having a packed dance floor is a priority, here are a few best practices to make it happen!” says Tyler Varnell, Saxophone + Piano + DJ/Emcee
Cut your cake before dancing! Especially if you’re serving dessert tableside, inviting guests to dance while also serving them dessert gives mixed signals and creates a slow start on the dance floor. Instead, plan for guests to finish their tableside dessert before dancing starts, or design a fun dessert station that guests can visit throughout the night!
Consider tray-passed snacks over a food truck. Having a unique late-night snack, such as an In-N-Out truck, can be fun, but it may disperse your dance floor for up to an hour. Instead, opt for tray-passed snacks to fuel everyone up and keep all of your favorite people on the dance floor.
Party with the bride & groom. Everyone wants to party with the couple, so plan to hit the dance floor yourselves—especially for the first 30 minutes to get the party started!
Be strategic with dress changes. If you’re envisioning a fun dress change, consider dancing for the first 30 minutes in your wedding gown to get the party started—your photographers will love this too! Then, once you change outfits, coordinate with your band or DJ to create an exciting return to the dance floor in your new dress.
Pro Tip: For an unforgettable reception, surprise your guests with a high-energy entrance onto the dance floor. Plan for the DJ or band to announce you with an upbeat song and, if possible, add fun elements like sparklers, fog machines or confetti cannons to amp up the excitement. This will create a buzz that keeps everyone on their feet and sets the tone for an epic night of dancing and celebration.
7. Failing to Incorporate Checks with Vendors
“A live event is much smoother if the plan is built to adjust to live event things. Putting in milestones for different vendors with go/wait checks allows everyone to adjust the plan as the event unfolds. Coordinating live with headsets against the plan makes everyone look like a seasoned pro and gives guests a seamless experience.” ~ Vijay Goel, 440 Elm
Pro Tip: Schedule regular check-ins with all vendors leading up to and on the day of your wedding to ensure everyone is aligned and ready to adapt to any changes.
8. Timing is Everything, But Don't Let it Steal Your Sparkle!
“Couples often underestimate how long things really take, so build in some buffer time, start early, and make sure your squad (vendors included) is in sync. A little extra planning means more time for fun and less time for freak-outs!” says Murtaza from MKEshoots Photography.
Pro Tip: Use a detailed timeline to communicate expectations with your wedding party and vendors. Sharing this plan with everyone involved ensures everyone knows where they need to be and when, minimizing confusion and helping keep the day on track. A well-informed team will create a smoother experience for you, allowing you to focus on enjoying your special day!
9. Prioritize Key Moments Without Feeling Rushed
“A common timing mistake couples make on their wedding day is not allowing enough time for key moments like portraits or mingling with guests during the cocktail hour. These moments are crucial for both capturing beautiful memories and fully enjoying your wedding day. Rushing through them can lead to stress and missed opportunities to connect with your guests. Additionally, couples often forget to schedule short breaks, which can leave them and their bridal party exhausted before the reception even begins. To ensure a smooth flow throughout the day, it's essential to create a well-structured timeline. This timeline should account for buffer time, prioritize key moments, and include short breaks. By working closely with your vendors and planning ahead, you can avoid these common pitfalls and enjoy a seamless, stress-free celebration.” ~ McKenna Folmar, Events by McKenna
Pro Tip: Be intentional with your time! Whether it’s a quick breather between events or an opportunity to connect with loved ones, every moment on your wedding day should be meaningful and well-cherished. Prioritize what matters most, and plan for it accordingly in your timeline.
10. Plan with the Light in Mind
"There’s nothing like the soft glow of the late afternoon sun to create a magical atmosphere. When designing your timeline, think about the light—schedule portraits or a private moment for sunset, also known as 'golden hour.' It’s a simple trick that makes all the difference, enhancing the mood and adding that natural, warm touch to your day." ~ Anastasia Shevchenko, Sheff Production Photography & Videography
Pro Tip: Golden hour, the brief period just before sunset, is known for its soft, warm light that flatters every skin tone and adds a dreamy quality to your photos. Google what time sunset will occur and coordinate with your photographer to build in extra time for portraits or a quiet moment alone with your partner to capture some of the most gorgeous shots.
11. Give Extra Time for Getting Ready
“Give extra time for getting ready. This is where things can get behind easily, and then become stressful. You want to be in the moment and have a calm start to the day leading up to the walk down the aisle. As a photographer, I also like to take this time to be creative: put the dress on a dress form, create a stunning flatlay, and once the bride is in the dress, I love to capture solo portraits of the bride or the groom once he is ready. If the timeline doesn't allocate this time at the beginning, we miss these opportunities, and it all feels like a blur.” ~ Natacha Jolene, Natacha Jolene Photography
Pro Tip: To ensure a relaxed getting-ready period, consider scheduling an extra 30 minutes to an hour. This buffer allows everyone to enjoy the moment without feeling rushed. Plus, it gives your photographer ample opportunity to capture those precious details and candid moments that make your day uniquely yours.
