How Do I Build a Wedding Timeline?

Photo by: Anna Zajac

As expert Wedding Planners in Chicago, we know how to structure out a wedding day. Truthfully, there are a lot of nitty-gritty details you need to think about when constructing your timeline. Sometimes, it can feel a little bit like piecing a puzzle together. When you book our event planning services, we make sure to create an ideal wedding timeline together; we make sure it’s something you approve of, so we can handle all the logistics. That being said, you might be wondering why we time things out a specific way, or you’re attempting to structure your own. Which ever option, here are a few important things to think about when forming a solid Wedding Timeline:

Photo by: Alisha Tova

Beauty Services

If you booked beauty services, then they are most likely the first thing to occur on your wedding day. You want to make sure everyone is looking their best before photos, and the ceremony. The time beauty services start depends entirely on the number of artists, and the number of people getting the service done. Luckily, creating a beauty timeline is a bit of a collaborative process with the beauty team. You notify them when everyone needs to be ready, and they will generally let you know a good starting time, and order of services. If you have a wedding planner, they will also help make sure everything is running on time.

Food

It’s important to eat and stay hydrated on your wedding day! You can easily get distracted, or emotions run high, and you miss out on some required nutrients and energy. You want to make sure that you, and everyone getting ready has breakfast, and depending on the time of your ceremony, lunch as well! We recommend keeping things simple and ordering a bulk breakfast and lunch order (they can be from two separate locations). You can get a box of catered goods, or collect everyone’s individual order. Typically, a good time for delivery is during the beauty services. Your planner, or a wedding party member can pick up the delivery without disrupting the beauty services. Remember to also give everyone enough time to actually eat the food too.

Venue

Photo: Madi Ellis

Venue

Your venue will typically charge you for an event package of 8-10 hours, or they will just have an hourly fee. Usually in the venue’s contract they will the absolute earliest and latest times vendors can be in the space (it’s usually an hour or 2 after the actual event). Make sure you know that window, as not only will that help you time the events throughout your wedding day, but that will determine when vendors can start setting up, or when certain things like your cake can be delievered. You want to make sure you give your design team enough time to set up. Don’t ever be afraid to ask your vendors the amount of time they need, and to ask your venue if they can potentially open earlier.

Photographer/Cinematographer

When you book your photographer and videographer, they typically come with packages of a select number of hours. You want to piece together what chunk of your wedding you want them to be present for. For example if you booked for 8 hours, they most likely won’t be with you the entire day, so you will need to decide if you want them to focus a bit more on getting ready, or possibly stay a bit later to capture some dance floor magic. You should also give them a shot list so they know what to capture. For sake of ease, you can put this in your timeline for them. Should you desire to have them for a longer chunk of time, you can of course ask about extending the number of hours. If you want to have photos of important items, then usually your photographer can take some flat lay photos—photos of your rings, some florals, and your wedding invites.

Personals

Don’t forget that if you have bouquets, or boutonnieres they typically need to get to YOU the couple vs. the venue. This is mostly so your photographer can take some photos of them, and so you can have them for any first looks. You will need to chat with your floral team on a good time. Typically it will be on their way to the venue, and while you’re getting ready.

First look

Are you having a first look? How long? Where? When? You need to make sure the answers to those questions are in your timeline. If you are having first looks, it’s something your photographer, your beauty team, and potentially venue need to be aware of. If you are having your first look photos at a different location, you also then need to consider transportation, and the time it will take to transport there and back.

Cocktail Hour

If you want a cocktail hour, then you need to make sure to schedule it around your ceremony and reception times. You need to make sure your venue and catering team are aware. We also always recommend at least 15min of alone time between you and your partner after the ceremony. Take a breather, enjoy a cocktail and some snacks, and celebrate the moment that you just got married!

Music/Dances

When do you want music to start? What music do you want to play. Luckily most DJs will have a questionnaire for you to fill out, but you need to make sure you know what music you want to play. You will also need to know when you want your DJ, or band to start playing, stop playing, and much like the other vendors, you want to make sure they have time to set up as well. You also will want to consider when you want your special dances to begin. This is important for the DJ to know. You don’t want to the DJ to start before you’re ready, or while your parental figure is in the restroom. You also want to make sure your photo/video team are ready so they can capture every moment

(Simple) Example Wedding Timeline:

  • 8:00AM Beauty team start services

  • 10:00AM Breakfast/Lunch is delivered

  • 11:30AM Personals are dropped off at hotel

  • 12:00PM Couple starts getting dressed

  • 12:00PM Photographer arrives

  • 1:00PM Cinematographer arrives

  • 1:10PM First looks

  • 1:30-4:00PM Photos around town

  • 2:30PM Venue open for set up

  • 2:30PM Floral team arrives for set up

  • 3:30PM DJ arrives for set up

  • 4:00PM Family portraits at venue

  • 5:00PM Guests Arrive

  • 5:30PM-6:00PM Ceremony

  • 6:00PM-7:00PM Cocktail Hour

  • 7:00PM Dinner Starts

  • 8:25PM First Couple Dance

  • 8:30PM Parent Dances

  • 8:40PM Dance floor is open!

  • 9:00PM Cinematographer leaves

  • 10:00PM Photographer leaves

  • 12:00AM EVENT ENDS

  • 1:00AM Tear down complete

General Tips

  • Always grab a contact number from your vendors so you can make sure to contact them if they are running late.

  • Send your wedding party a general timeline with important moments they need to be aware of (beauty, photos, ceremony start time, etc.)

  • You can add your packing list, or items you need people to bring on the timeline.

DO YOU HAVE A BOLD VISION FOR YOUR WEDDING?

Fierce Productions is a Chicago based event planning company specializing in curating unique, bold, non-traditional weddings and events. Our talented team of professionals can handle all of your event needs including planning and coordination, design and styling, vendor and talent management, fundraising, marketing support and beyond - get in touch to learn more!

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