How to Create a Wedding Day Timeline That Actually Works (sample timeline too!)
Because a well-planned wedding day feels like magic—not madness.
Planning your wedding day timeline is so much more than just figuring out when to walk down the aisle. It's about designing a flow that keeps the energy up, keeps everyone on time, and keeps you feeling calm, present, and ready to soak in every unforgettable moment.
At Hansen Weddings and Events, I’ve seen it all: weddings that run like clockwork and those where no one knows where the groom is (spoiler: he was at the taco truck). A smart timeline is the difference between stress and serenity. Here’s how to build one that actually works—whether you're planning solo or with a pro by your side.
Why a Wedding Day Timeline Matters (A Lot)
Without one, even the most beautiful wedding can feel chaotic.
With one, everything runs smoother—photos, dinner, speeches, and even bathroom breaks.
Your timeline:
Keeps vendors on the same page
Reduces stress for you and your guests
Makes space for real moments (not just logistics)
Helps you stay present—not panicked
Step 1: Start With the Ceremony Time
This is the anchor of your entire day. Everything before it is “prep,” and everything after is “celebration.”
From there, work backward and forward:
Backward: What time do hair and makeup need to start?
Forward: When does dinner, toasts, dancing, etc., begin?
Pro Tip: If your invite says 4:00 PM, expect the ceremony to actually begin at 4:15 PM. Guests always trickle in.
Step 2: Map Out the Morning Prep
This includes hair, makeup, breakfast, getting dressed, first look, and any getting-ready photos.
Suggested buffer times:
Hair & makeup: 1 hour per person
Photographer arrival: 30–45 mins before you're fully dressed
First look (if you’re doing one): 15–30 mins
Travel between locations (if any): Add padding!
Pro Tip: Always plan to be ready at least 30 minutes before the ceremony. This gives you breathing room.
Step 3: Schedule Photo Sessions
Photos can take up a surprisingly big chunk of time, especially if you want a first look, family portraits, and golden hour shots.
Typical blocks:
First look + couple portraits: 30–45 mins
Wedding party: 30 mins
Family formals: 30 mins
Sunset/golden hour: 15–20 mins (sometime during dinner or right after)
Pro Tip: Give your photographer a detailed shot list for family photos. It'll save you SO much time.
Step 4: Reception Flow Essentials
Once the ceremony ends, things should feel natural but intentional. Here’s a basic order that works for most weddings:
Cocktail Hour (if doing first look, you can join it!)
Reception Entrance
First Dance (or welcome toast)
Dinner Service Begins
Toasts (after salads or during dinner)
Parent Dances
Open Dancing Begins
Cake Cutting / Dessert
Late-Night Snacks or Grand Exit
Pro Tip: Coordinate the music + lighting cues with your DJ and planner so transitions feel seamless.
Step 5: Build in Buffer Time (Seriously)
Buffer time is your best friend. Things will run behind at some point—so plan for it!
Examples:
Add 15 minutes between major events
Don’t schedule every minute of the day
Leave room to breathe, touch up, or sneak away with your partner
Pro Tip: Use phrases like “Approximate Time” in your family/bridal party versions of the timeline. It takes the pressure off.
Sample Wedding Day Timeline (4:00 PM Ceremony Example)
Time Event 9:00 AM Hair & makeup begins 12:00 PM Photographer arrives (details + prep) 1:30 PM Bride gets into dress 2:00 PM First look + couple portraits 2:45 PM Wedding party photos 3:30 PM Family photos 4:00 PM Ceremony begins 4:30 PM Ceremony ends + cocktail hour 5:30 PM Reception entrance + first dance 6:00 PM Dinner service begins 6:30 PM Toasts begin 7:00 PM Parent dances 7:15 PM Open dancing begins 8:00 PM Cake cutting 9:30 PM Grand exit / late-night snacks
Adjust depending on your ceremony time, dinner style (buffet vs. plated), or traditions!
Final Tips From a Pro Planner
Send a copy to your VIPs and vendors. Don’t assume they’ll know where to be!
Print extras or have digital versions handy. Your planner (or a reliable bridesmaid) can help keep things on track.
Stick to the structure, but stay flexible. The timeline keeps the day flowing, but the moments are what matter most.
Need Help With Your Timeline?
Whether you’re planning every detail yourself or just need a polished plan for the day-of, I can help.
At Hansen Weddings and Events, I create custom wedding timelines that make your day stress-free and beautifully organized. Let’s make your dream day feel effortless.
Book your consultation today and let’s build a timeline that works—for you.