TIPS FOR CREATING A WEDDING DAY TIMELINE
designing the perfect wedding day timeline
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WEDDING DAY
TIMELINE FORMULA
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1. Start with the ceremony
TABLE OF CONTENTS:
2. Start your wedding day early
3. Sample Visual Timeline
4. Timeline Formula
5. Portrait Time Breakdown
6. Details to Think About When Creating Your Timeline
7. Planning got you feeling overwhelmed?
8. Walk through a typical wedding day
10.Sample timelines
9. Ceremony time/ position tips
Start with the ceremony
Use the ceremony as your starting point as you create your wedding day timeline. Create a list of everything that happens before the ceremony, such as hair/makeup, getting dressed, and pre-ceremony photos. Then create a list of everything that happens after the ceremony, such as the cocktail hour, dinner, dances, toasts, and cake cutting. Then think about how long each of these activities will take. Now you have a list of everything that needs to take place on the wedding day, and approximately how long they will take. And you can start to plot your wedding day timeline accordingly.
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Start your wedding day early
A lot of brides don’t realize this, but getting ready for the wedding can take a long time! If your hair and makeup is done by a professional artist, It could take anywhere from 90 minutes to two hours. And if your bridesmaids and mothers are also having their hair and makeup professionally done, it could take several more hours for their services. So, make sure to account for this in your wedding day timeline. And if you want to do any pre-ceremony pictures, be sure to add extra time for that. And if you want pre-ceremony photos in multiple locations, add even more time for that. It’s not uncommon for a wedding day timeline to start around 9:00 am for a 5:00 pm wedding ceremony
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SAMPLE TIMELINE
with First Look & ceremony at 6pm
April 27 - Sunset 7:45
(10 hours)
3
Family portraits
Bridal Details
12:45
Groom's Prep
1:30
First Look
3:15
Ceremony
6:00
A Few "Just married!" Portraits
7:00
Reception begins
7:30
Bridal Prep
2:00
Bridal Party Portraits
3:25
6:30
Reception details &
cocktail hour
7:40
The exit
9:45
Well constructed timeline may be the most important thing to minimalize stres on your wedding day
The wedding day timeline is one of the most stressful things to design for your wedding day. How long should you allow for each part of your day? Well I am here to help.
Timeline formula
Of course this isn't a fool-proof method for creating perfect timeline for everyone but it should help give you a starting place! If there is drive time or extra events just fill them in between and move your times around!
4.
FIRST LOOK?
YES
no
Decide ceremony time
Whether or not my couples are sharing a First Look will determine what time their ceremony should be. If they are not sharing a FL then the ceremony can start earlier because we’ll need more time for portraits after the ceremony
5:30
4:00
Ceremony
30 MIN
Bride in hiding
5:00
3:30
30-45 MIN
Work backwards from here
Always add in a 30 minute buffer before ceremony for the bride to go in hiding and also to relax and retouch.
Wedding Party Pics
4:15
2:45
60 MIN
I usually alot for 30-45 minutes for Wedding party portraits. For non-FL weddings, we save full party pics until after ceremony
I schedule in an hour of bride and groom portraits just in case we get behind and because that’s usually the #1 photo priority of my couples
B&G will need to start getting dressed 30-45 minutes before portraits are started. This allows for final touches photos and portriats of just him and her!
I usually arrive an hour and a half prior to getting dressed to shoot details and prep for the day! Hair and makeup should be done by this done and the bride finishing up her hair!
First Look B&G Portraits
3:15
Bride get in Dress
2:30
2:00
30-45 MIN
60-90 MIN
Hair & Makeup done
2:00
1:30
Shoot Details & Prep
1:00
12:30
DETAILS & PREP:
FIRST LOOK & PORTRAITS:
BRIDAL PARTY:
FAMILY FORMALS:
EXTRA PORTRAIT TIME:
Portrait Time Breakdown
1.5 hours
1 hour
30-45 mins
30 mins
As much time as I can get!
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When Creating Your Timeline
DETAILS TO THINK ABOUT
• How many hours did you book your band/DJ and photographer & videographer for?
• Where are you getting ready? At the ceremony site, hotel, home other.
• How many people will be getting hair and makeup done? How long it will take? (talk to your hair and makeup artist)
• Will the ceremony & reception be at the same location?
• If there is more than one location, how will the wedding party get from one location to the other?
• Are you doing a first look? Will you be doing any portraits before the ceremony or after the ceremony?
• How long will your ceremony be?
• Will you be doing any formal family portraits after the ceremony?
• Will you be doing any on location portraits after the ceremony or you going straight to the cocktail hour?
• Will you be having a receiving line after the ceremony?
• Will you be having a cocktail hour before the reception?
• Will you be doing bridal party introductions?
• How will the food be served? Are you having a buffet or a plated meal?
• How many toasts/speeches will you have & how long?
• Will you be cutting you cake? If yes when will it happen before the dinner or after the dinner?
• Will you be doing a first dance? If yes when it will happen? Before the dinner or after the dinner?
• Will you be doing a father-daughter dance & mother-son dance?
• Will you be doing a bouquet toss? Or garter toss?
• Is there a specific time your wedding has to end?
• Will you be hosting an after-party?
To help you get started, here are the types of details you should be thinking about when creating your wedding day timeline:
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Congratulations! You now have a basic timeline to allow for ample time for the portraits that matter to you.
Be sure to add in time for travel if necessary as well as buffer times in 15 minutes increments in case something runs a little behind.
TIMELINE PLANNING GOT YOU FEELING OVERWHELMED?
Trust me, I get it! When I first began photographing weddings and helping my clients figure out their schedules, it was a constant tug-of-war between all the different things that we knew needed to be accomplished that day but couldn’t figure out how. I knew it was absolutely crucial to have everything mapped out, but it took a hot minute to figure out exactly how to do it.
But I’m here to tell you, though it may feel like one of the most daunting tasks of your planning journey, it really doesn’t have to be. This guide should help you tremendously in knowing not just what to plan for, How long to plan for it AND the best way to plan & prepare for beautiful photos. I help every single of my clients one-on-one to figure out a great photo timeline,
Even if you have a wedding planner, I promise you will never regret consulting me to make sure you’re on track for great photo ops (your planner will probably want to do this anyway). The timeline is key to being able to relax and enjoy your wedding experience, rather than having to focus on what we might be forgetting. wish list without making the day feel like a photoshoot! wish list without making the day feel like a photoshoot!
The next few pages are filled with all the most common timeline items and some notes and pointers about them from somebody who’s done this a few times. Ha! I know it’s a lot of information, but I invite you to try to not just skim over it. Look at each item and read carefully and thoughtfully. Print this guide out and make notes all over it! This will make it so much easier when you take the example timeline and modify it to suit your needs, because you understand why things are planned that way and what applies to your specific day.
Your final timeline should be pretty detailed so that there is very little guesswork on your wedding day. The last couple of pages are simple worksheets that should help even more!
And hey when it’s time to figure out your wedding photographer situation, don’t forget to send me an inquiry! I have a ton more helpful tools just like this one to help you because while I don’t pretend to have it all together, I do love doing everything I can to help your day be as kickass as possible.
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Walk through the typical wedding day:
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DETAILS
about 45 minutes - 1 hour
WHAT: Photos of your rings, shoes, perfume & cologne bottle, special items, layflats of your invitations and other paper products, bouquet, boutonnières, gifts, etc.
WHEN: Usually the details are the very first thing I photograph, so this will be the first item on the timeline. (Usually the florals should be delivered before this so they can be included in the details!)
WHERE: Bride’s getting ready location.
PREPARATION: Place all your detail items in a bag or box (your fiancé’s too) and have them ready for me when I arrive. I will send a list of items to remember before the wedding!
NOTE: A good photographer will make anywhere work, but when you’re choosing where to get ready remember that choosing a place with good natural light and ample space to spread out will make the most fab photos!
BRIDE & GROOM PREP
about 30 minutes - 1 hour
WHAT: Photos of hair and makeup, hanging out with wedding party, champagne popping, bourbon toasts, groom getting dressed, etc.
WHEN: This is generally the second thing I do, right after details. Ideally beginning with the girls about halfway through the bride’s makeup!
WHERE: Bride’s getting ready location. If your fiancé is getting ready at the same location, we’ll almost always do groom prep too. If he’s at a different location, we’ll discuss whether or not we’ll have the time/ ability to go to him as we finalize your timeline together!
PREPARATION: While I’m photographing details, I’ll ask for the getting ready are to be cleaned up just a bit (i.e. tossing trash that’s laying around & straightening up bags). If we’re photographing the guys too, the same will apply to their getting ready space.
NOTE: Same as with details, choosing a place with ample natural light will make the most rad getting ready photos. Some venues really struggle in this area, so consider finding a cute AirBNB or hotel suite if possible!
** FOR THE GUYS: If we are photographing the guys getting ready, the groom and his fellas should all be done showering, shaving, doing their hair and dressed to pants, socks and shirts by the time their prep photo time is scheduled to begin. The groom especially should wait on vest, tie, cuff links, shoes, watch, etc until the photographer has arrived. Photographing the groom’s prep will take about 15-20 minutes.
BRIDE GETTING DRESSED
about 20 - 30 minutes
WHAT: Bride putting on her dress, jewelry, garter, shoes and veil.
WHEN: After everybody’s hair and makeup is done, but not too early in the day! We’ll base this on later events like first look, bridal portraits or bridal party photos.
WHERE: Bride’s getting ready location. Ideally in a space near natural light, with a clean background. Sometimes we do venture outside the bridal suite to find a great spot, if it’s practical at the location!
PREPARATION: Your mom (or whoever is helping you get your dress on) and your bridesmaids should be dressed and ready by the time you put your dress on.
NOTE: Allowing 30 minutes to put your dress on may seem like overkill, but if we run into any issues you’ll be so glad there was a little time. If everything runs smooth and quick, we’ll just be ahead of schedule! (P.S. You may also want to add “bridesmaids first look” or “dad first look” right after this on the time- line, which would each take about 10 minutes.)
GIFTS/LETTERS
WHAT: Gifts between bride and groom or to parents.
WHEN: After the persons involved are dressed and ready (including moms & dads). If the bride and groom want to give each other gifts in person, this obviously must be after the first look.
WHERE: Usually at the getting ready location, but can also take place at the venue. This is quite flexible.
PREPARATION: If possible, use a gift bag and tissue paper (rather than wrapping paper & tape) so I can sneak meaningful gifts into the details photos earlier in the day and put them back into their packaging!
NOTE: If you’re not doing a first look (or just don’t want to give these in person), appoint a brides- maid and groomsman to be the gift deliverers.
about 10 - 15 minutes each
FIRST LOOK
WHAT: Bride & groom seeing each other for the first time before the ceremony takes place (or an alternative that may go here in the timeline is holding hands around a door, blindfolding the groom for a prayer together, first look with dad, etc.)
WHEN: Usually as early in the day as possible, at least 3 hours before the ceremony.
WHERE: Usually at the venue, but really anywhere that is pretty and shaded. Large porches, gardens,
under large, full trees, etc all work great.
PREPARATION: Florals delivered by the time this is happening, & the groom’s boutonnière pinned on.
NOTE: There really is more to this decision than just tradition (as hard as I know that is to hear), and while it is definitely your choice, I strongly believe you need to see all sides before deciding. You need to know what you might be sacrificing - like natural light Bride & Groom portraits - especially in the Winter months. Read the factors below; this decision can make a big difference in your timeline!
about 15 - 30 minutes
The first look decision:
Guest wait time: Without a first look, after the ceremony we’ll have to do Family Photos, Bridal Party photos, and your Bride & Groom portraits before you enter the reception. This usually takes about two hours, which can be a little long to make your guests wait at cocktail hour. With a first look we’ll generally get all these photos done before the ceremony and you can go almost directly from your ceremony to your reception (with the exception of things like grabbing a few photos with the grandmas that couldn’t be there earlier or a photo with the officiant, etc).
Light: If your wedding is in a month when sunset is much earlier, you should heavily consider a first look unless your ceremony is early in the day (like 3pm). Why? If the sunset on your wedding day is at 6pm and your ceremony is at 5pm, skipping the first look means that after the ceremony we only will have 30-45 minutes of sunlight to do all your family photos, bridal party photos, & bride and groom portraits (which is really about 2 hours worth of work).
Now, I can shoot these things with flash after sunset. But if you are in love with my natural light style, portraits after dark with flash will not be what you’re hoping for.
INDIVIDUAL PORTRAITS
WHAT: Photos of just the bride and just the groom separately.
WHEN: As soon as each person is completely ready.
WHERE: Usually at the venue, but really anywhere that is pretty and shaded. Large porches, gardens, under large, full trees, etc all work great.
PREPARATION: Your florals should be delivered by the time this is happening, groom’s boutonnière pinned on.
NOTE: This can be done before or after a first look, but I generally recommend before the first look if time allows so you’re fresh!
about 15 - 20 minutes
COUPLES PORTRAITS
WHAT: Couples portraits.
WHEN: First look - immediately after first look
No first look - immediately after bridal party photos after ceremony
WHERE: Usually at the venue, but traveling off-site is great if desired and if time allows.
PREPARATION: Your florals should be delivered by the time this is happening, groom’s boutonnière pinned on.
NOTE: This can be done before or after a first look, but I generally recommend before the first look if time allows so you’re fresh!
about 30-45 minutes
WEDDING PARTY
WHAT: Group shots of bride, groom, bridesmaids, groomsmen, & other wedding attendants.
WHEN: First look - immediately after B&G portraits
No first look - immediately after family photos after ceremony (guys and girls separate group photos earlier in the day, if possible)
WHERE: Usually at the venue, but traveling off-site is great if desired and if time allows.
PREPARATION: The groomsmen’s boutonnières should be pinned by this time.
NOTE: If you’re not doing a first look and time allows, we can plan to do the bride(smaid)/groom(smen) photos separately before the ceremony to save us a little time after the ceremony. Then all we’ll have to do is take the big group shots with everybody!
bride: about 30 minutes - 1 hour
FAMILY PORTRAITS
WHAT: Group photos of close & important family members.
WHEN: First look - at least two hours before ceremony
No first look - immediately after ceremony
WHERE: Usually at the ceremony venue.
PREPARATION: Send me a detailed list of the family groupings you’d like (I’ll send a questionnaire to
help) and appoint a person who is familiar with their side of the family to help me corral!
NOTE: If you’re doing a first look, we’ll try to wait as late in the day as possible (while still allowing you to “hide” an hour before the ceremony begins) so everybody in the family has the most time possible to get ready and get there. If there’s no first look, we’ll do them as quickly as possible after the ceremony so they can move on to the reception. Especially for the sake of the grandmas, grandpas and kids!
3-5 mins per grouping, average about 40 mins
CEREMONY DETAILS
WHAT: Photos of the inside and sometimes outside of the ceremony venue, details of altar, aisle, arch, guestbook table, floral arrangements and other ceremony decor.
WHEN: At least an hour before the ceremony starts, before guests start arriving.
PREPARATION: The ceremony space must be finished being set up by the time this is happening.
NOTE: Guests can start arriving as early as an hour before the ceremony begins, and we want to be sure to get photos of the space without anybody in it. Work with your planner/vendors to find out what time is reasonable for the space to be done and plan accordingly!
about 20 - 30 minutes
RECEPTION DETAILS
WHAT: Photos of the inside and sometimes outside of the reception venue, table arrangements, cakes, florals, food, bar, gift table, and other reception decor.
WHEN: Before guests enter the space, ideally before the ceremony.
WHERE: Reception venue.
NOTE: Guests can start arriving as early as an hour before the ceremony begins, and we want to be sure to get photos of the space without anybody in it. Work with your planner/vendors to find out what time is reasonable for the space to be done and plan accordingly!
about 20 - 30 minutes
PREPARATION: The reception space must be finished being set up by the time this is happening.
GOLDEN HOUR PORTRAITS
WHAT: Couples portraits during the best glowy golden light of the day!
WHEN: The last hour of the day before sunset.
WHERE: Usually at the venue, but traveling off-site is great if desired and if time allows.
NOTE: Check sunset time on your wedding day and schedule these portraits about 45 minutes before sunset. In the months with longer days, this will likely mean you’ll be sneaking out of the reception for a little bit but I promise, nobody will even notice (and it will be worth it)!
about 15 - 30 minutes
Oh and one other thing, some venues that are in valleys or otherwise blocked from seeing much sunset/horizon may actually have ideal light before golden hour technically starts. Check with me about this and we’ll work together to figure out when would be best to put this on the timeline (and maybe be a little flexible on the day of)!
RECEPTION
WHAT: Party time! Common reception events & approximate durations are:
WHEN: Usually after the ceremony (but we're seeing intriguing "reverse weddings" trend)!
PREPARATION: Make sure to talk to your caterer about feeding your vendors, and talk to your DJ for the best advice for how to run the reception!
• Dinner: do you want to eat in private before you enter the reception (meaning your vendors will eat before you enter too)?
• Do you want to do a faux formal exit before your reception actually ends? (More about this in the next section)
NOTE: Most of the time your DJ will help you make a separate reception timeline (and I’m flexible to follow whatever he thinks is best during this time). But a couple things to think about for the timeline’s sake are:
usually 3 hours+
Here are some of the usual reception events and how long they take, on average!
• Formal introduction (5 min)
• Dad/daughter dance (5 min)
• Dinner (45 min - 1 hour)
• Dancing (1 hour+)
• Bouquet/garter toss (5-10 min)
• Couples first dance (5 min)
• Mom/son dance (5 min)
• Toasts (10-30 min)
• Golden hour portrait session (30 min)
• Private last dance (5 min)
FORMAL EXIT
WHAT: Sparklers, petals, confetti, bird seed, bubbles, streamers, ribbons, lanterns, balloons, cell phone flashlights, etc.
WHEN: Usually after the ceremony (but we're seeing intriguing "reverse weddings" trend)!
WHERE: Outside the reception venue, along a sidewalk or street to the getaway car, across a field, etc.
NOTE: There are a lot of reasons to love faux exits, and they’re pretty popular. But its your choice, and I want you to have a good idea of your options! So in true Gilmore Girls style, behold my pro/con list:
about 15 - 20 minutes
PREPARATION: If you’re doing sparklers, make sure you get smokeless sparklers (sometimes called “wedding sparklers”) and don’t forget to have plenty of grill lighters (the long ones) on hand (and a bucket for used sparklers to be deposited in)!
Pros of doing a faux formal exit:
You’ll have more people there to participate, since a lot of your older guests and guests with kids will start to trickle out sometime after the cake and toasts, before the reception ends.
Non-glowy exit items like petals, confetti, etc will look the most amazing if we do them while we still have a little sunlight left. And for that matter, sparklers also look gorgeous right at dusk with some light left in the sky!
The formal exit can indicate the end of photo coverage (though it definitely doesn’t have to), so I can arrive earlier in the day if I’m leaving before the end of your reception. That means more time for things like getting ready photos and portraits.
1. Some of your guests will leave after the faux exit, no matter when it is. That can definitely effect the energy of the reception after the exit, but if you have a group of really fun friends and family that you know will stay this might not be an issue!
2. You won’t have an official marker of the end of the reception like you would if you did the exit as your real exit (like, get in your car and drive away)!
Cons of doing a faux formal exit:
REMEMBER: TRAVEL TIME
As you’re building your timeline, don’t forget about the travel time between your locations!! The times I’ve listed in each section apply to actual shooting time.
Regarding: Extra time
If you find yourself with extra time, DO NOT try to fill it. I promise you’ll be glad to have some unassigned buffer time, just in case!
BONUS: CEREMONY TIME/POSITION TIPS
Time of day: Depending on the time of the year, sunset may be anywhere from 5pm to 8:30pm and
the position of the sun will play a big part in the softness or harshness of the lighting. The best light is generally in the last 2 hours of the day (weather permitting, of course) which may or may not be feasible for a ceremony time for your date. But just keep in mind that the later in the day you schedule it, the softer the light will be.
Direction of your ceremony: If you have the option to face your ceremony a certain way, try to position it in such a way that will put the sun behind the altar/arch. If I’m standing at the back of the aisle taking photos of you guys at the altar, it’s best if the sun is somewhere in the 30-60 degree range from my position on either the left or the right side. This way, the side of your faces that my camera can see will be in the shade, instead of a situation where one of your faces is brightly lit and the other isn’t!
If you’ve already chosen your ceremony time and you’re locked in, don’t worry! Pro wedding photogra- phers are super used to working with established ceremony times and everything will be just fine. But if you haven’t sent your invitations out yet, you still have time to consider a couple things for your plan- ning! As with everything else, reach out to me for help if needed. I can tell you where the sun will be!
1. First Look or No First Look:
If you’re not doing a first look, remember that your family photos, wedding party photos and couples portraits will have to be done after the ceremony (and ideally before sunset, to take advantage of my usual natural light style). What time is sunset on your wedding day? If your ceremony is too late, we’ll end up shooting in the dark using flash!
2. If you’re planning an outdoor ceremony:
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SAMPLE TIMELINES
Summer Wedding: July 27th | Sunset 8:15pm
Timeline 1:
they should be dressed to pants/shirt/socks by now
bridesmaids & dress helpers should be fully dressed & ready by now
first look means these 3 things are all done before the ceremony
EACH TIMELINE IS BASED ON 10 HOURS OF PHOTOGRAPHY COVERAGE
first look
Timeline 2:
10:30 - Photographer arrives
10:30 - Bridal details photos
11:30 - Guys getting ready photos
12:30 - Bride getting ready photos
2:00 - Ceremony!
3:30 - Formal family photos
4:15 - Wedding party portraits
5:00 - Bride + Groom portraits
5:00 - Cocktail hour
6:00 - Dinner
7:45 - Couple's golden hour portraits
7:45 - First dance, special dances
7:45- Dance floor opened
8:00 - Bouquet/garter toss
8:15 - Sunset
8:15- Sparkler Exit
8:30 - Photographer's coverage ends
they should be dressed to pants/shirt/socks by now
bridesmaids & dress helpers should be fully dressed & ready by now
no first look means these 3 things are done after the ceremony as guests wait
no first look
11:45am - Photographer arrives
11:45am - Bridal detail photos
11:45am - Guys getting ready photos
12:30pm - Bride getting ready photos
1:00pm - First look
1:45pm - Bride + Groom portraits
2:30pm - Wedding party portraits
3:00pm - Formal family photos
5:00pm - Ceremony!
5:30pm - Ceremony portraits
6:00pm - Cocktail hour
7:00pm - Dinner
8:15pm - Sunset
8:30pm - First dance, special dances
8:45pm - Dance floor opened
9:15pm- Bouquet/garter toss
9:30pm - Sparkler Exit
9:45pm - Photographer's coverage ends
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Winter Wedding: November 4th | Sunset 4:40pm
Timeline 3:
they should be dressed to pants/shirt/socks by now
bridesmaids & dress helpers should be fully dressed & ready by now
first look means these 3 things are all done before the ceremony
first look
Timeline 4:
11:00 - Photographer arrives
11:45 - Bridal detail photos
11:45 - Groom getting ready photos
12:45 - Bride getting ready photos
2:00 - Ceremony!
3:00 - Formal family photos
3:30 - Wedding party portraits
4:15 - Bride + Groom portraits
5:00 - Cocktail hour
6:00 - Dinner
7:30 - First dance, special dances
7:45 - Dance floor opened
8:30- Bouquet/garter toss
8:45- Sparkler Exit
9:00 - Photographer's coverage ends
they should be dressed to pants/shirt/socks by now
bridesmaids & dress helpers should be fully dressed & ready by now
no first look means these 3 things are done after the ceremony as guests wait
no first look
11:00 - Photographer arrives
11:00 - Bridal detail photos
11:45 - Guys getting ready photos
12:15 - Bride getting ready photos
1:00- First look
1:15- Bride + Groom portraits
2:00 - Wedding party portraits
2:30 - Formal family photos
4:00 - Ceremony!
4:40 - Sunset
4:30 - Ceremony portraits
5:00 - Cocktail hour
6:00 - Dinner
7:30 - First dance, special dances
7:45- Dance floor opened
8:30- Bouquet/garter toss
8:45- Sparkler Exit
9:00 - Photographer's coverage ends
Check out our article about How To Manage The Timeline For Your Wedding Day in Lakeshore in Love article here
Est. 2013 | © 2020 Bozena Voytko Photography
Chicago + Suburbs + Illinois + Wisconsin
Est. 2013 | © 2023 Bozena Voytko Photography | Chicago + Suburbs + Illinois + Wisconsin
Wedding & branding Photographer in Chicago, IL
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