An hour-by-hour wedding day schedule

A schedule to start from, with extra time where it's needed – so you can enjoy the day instead of chasing the clock.

Mikaela & Houssem · 7 min read ·

A good schedule goes unnoticed – it just makes everything flow. A bad one is noticed straight away: the food goes cold, the photographer runs out of time and the speeches overrun. Here's how to build a schedule that holds.

1. Start with the fixed times

Some times you can't change: when the ceremony starts, when the venue opens and when the party has to end. Put them in first and plan the rest around them – ideally backwards, from the end time.

2. An example schedule

Two common set-ups to start from. Change the times and order to suit your day.

EXAMPLE SCHEDULE: Ceremony in a church
  1. Guests arrive at the church Be there half an hour before.
  2. Ceremony About 30–45 minutes.
  3. Congratulations outside the church Rice, hugs and a group photo.
  4. Transport to the reception venue Bus or own car – allow extra time.
  5. Drinks and bubbles Portrait photos for the couple.
  6. Guests take their seats The toastmasters welcome everyone.
  7. Dinner and speeches Starter, main course and dessert with speeches between courses.
  8. Cake and coffee Ideally with a sketch or an act.
  9. First dance Then the dance floor opens.
  10. Late-night food Something salty for those who've been dancing.
  11. Last bus The party ends.
EXAMPLE SCHEDULE: Everything in one place
  1. Guests arrive Welcome drink in the garden.
  2. Ceremony Outdoors, with a rain plan inside.
  3. Congratulations and drinks Bubbles and nibbles.
  4. Portraits and group photos Guests carry on mingling.
  5. Guests take their seats
  6. Dinner and speeches With speeches between courses.
  7. Cake and first dance
  8. The dance floor opens The band or DJ takes over.
  9. Late-night food
  10. The party ends Taxi or transport to the hotels.

3. Build in extra time

  • Allow 15 extra minutes for anything that involves guests moving from one place to another.
  • Leave 20–30 minutes between the ceremony and drinks for congratulations and hugs.
  • Plan the portrait photos during the drinks, so guests aren't kept waiting.
  • Let dinner take longer than you think – with speeches it usually takes three to four hours.

4. Two versions of the schedule

Guests only need to know when to be where. Vendors, toastmasters and witnesses need the detailed schedule – with contacts, phone numbers and what's happening behind the scenes.

5. Who should have the schedule?

  • Photographer and videographer
  • Caterer and venue manager
  • Band or DJ
  • Toastmasters and witnesses
  • The contact person for the day

Send the final version the week before, and have a few printed copies on site. More about the last week in Wedding checklist for the week before.

6. When something goes wrong

Something will run late – that's part of it. Decide in advance who can make the call to move things, so nobody needs to ask you. And remember: guests don't know what the schedule looked like.

Read more