Planning your wedding is exciting. We believe a well crafted timeline is the secret to a calm day, one where you get to be present for every moment. Here is how we build that timeline with you.
Our coordinators are here to help every step of the way, making the planning process as enjoyable as the day itself.
Gathering essential information
First, we gather all the necessary details. Compile contact information for your immediate family, wedding party and all vendors, including a company name and a personal contact for each. Having everyone's information on hand keeps communication and coordination smooth.
If your wedding involves multiple locations, such as off-site hair and makeup, note down all the addresses and calculate travel time between each site.
We believe a well crafted timeline is the secret to a calm day, one where you get to be present for every moment.
Processional and reception flow
Next we talk through the order of your processional and the key events you want in your reception. This helps us see the shape of your day and make sure your must have moments are timed well. Take your time deciding what matters most to you, and we will help bring it to life.
Working with your vendors
Next, we connect with your vendors to confirm arrival and departure times. Their experience is valuable in building a realistic timeline. Here is what we typically cover.
- Hair and makeup. Determine how many people need these services and schedule enough time. Decide whether they will happen at the farm or off site, and make sure there is enough early access if needed.
- Rental company. Confirm delivery and pickup times for rented items. Ask about flexible pickup, since next day pickup may be possible.
- Church coordinator. If your ceremony is at a church, we coordinate with the church coordinator on the rules and division of labor.
- Wedding officiant. Coordinate the ceremony's timing and details, including vows, readings, music or symbolic ceremonies. Your officiant can help estimate the ceremony's length.
- Photographer and videographer. Start by confirming how many hours are in their contract. They will advise when everyone needs to be dressed and ready, and build a shot list with you. From that list they can tell you whether everything fits into cocktail hour, or whether you should take pictures before the ceremony or schedule a shoot during the reception. Ask them about sunset pictures too, and how to fit that into your timeline.
- DJ. Give a detailed list of how you want the reception to flow, including the bouquet toss, cake cutting and any special dances. The DJ runs the show during the reception, so the more they know, the better the timeframes they can give you. Your coordinator works with them to keep everything on schedule.
- Florist. Confirm delivery and setup times so flowers are ready in time for pictures, and tables and linens are ready. Ask whether the florist needs to return at the end of the night.
- Baker. Schedule delivery of your wedding cake, and confirm the venue has refrigerated storage if needed.
- Caterer and bartender. Confirm the timing for food and drink service, for both cocktail hour and dinner.
Average duration times
Use these average times to structure your day.
- Rehearsal: 30 to 60 minutes
- Setup: 2 to 4 hours
- Ceremony: 15 to 60 minutes
- Cocktail hour: no more than 60 minutes
- Formal pictures: 1 hour
- Reception: 4 hours
- Average dancing duration: 1.25 hours
- Dinner service for 100 to 125 guests: buffet 1.25 hours, plated 1 hour, food truck 1.5 to 2 hours
- Tear down: 1 to 2 hours
A sample timeline
With this information, draft your timeline. Remember to pad in extra time to allow for delays. Here is an example of what your day might look like.
- 8:00 AM: bridal party arrives and begins preparations.
- 8:30 AM: groom's party arrives and begins preparations.
- 10:00 AM: photographer arrives to capture preparation moments.
- 11:00 AM: first look and couple's portraits.
- 1:00 PM: guests start arriving.
- 1:30 PM: ceremony begins.
- 2:00 PM: cocktail hour and family photos.
- 3:00 PM: reception begins in the open-air barn.
- 3:30 PM: dinner and toasts.
- 5:00 PM: dancing and celebration.
- 7:00 PM: cake cutting and bouquet toss.
- 8:30 PM: grand exit.
Share your timeline
Make sure everyone involved in your wedding gets a copy of the timeline. It keeps everyone informed and helps the day run smoothly.
As you build your timeline, we are here to help at every step. Our team coordinates with vendors and keeps the day on track. Ready to start planning your wedding at All 4 One Farms? Contact us to learn more and schedule a tour. We cannot wait to help you create a day that you and your guests will remember.