Let's Talk Timelines: How to Plan the Perfect Wedding Day Schedule

Planning your wedding timeline isn’t just a practical exercise, it’s the secret ingredient to a smooth, joyful, and unforgettable celebration. Without a thoughtful plan, couples often find themselves feeling rushed or stressed, missing out on the little moments they’ve dreamed of for so long.

As a professional wedding planner, I help couples design timelines that balance all the key ingredients: meaningful moments, smooth logistics, and space to truly soak in the joy of the day. Here’s my expert guide to building a timeline that works beautifully - so you can relax, be present, and celebrate your love story.

Your Ceremony: Setting the Right Foundation

The time you choose for your ceremony shapes the rhythm of your entire day. My usual recommendation is a 1pm–2pm ceremony, as this gives you a relaxed flow into the afternoon and evening without feeling rushed or leaving large gaps.

But a perfect ceremony time is about more than just the clock:

• Guest travel: Are guests coming from far away? Will they need extra time for travel, parking, or accommodation check-in?

• Venue access: Do you have access to the venue the day before, or only on the day itself? Some venues have strict turnaround times.

• Supplier setup: Your florist, stylist, caterer, and musicians will need time on-site to set up - especially for larger or more intricate designs.

  
  

If you’re planning a two-day wedding or have early access, you gain flexibility. But even if you don’t, an experienced planner ensures the schedule accounts for everything, avoiding last-minute stress. Another aspect to consider is your Bridal Party, and getting ready in the morning. If you do choose to have an earlier ceremony, you will need to factor in an early start or perhaps an additional hair stylist/makeup artist to speed the process in the morning. 

Your Drinks Reception: Capturing Picture Perfect Moments 

The drinks reception is often one of the most relaxed, social parts of the day. It’s when your guests mingle, sip champagne, and you sneak away for portraits.

Here’s what to consider:

• Length: I recommend 1.5–2 hours for your cocktail hour. While some couples want to shorten it, I always caution against this - it can leave the day feeling rushed, especially if there are any natural delays.

• Photography: Group photos are one of the biggest time factors. A good rule of thumb is 10 group shots = 30 minutes. Prioritise the photos that truly matter to you: immediate family, bridal party, and a handful of “must-have” combinations.

• Guest experience: Remember, this time isn’t just for photos, it’s for guests to relax, enjoy drinks and canapés, and settle into the celebration.

  
  

It is important with your team of suppliers that there is a clear, communicated outline to this time to ensure the shots you want are captured and your guests aren’t consistently pulled from enjoying themselves for various photos.

Your Wedding Breakfast: Timing for the Perfect Meal

The wedding breakfast, or reception dinner, is such a pivotal part of the day. It’s where guests come together, toast your love, and enjoy beautiful food and conversation. Getting the timing right here is key to keeping the flow of the day smooth and your guests happy.

For most weddings of up to 150 guests, I recommend allowing around two hours for a three-course meal. If you’re hosting a more intimate gathering of under 60 guests, you can often reduce this slightly to about an hour and a half. Of course, if you’re adding extra courses like an amuse-bouche or a cheese course, it’s important to allow additional time so that the meal feels relaxed rather than rushed.

Another essential element to consider is when to schedule your speeches. Some couples prefer to have speeches before the meal, which allows those speaking to relax and enjoy their dinner afterward without nerves. Others like to end the meal on a high note by having speeches once everyone has finished dining. While it can be tempting to split speeches between courses, I generally advise against this, as it can interrupt the kitchen’s flow and potentially affect the quality of the food - especially when you’re serving delicate dishes like beef wellington, which rely on precise timing.

Evening Celebration: Keeping the Party Flowing

After dinner, you have a few options before the dance floor opens:

• Comfort break: Give guests time to refresh, check in to rooms if they haven’t done so already.

• Golden hour portraits: Slip away for romantic sunset shots, or bridal party photos!

• Cocktail reception: A lovely way to transition into the evening with a drink in hand for all guests. 

Another factor to consider is if you have evening guests arriving, hold off on moments like the cake cutting or first dance until they arrive. This is a great way to make them feel part of the formalities before the evening kicks off.  

The Final Details: Ending on the Right Note

The end of the night is just as important as the beginning. If celebrating at a venue, you will need to be aware of the times of Bar Close and time that all guests need to be offsite if they aren’t staying. If you are having an at Home or Marquee Wedding, think about your end time in relation to the start of your day. I promise you, you will be more tired than you think you will, there is so much adrenaline throughout the day you will end up crashing by the end of the night. 

I would recommend phrasing the end of the evening as carriages, which also serves as a good prompt for guests to consider their transport home. If you are able to have an extended license for bar or music at your venue, make sure this is confirmed before you have your full timeline!

Clear communication with guests ensures everyone knows what to expect - and as your planner, I take care of this behind the scenes so you can focus on enjoying every moment.

Season Matters: Don’t Forget the Light

Your wedding date plays a big role in shaping your timeline. Natural light is one of the most overlooked (but crucial!) factors.

• November–February weddings: Days are shorter, so opt for an earlier ceremony (even 12pm–1pm) to make the most of daylight for photos and outdoor moments.

• Summer weddings: You have more flexibility, but keep in mind that if you’re planning fireworks, you’ll need to wait until late evening when the sky is dark.

Golden hour, that soft, glowing light just before sunset, is also worth building into your timeline for portraits you’ll treasure forever.

Your Timeline, Your Love Story

At the heart of every wedding day is a couple’s unique love story. Your timeline should reflect you. Your vision, your priorities, and the kind of day you want to create.

By having someone by your side to help make these decisions it takes off the pressure of having a ‘perfect’ day. Your day should be a reflection of you and with the right support, it is more than a schedule - it is a framework for a day to be filled with love and laughter and making memories that will last a lifetime. 

If you would like to schedule a consultation to start discussing your plans, don’t hesitate to reach out and start planning today!