Wedding Day Timeline - Advice From A Wedding Photographer
Wedding Timelines and Wedding Planning can be a nightmare in general. We recommend keeping everything simple and advise not to cram too many activities into your wedding day.
As a photographer we help with wedding timelines for couples who did not hire a wedding planner. As wedding photographers, clients often ask for our input and we are more than happy to help!.
We can help with wedding timelines. However, we recommend hiring a wedding planner. Wedding planners offer expertise and value to couples as a vendor. Wedding planners will ensure the timeline followed as photographers like me seem to push their limits sometimes.
Here are some detailed tips on how to keep your wedding flowing without making your whole day about your photography.
Where do we start when building a wedding timeline?
Most couples start with a discussion about what time of the year they wish tie the knot in. When picking a location and season. you will need to consider how the time of year will affect the possible weather and sunset times.
Picking the right time of year will affect what weather you will expect. Wind, rain or extreme heats are possible in most parts or Western Australia. In a Perth summer we experience high temperatures and likely winds near coastal areas after 3pm (Freo Doctor). In winter there's a possibility of rain or bone chilling temperatures for more inland wedding venues.
In summer, sunset times can be as late as 7:30pm and in winter as early as 5:30pm. Golden hour or sunset photography will only happen at venues that make the effort to work with you to make time. Great wedding venues are aware of their sunset timing. They will assist you with organising meal times to capture sunset photos or bask in the golden hour light.
Ceremony and meal times are difficult to change once set. Make sure you put thought into this and rely on your venues coordinators professional opinion for the best timings.
How to plan the start time of your wedding ceremony:
In most cases the venue will have set times that are in your best interest to follow. The venue may have set times that are popular with couples, depending on the season and location. This can be a good starting point for planning. I suggest having a 2.5 hour gap between the end of your ceremony and reception grand entrance.
After your ceremony, there will be a 15-20 minute window for guests to come up and congratulate you. This is especially for those who didn't see you before the ceremony or haven't seen you in a while. After getting hugs, kisses, and handshakes, many couples take a group photo with all the wedding guests while they are all together.
Taking a group photo can be time-consuming. This is because some people may need to take a break to use the restroom or get a drink. This can add 10 minutes to the process.
We will take family photos next. It usually takes 20-45 minutes, depending on how many guests there are. I have experience as a wedding photographer. This time taking photos can be stressful, but try to relax and enjoy the moment.
Pro Tip: (Family photos may not seem important, but they become very valuable when family members pass away. These are the photos your parents will print and display on their dresser.)
After your congratulations, group photo and the family portraits. You will have roughly 90 minutes left for intimate portraits with your wedding party and your partner. While 90 minutes seems like a lot of time taking photos with just a handful of people it can go by so fast.
At most weddings the intimate portraits section is the buffer for when the ceremony starts late or runs over time. If everything goes well, take the chance to relax with your wedding party and take a break from hosting duties. At this time of day, you and your partner would have been apart in the morning and had limited time alone if any.
Factoring things like travel if needed and a rest break or 2. You will find 90 minutes is a short time for the photos you will most likely print for your wall or for your wedding album. Professional photographers typically only require 15-20 minutes to capture great photos. This is also the only time during the day when you can take a break from hosting duties so it is best to soak it in.
If your wedding begins at 3pm, this is how your timeline will look from the ceremony to the grand entrance. The ceremony will start first. After the ceremony, there will be a transition to the grand entrance.
Ceremony:
3:00 PM - Ceremony starts
3:30 PM - Ceremony ends
After the Ceremony:
3:30 PM - 3:50 PM - Congratulations and greetings from guests (15-20 minutes)
3:50 PM - 4:00 PM - Group photo with all wedding guests (allowing for a 10-minute)
4:00 PM - 4:45 PM - Family photos (20-45 minutes)
4:45 PM - 6:15 PM - Intimate portraits with wedding party and partner (90 minutes)
Pro Tip: (Bring plenty of food and drinks. Guests will be competing for your attention, making it hard to eat at your wedding reception.)
While timeline planning it is important to make sure there is enough time for all your formal photos and to relax with your partner. You may never again get the chance to see all your friends and family all at the same place, happy for you and dressed to the nines. Take the opportunity to make the most of your photographer during this period.
Some weddings have the photoshoot before the ceremony. Other weddings schedule it pre wedding or after the wedding day. In Perth, Western Australia, there are no strict rules for your wedding day. Typically, there is a break between the ceremony and reception for photos based on most couples wants and needs.
To have the sun set or golden hour during your photos, you can adjust the ceremony start time. You may also plan some time in the reception to duck out again to get some extra photos if you can't move the ceremony.
How long should i allow for my hair and make-up on my wedding day?
All hair and make-up artists will have a different time requirement. When you book your team, consider how long it will take to do your hair and makeup professionally. Don't just focus on the price. Less time in the chair will mean more time with family and friends and less chance of being late to your wedding ceremony.
I recommend having a make-up and hair trial with your prefered suppliers to test and discuss the time it will take. Before the event, making sure they meet your expectations is important.
Seek tips on how to make your look last throughout the day. Coordinate with your professional to schedule the right timing for your timeline.
Let's say hair and makeup take 45 minutes per person, and your bridal party includes three people plus yourself. To plan your schedule, start from the ceremony time and work backward. Assuming the ceremony starts at 3pm here is an example.
Ceremony start time: 3 PM
Arrive 10 minutes early: 2:50 PM
Travel to the venue: 30 minutes (leave by 2:20 PM)
Buffer time for delays: 45 minutes (finish hair and makeup by 1:35 PM)
Total hair and makeup time: 4 people x 45 minutes = 3 hours
So, to be ready on time, start hair and makeup by 10:35 AM. You can use the 45-minute buffer for photos before you leave for the venue. If photos are important feel free to leave a little more time and start earlier.
Pro Tip: (make sure you are the last to have your hair and make-up completed. This will mean you are the freshest at your ceremony)
Hair & Make-up Artists we recommend:
Plan your wedding reception timeline for fun!
As a photographer this is where i take a step back and hand you over to your venue coordinator and the DJ/MC. These 2 wedding vendors are the kings and queens of planning the wedding reception.
The wedding reception venue will impact your timeline planning dramatically and for good reason. Most wedding venues will pretty much write this section for you and arrange a PDF to send out to all your wedding vendors.
Plan your first dance, cake cutting, speeches, and other traditional wedding activities around meal times. Unfortunately these times are extremely hard to adjust and most venues will have a preferred time based on staffing.
Wedding DJ/MC’s ee recommend:
Envy Event Group - Wedding DJ/MC
Wedding Planners we recommend:
Jem Wedding Planners - Wedding & Event Planner
How many activities should i have at my wedding reception?
KISS, Keep It Simple Stupid. As a wedding photographer i have seen a lot of couples trying cram every idea they can find on instagram and tik tok in. The simple receptions where the formals are over and done with early are the best.
On your wedding day, you might think a 12pm finish is perfect and that your guests will stay until the end. However, most guests prefer to leave around 9pm. I would be trying to get the food done and dusted and the dance floor open by 8pm. This means giving speeches and formalities early in the night so you can dance later without interruptions.
Having formals earlier and starting the dance floor sooner can save you time and money on wedding photography and videography. This means they can start earlier to capture more or they can finish early to save you money.
Videographer considerations at your reception.
When you have a Wedding Videographer involved in your wedding you will need to make some special considerations.
Hire a professional DJ/MC. This is not the time to hire a friend of a friend or a club DJ. Videographers need access to DJ decks to record speeches clearly. Wedding DJs are the best choice to understand and meet their needs.
Don't plan speeches to close to the grand entrance. Videographers need time to set up tripods, lighting and audio equipment. You need more time if you book only a solo Videographer.
Lasers! Make sure the venue and the DJ do not use lasers to light up your dance floor. Some lasers are strong enough to camera the sensitive sensors on the videographers and photographers cameras.
What time should my wedding photographer start?
My best advice would be to look at the end of the night. What time do you want your wedding photographer to leave?
Once you know what time you want you photographer to leave you can use the above advice to pick when they should start. Most couples aren't interested in capturing the bride without makeup.
If you are the bride, I suggest having the photographer start an hour before your makeup. This way, they can capture important details such as the wedding dress and rings. This is also a great chance to build report with the photographer that will be spending most of the wedding day with you.
If your wedding budget is on the smaller side, don't be afraid to start the photographer at the ceremony start time. Some couples may not see the value in having a photographer during their preparation time. However, having a photographer present for the start of the ceremony can still capture all the important moments.
When should i have my wedding timeline complete?
You should not leave getting onto your timeline to the last minute. Venues and wedding planners will ask you to confirm the timing a week or two before the wedding.
Having your main timeline completed over a month before the wedding is important. This will ensure all your wedding vendors are in sync. You can make small changes, but make sure you finalize your ceremony, hair, and make-up. These are important parts that need to be perfect as the rest of the day can remain slightly fluid.
Thank you for reading!
I sincerely hope to hear that this blog has helped you with your planning. If you need a photographer or videographer, I'd be happy to help you capture the best moments of your day. Let's work together to make your timeline perfect.
Love from Lovetales!