As a former wedding planner, I can tell you with confidence that a solid wedding timeline is the secret sauce to a smooth wedding day. Seriously, it’s everything. A good timeline keeps everything on track and makes sure everyone knows where they need to be and when (and it will keep you sane in the process too). Today, I’m going to walk you through seven steps for creating the perfect wedding timeline (and sharing extra tips depending on the style of wedding venue your clients choose). Let’s dive in!
1. Start Early and Be Detailed
Start early. Be as detailed as you can. It sounds obvious, but when I was a wedding planner, I started working on timelines about six months in advance. This gave me plenty of time to outline every single detail and make adjustments as needed. Starting early means you can catch any potential issues before they become problems and have plenty of time to tweak and refine the timeline throughout the planning process.
When I say be detailed, I mean go all out. My timelines often ended up being 10+ pages long, covering every tiny detail from vendor arrival times to the exact moment the bride and groom would share their first look. This level of detail ensures that everyone involved knows exactly what to do and when to do it, which means fewer last-minute surprises and more smooth sailing on the big day.
Starting early also gives you the chance to collaborate closely with your clients and vendors. This is key to making sure everyone’s on the same page, and all expectations are clear. Regularly updating the timeline as you get closer to the wedding allows you to accommodate any changes or new ideas that pop up.
2. Consider Your Venue
Let’s be honest – different venues come with their own set of challenges and opportunities. Here are a few tips for how to tailor your timeline to fit your venue perfectly.
Ballroom
Ballroom weddings are typically more structured, so your timeline will likely reflect that. Plus, ballroom weddings are the most “Traditional” type of wedding venue, so the first thing you need to check are any venue timeline restrictions (especially if you are required to use the in-house caterer).
Barn
Barn weddings often have a rustic charm, but they can also present logistical challenges. When looking at a barn wedding venue, I recommend you plan for additional time to transport guests if the ceremony and reception are in different areas. It always takes more time to herd guests than you think!
Beach
Next, let’s talk about beach weddings, which are beautiful but can be unpredictable due to weather and tides. The biggest thing you want to consider here is having a backup plan in place and a timeline that will allow extra time for setup and takedown. Also, I recommend you try to schedule events to avoid the hottest part of the day to keep everyone comfortable. Please, no afternoon wedding portraits or 12:00 ceremonies!
Backyard/Estate Weddings
Lastly, a backyard wedding offers flexibility, but you’ll need to plan for setup and breakdown times, especially if you’re bringing in rentals like tents and dance floors. Make sure your timeline accounts for the necessary setup and takedown, and make sure to OK the setup and takedown timelines with the homeowner (who may not realize you plan to start at 6am or 2 days in advance).
3. Build in Buffer Time
Next on the list is to build in buffer time. No matter how well you plan, and I’m as type A as they come, things rarely go exactly as scheduled. Build buffer time between major events to account for any delays. This will help keep the day running smoothly without feeling rushed (because in case nobody has reminded you lately, the point of a well-structured timeline is so that your couples don’t even really realize there is one).
4. Coordinate with Vendors
Once you have your timeline outlined, communicate your timeline with all your vendors well in advance. This includes your photographer, caterer, DJ, florist, and anyone else involved in your wedding. Make sure everyone is on the same page and understands their role and timing. Ask for their feedback, too! As wedding planners, it can be hard to be expected to know how much time to alot for everyone.
As a wedding planner, giving vendors the option for an open channel of communication and genuinely caring about their feedback and that they have enough time to do their job well is one of the most important things you can do. Don’t skip this step!
5. Prioritize Key Moments
No two wedding timelines look the same, and that’s partly because each couple has their own unique priorities. Some might want to spend more time mingling with guests during cocktail hour, while others might prioritize a lengthy first look with time for just the two of them. Your job as a wedding planner is to understand these priorities and make sure they are given the time and attention they deserve in the timeline.
Whether it’s a special first look, a dramatic room reveal, or simply lots of time for dancing, these key moments should be front and center in your planning. Take the time to discuss with the couple what they envision as the highlights of their day and make sure these moments are not rushed.
6. Account for Travel Time
One of the biggest mistakes wedding planners make when crafting timelines is underestimating travel time. Trust me, it always takes more time than you think. Whether it’s moving from the ceremony to the reception venue, getting the bridal party to a photo shoot location, or simply shuttling guests between different spots, travel can easily eat into your schedule (and cause chaos throughout the wedding day). Make sure to give plenty of time for travel, keeping in mind things like traffic, parking, and getting people in and out of vehicles.
7. Create Custom Timelines
By now, you’ve crafted a detailed timeline that perfectly reflects your couple’s priorities and has the stamp of approval from all your wedding vendor partners. You’ve accounted for every waking moment, from the first look to the last dance, ensuring that the wedding day you’ve spent months planning will flow seamlessly. Now it’s time to take it a step further and create one master timeline that includes every single detail.
This master timeline is your comprehensive guide for the entire day, covering everything from vendor arrival times to the specific cues for the DJ. However, not everyone needs to see this exhaustive version. I like to create custom timelines tailored to each vendor and every member of the bridal party, ensuring they have exactly the information they need without being overwhelmed by unnecessary details.
For example, the bridal party’s timeline might be short and sweet, highlighting only the key moments they need to be present for, like getting ready, the ceremony, and the reception entrance. On the other hand, the photographer’s timeline will be much more detailed, including specifics about where the couple will be at each moment, key photo opportunities, and any special requests from the couple.
I would typically send these to vendors 1-2 weeks prior to the wedding day (after my final meeting with the couple), and hand out wedding party timelines to each member during the rehearsal.
Creating an Effective Wedding Planning Timeline
Crafting the perfect wedding timeline is just one step in the rollercoaster that is wedding planning, but it’s a really important one. You really can’t run a successful wedding day without having a timeline on lock. However, it’s important to remember that this is just a tiny part of the entire planning process. There’s so much more that goes into creating a flawless wedding experience.
If you want to take your wedding planning skills to the next level and create a signature full planning process that wows your clients, I’ve got you covered. Grab my guide to creating a signature full planning process and learn how to deliver exceptional weddings from start to finish!
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For More Wedding Planner Business Secrets Follow Me On Instagram
You could spend all your energy trying to cut back... or you could use that same energy to make more.
In this week’s episode of The Power in Purpose, @erinn_bridgman shares such a refreshing perspective on money, and it’s one that I believe every creative entrepreneur needs to hear.
Sure, there’s a time and place to look at where your money’s going. I believe one of the fastest ways to put money in your pocket is to stop spending it. But what if you shifted your focus to how easily you could bring more in?
One additional wedding.
A higher-margin package.
A simple pricing adjustment.
That’s the difference between staying in survival mode and stepping into abundance.
For most wedding pros, the latte isn’t the problem. It’s the story you’re telling yourself about what’s possible.
You’re closer than you think to creating the income and stability you’ve been chasing.
✨ Comment 197 and I’ll DM you the link to listen (along with the invite to a FREE masterclass Erinn is hosting tomorrow if you want to learn more)
#candicecoppola #weddingpros #weddingindustry #weddingpro #weddingindustryexperts #weddingpodcast #weddingbusiness #thepowerinpurposepodcast #weddingindustryeducation
Here’s one of my favorite things about being a business owner...
You don’t have to wait for permission to make more money.
You don’t need to ask for a raise.
You are the raise.
In this week’s episode of The Power in Purpose, @erinn_bridgman and I talked about one of the most empowering parts of being a wedding pro and that’s the ability to create income on demand.
When you understand your numbers, you realize how much control you actually have. You can double down on your most profitable offer, take on one or two more weddings at a higher rate, or make small shifts that directly impact your paycheck.
If only someone would show you the way, right?
My hope is that this conversation will light a fire under you to stop waiting for “someday” and start acting like the CEO your business needs today.
Comment 197 and I will send you the link to listen (and an invite to a FREE masterclass Erinn is hosting next week to help you too!).
#candicecoppola #weddingindustry #weddingindustryexperts #weddingpro #weddingpros #weddingpodcast #weddingbusiness #thepowerinpurposepodcast #weddingindustryeducation #weddingplanner
You keep waiting for that future version of yourself (you know, the one who’s confident with money, pays herself first, and runs a business that feels calm, sustainable, and profitable).
But she’s not coming.
You aren’t just going to wake up and “become her” someday. You need to start building her now.
In this episode, I brought on @erinn_bridgman to talk all about building WEALTH as a wedding pro, and this future self exercise is truly just the beginning.
I know firsthand that when you start identifying as that version of yourself now, everything changes. You stop operating from survival mode and start leading from security and abundance.
I want that for you and Erinn does too!
Next week, she’s hosting a free masterclass where she’s sharing her 4-part framework to help you ditch the money stress and pay yourself first every month.
Comment 197 and I will send you the link to listen to this week’s episode (and sign up for the masterclass).
I will see you there ⬇️
#candicecoppola #weddingindustry #weddingpros #weddingpro #weddingindustryexperts #weddingpodcast #weddingbusiness #thepowerinpurposepodcast #weddingindustryeducation #weddingpodcast #weddingbusiness #weddingindustryeducation
💸 Last year, I spent $60,000 on my own education and business development.
Courses. Masterminds. One-on-one coaching. All of it.
And while those numbers sound big (and they are), I also love investing in my business. I’ve worked with a coach since 2017, and I can confidently say while not every investment I make is a winner, many of the investments I’ve made are a major reason my business looks the way it does today.
But here’s what I’ve learned along the way:
✨ Not every investment gives you the same ROI.
✨ Where you are in your journey matters when deciding which style of education and support is right for you
✨ Growth happens when you’re the smallest fish in the room
In this week’s podcast episode, I’m breaking down exactly what I learned from investing $60K into my growth and more importantly, how you can use those lessons to make smarter decisions about YOUR next investment.
Think of it as a buyer’s guide to business education, told by someone who’s been on both sides: student and coach.
Comment 196 and I will send you the link to listen.
#candicecoppola #weddingpros #weddingpros #weddingpro #weddingindustryexperts #weddingpodcast #weddingbusiness #thepowerinpurposepodcast #weddingindustryeducation
Want more? Check out this video on my YouTube channel ↓
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