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
It’s official - the new candicecoppola.com is now live!
This website overall was completely inspired by my recent brand shoot with @c10ike and @theluckyshare (whose work you see ALL over it!). I really felt inspired after that experience to switch things up, and the creativity these two ladies brought to the experience definitely influenced how I gave my brand a refresh!
On the podcast this week I am talking about what I learned during this process. There were a few fun lessons along the way I wanted to share - so go listen to episode 151!
Because I know you care about the details…
> I used the gorgeous Fitzgerald template from @tonicsiteshop! So easy to customize and I love how different it looks than the original - but I honestly didn’t change much except my branding!
> I brought in a few new colors (hello lavender) and switched up the color hierarchy of my brand. Sometimes that’s all you need - a new POP of color and a change up of how you use color.
> I also switched up the fonts to Editors Note from @jenwagner.co and Poppins, a perfect combo.
I really did this in a weekend (and a day!). I did spend the next weekend with the website live testing it and making sure shit didn’t look crazy. But it was so easy to do and I’m so glad I carved out the time to do it.
One thing I know for SURE about marketing is that if you’re not excited to talk about it - then you’re not gonna talk about it. We need to feel GOOD and PROUD of what we put out there.
SO, if you’re not excited about your branding, website, or marketing collateral I’m gonna take a wild guess and say that you’re not marketing your business very well right now. What to do? Get yourself a refresh or a rebrand and fall back in love with the visual assets of your of your brands personality. It’s going to breath new life into your business and how you talk about who you are and what you do.
OK - go to my website and check it out!!
Do you plan out your business strategy by quarter? I’m a huge fan of this method - and this week on the podcast I’m giving you a peek behind the curtain at my quarterly business planning process.
I’ve used this process for years in my business and I even work 1:1 with the women in my mastermind group on this exact strategy to prep for sales season.
If you’ve entered the forth quarter feeling a little lost on what you should be doing before the year ends - this episode will give you a complete roadmap. We cover:
✨ How to fine-tune your sales funnel
👀 How to figure out what to adjust in your sales process to attract new couples
🙏🏼 Why this season is key to filling up your calendar for next year
I consider this episode to be one of the best strategy sessions I’ve ever given outside of my paid programs. Comment STRATEGY and I’ll send you the link!
#weddingpros #powerinpurposepodcast #powerinpurpose #weddingbusiness #weddingstrategy #weddingpodcast #weddingindustry #weddingpro #weddingindustryexperts #weddingeducation #weddingbusinesscoach #weddingbusinessbosses #candicecoppola #weddingproinsiders
I have to admit - I haven’t always been convinced running ads is the right move for wedding pros.
Our buyer journey is SO different from other businesses and there’s a lot of marketing techniques that work great for others - and not for us.
But after talking with @learnwithelisabeth from @elisabethstuckeydesign about her experience, my mind has been officially changed.
I was so excited to sit down with her and hear about her experience running ads for her luxury stationery business. We dig into the data and details of her campaigns, including her investment and how much revenue she generated from ads.
She also shares some EXTREMELY valuable tips on how you can run ads and some of the things you need to do behind the scenes to nurture leads that come from ads.
It’s an amazing episode and you need to hear this before engagement season. Comment 149 and I’ll send you the links to Apple, Spotify, and our blog!
Did you tune into this episode? What did you think??
#thepowerinpurpose #thepowerinpurposepodcast #weddingpros #weddingindustry #weddingblog #weddingbusiness #weddinginvitations #weddingmarketing #weddingpro #weddingpodcast #weddingindustryexperts #weddingindustrypodcast #weddingprofessionals #weddingpropodcast #candicecoppola #elisabethstuckey
Me in a nutshell 🥰
I think I should have “probably won’t text you back” written on my tombstone. It’s so bad my friends text my husband to make plans with me 😂😂
What’s one thing you’re really bad at?
#candicecoppola #weddingpro #weddingpros #weddingindustry #businesscoach
Want more? Check out this video on my YouTube channel ↓
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