How To Organise Your Wedding Day Timeline

Need assistance organising a timeline for your Queenstown wedding day?

Most of us lack professional event planning experience, so it's understandable to feel overwhelmed when trying to coordinate every aspect of your wedding day to ensure it goes smoothly. To alleviate the creeping anxiety of being clueless about what's happening, it's wise to create a comprehensive run-sheet for your wedding day in advance.

Having a timeline for your wedding day is not only beneficial for you but also incredibly helpful for the staff and vendors involved. Ensuring that everyone is on the same page can be a game-changer in terms of saving time and avoiding any mishaps.

Based on my experience, couples who invest time in thorough pre-wedding planning tend to have a flawlessly executed event. The best part of proactive planning? During the most memorable day of your life, your only responsibility will be to enjoy yourself and cherish every moment.

HOT TIP: Make sure to allocate realistic amounts of time to each section of your day. It's important to avoid feeling rushed while completing any step. It's always preferable to have a little extra time so you don’t miss any important moments. When planning your timeline, consider the following components:

• Bride getting ready

• Groom getting ready

• Possible first look

• Guests arriving at ceremony

• Groom arriving at ceremony

• Bride arriving at ceremony

• Ceremony

• Any special ceremony details

• Registry signing and ceremony conclusion

• Family photos

• Group photos

• Bridesmaid’s photos

• Groomsmen photos

• Couples portraits

• Reception arrival

• Bride and Groom grand entrance

• First dance

• Cake cutting

• Speeches

• Meal times

• Dancing

• Exit

When creating your timeline some details to consider are:

Bride and Groom’s preparation:

If you have a larger bridal party and everyone needs their makeup and hair done, this step can take longer than anticipated. It's worth considering hiring multiple makeup artists and hairdressers to streamline the process and save time. Additionally, it's advisable to schedule your own makeup and hair session as the last one, ensuring you look fresh for the ceremony.

Don't forget to coordinate with your wedding photographer so they can capture the moments of the groomsmen getting ready as well. When planning your wedding day timeline, communicate with your makeup and hair artists to estimate the time required for the entire wedding party. I always advise that it’s a good idea to include some extra time as a buffer, ensuring a stress-free getting-ready experience.

Luckily, when planning a wedding day in small towns like Queenstown, Wanaka, or Cromwell, the bride and groom are usually getting ready within a short drive from each other. However, if the groom is getting ready at a location far away from the bride it could also be a really good idea to book a photographer that has the option of a second photographer. Then one photographer can take photos with the bridal party, and the other with the groomsmen.

During the Ceremony

When considering the timeline for your Queenstown wedding ceremony, it is crucial to take into account the season in which you will be getting married. For a summer wedding, I recommend scheduling the ceremony later in the afternoon, particularly for outdoor ceremonies. This timing will provide you with optimal lighting conditions for your photos, while also ensuring that your guests are not uncomfortable in the intense midday sun we get in down here in New Zealand.

If you’re planning a winter wedding, it is advisable to have the ceremony earlier in the day compared to a summer wedding. This way, you can make the most of the available daylight for your photos.

Additionally, when creating your wedding schedule, it is wise to allocate approximately one and a half to two hours between the ceremony and the reception. This will prevent your guests from waiting too long before the actual celebration begins. If you are unsure about the duration of the ceremony itself, consult your wedding planner or the events coordinator at the venue. They can provide insights into the expected length of the ceremony, allowing you to plan accordingly.

Couple’s Portraits

Make sure to allocate sufficient time for portrait-taking during your wedding schedule. It is advisable to set aside approximately 10-15 minutes for a group photo (allow more time if you have a sizable bridal party), another 10-15 minutes for family photos, and approximately 45 minutes for capturing portraits of the bride and groom.

For optimal outdoor photography, it is advisable to schedule your photo session later in the day. Additionally, it is essential to include travel time in your itinerary. Consider carefully the various aspects of your day, such as avoiding taking portraits after enduring hours of traffic congestion.

When taking bride and groom photos in Queenstown, we are often driving to epic locations. So, if you’re planning to take photos offsite, it's important to factor in travel time, and if you’re getting really adventurous helicopter flight time.

Reception and Dancing

To ensure everyone is well-coordinated, it’s essential to provide comprehensive details about your reception in the run-sheet. One epic suggestion I have is to allocate a brief 10-minute period during the reception for the newlyweds to capture some stunning sunset portraits. If you're interested in having sunset photos, determine the precise time of the sunset on your special day and incorporate it into your schedule.

None of my previous clients have ever regretted taking those precious 10 minutes to create a breathtaking portrait against the backdrop of a sunset. Consider arranging for the photographer to capture the formalities at the beginning of the evening so they can be available for the sunset session.

This option works exceptionally well if you have chosen a smaller photography package or if you don't require the photographer's presence for the entire night. Another charming addition to your timeline could be a "sparkler exit" or a "confetti exit" just before the event concludes. By including it in your schedule, your photographer will know precisely when they can depart without missing any significant moments.

Some Final Thoughts

Don't panic if everything doesn't go according to plan on your Queenstown wedding day (after all, you can't control the weather, can you?). It's perfectly fine to be adaptable. In fact, some of the most memorable moments of your celebration can arise from spontaneous improvisation. Click here to see a cool instagram post from a couples shoot in stormy conditions!

In the end, we can always find a way to make things work. Just ensure that you maintain open communication with your photographer and the rest of the staff, so everyone can adjust if necessary. Give yourself ample buffer time within your wedding schedule. This will allow you to savor moments of sipping Champagne and cherishing intimate moments with your loved ones. Armed with your wedding timeline, you'll be able to sit back, unwind, and make the most of your extraordinary day!