Wedding Day Scheduling: A Guide From Experience (with schedule template)

When it comes to wedding planning, one of the biggest stress relievers is having a clear schedule for your day. But here’s the thing — there’s no single “perfect” wedding timeline. Every couple’s day is unique, and the schedule should reflect what matters most to you.

Think of this as a starting point: a general guide from years of experience helping weddings run smoothly. Use it, tweak it, and make it your own.

1. Start With the Big Picture

Before you start filling in times, make a complete list of everything you want to do on your wedding day. This includes the basics — ceremony, dinner, and dancing — but also the smaller, more personal touches that make your day yours.

Some common examples:

• Getting ready

• First look

• Family photos

• Couple portraits

• Sunset photos

• Grand entrance(s)

• First dance

• Parent dances

• Shoe game or other wedding games

• Cake cutting

• Vendor arrivals and departures

At this stage, don’t worry about the order or exact timing — just get it all down. Once you have your list, you can start to connect the dots.

2. Backwards From the Fun

A trick I’ve learned over the years: start by deciding when you want the dance floor to open, then work backwards.

If you want your dance floor open by 8:30 p.m., your first dance and parent dances should start around 8:10. From there, you can figure out when speeches, cake cutting, or games should happen — and keep moving backwards until you land at your ceremony time.

For many weddings, a 3:00 or 3:30 p.m. ceremony start is common, but your ideal time might be earlier or later depending on your plans, season, and venue.

3. Keep Your Vendors in Mind

Your vendors are there to make the day amazing, but they also need time and space to work. When scheduling:

• Room flips: If your venue needs to change the layout between the ceremony and reception, build in enough time for them to do it without rushing.

• Photographers: If your photographer has been shooting for two hours straight, give them a short break so they’re refreshed for the next big moment.

• Caterers: Avoid scheduling dinner service during a time when the bar will be slammed or another major activity is happening.

These small considerations can make a big difference in how smooth the day feels for everyone — including you.

Sample Detailed Wedding Day Schedule

(Adjust this to fit your own priorities, traditions, and vendor needs.)

8:00 a.m. – Wake Up & Breakfast calm start with breakfast, coffee, and some quiet time before the busy day.

9:00 a.m. – Wedding Party Getting Ready

• Hair & makeup for the bridal party

• Groom’s party starts their prep later in the morning

• Snacks and hydration throughout the morning

10:30 a.m. – Flower Pickup & Delivery

• Florist or designated person delivers bouquets and boutonnieres

• Flowers staged for photos and distributed to the wedding party

11:30 a.m. – Groom & Groomsmen Begin Getting Ready

• Suits, ties, boutonnieres

• Remind the men to shave the night before, in case they cut themselves, it will have time to heal

1:30 p.m. – Photographer Arrives

• Splits time between bridal prep and groom’s prep (unless multiple are hired)

• Captures details (rings, dress, shoes, flowers) and candid moments

2:15 p.m. – Groomsmen Depart for Venue

• Begin greeting and seating guests

2:15 p.m. – Groom Departs for First Look

• Travels with the photographer and the best man to the first look location

2:30 p.m. – Bride Departs for First Look

• Travels with the bridal party to the first look location

3:00 p.m. – First Look & Couple Portraits

• Private reveal moment followed by portraits

• Bridal party joins for group photos if time allows

3:15 p.m. – Travel to Ceremony Venue

• Final touch-ups before walking down the aisle

3:30 p.m. – Ceremony Begins

• Processional

• Exchange of vows and rings

• First kiss and recessional

4:00 p.m. – Family Photos

• Organized by photo list to be efficient

• Immediate family, extended family, and special group shots

4:00 p.m. – Cocktail Hour

• Couple joins midway or after photos

• Background music and hors d’oeuvres

5:30 p.m. – Guests Seated for Dinner

• Wedding party remains in the cocktail area until introductions

5:40 p.m. – Housekeeping Announcements & Grand Entrance

• Venue rules, schedule/event notes, and wedding party introductions

6:00 p.m. – Speeches Begin

• Maid of honour, best man, and any pre-dinner toasts

6:15 p.m. – Dinner Service

• Plated or buffet service

• Background music during meal

6:50 p.m. – Sunset Photos

• Couple sneaks away for golden hour portraits

7:15 p.m. – Remaining Speeches

• Parents of the newlyweds

• Additional toasts if desired

7:45 p.m. – Dessert & Cake Cutting

• Cake cutting during dessert service

8:05 p.m. – Newlywed Speech

8:15 p.m. – Parent Dances

• Father/daughter, mother/son (or any variation)

8:25 p.m. – First Dance

8:30 p.m. – Group Photo on Dance Floor

8:40 p.m. – Dance Floor Opens

10:00 p.m. – Late Night Snack

• Poutine, sliders, pizza — crowd favourites

12:00 a.m. – Bar Closes

12:30 a.m. – Event Ends

Final Thoughts

Your wedding day schedule isn’t set in stone — it’s a framework to keep the day running smoothly so you can focus on enjoying every moment. Work with your DJ, venue, and other vendors to refine it, and don’t be afraid to adjust things on the fly.

At the end of the day, it’s your wedding. The schedule should reflect your style, your priorities, and the way you want to celebrate.