How to work your order of events

Hey Friend,

Often overlooked until the last minute, the order of events/timeline/run sheet is an absolute necessity when it comes to planning your wedding day and is like absolute gold to every vendor involved in bringing your day together.

For you today, I've put together quite a traditional order of events that I see play out during most kiwi weddings. I take a lot of pride in claiming that the weddings and events I run do run 90% to time, but I’ll take a fairly accurate stab that most weddings rarely ever run 100% to the dot - it's all part of the fun! Go ahead and use this template as it is, or tweak it to suit what you two are all about.

A few notes may come in handy as you read through this timeline, so here goes:

The following timeline is based off a standard South Island summer when there’s plenty of light well into the evening! If you’re planning a winter wedding, I’d recommend bringing the timeline forward, chatting to a planner (naturally) or running the schedule past your photographer - They will also love you for it!

This timeline is very brief and loose, it allows for a whole lot of extras and plenty of adaptation and interpretation. I believe it’s the perfect base line to get you started.

When forming a base structure, I tend to start from the ceremony time and work forward and back. For hair and makeup allow approx. one hour per person to set you on the right path, and always allow extra time to your travel distances.

Heading away for photos for hours on end will always push your timeline out. Stay close to your venue, or just take the two of your plus those capturing your day. You could also opt for a First Look, or have a Creative Session the following day when you have ample time.

Allowing 20-30 minutes after the ceremony/congratulations for family photos is also a great move. Give a list to the MC, and also to a representative from each side of the family who knows all of the faces and have them round everyone up so you can stand in the middle and let it all unfold before you and the wedding party head off on your adventure.

Highly recommended, and something to take advantage of is taking off at sunset (or dusk) for a few snaps while friends and family finish their dinner. It's a prime opportunity to take some time alone and 'stand still in time' if you like, taking in the events of the day.

3:00 PM Ceremony

3:40 PM Congratulations and Cocktail Hour

4:00 PM Family Photos

4:20 PM Wedding Party Photos (Ideally, you won’t be away for the entirety of this and the next timing)

6:00 PM Guests Seated for Reception (a shared entree would be on the table for the purposes of this example)

6.15 PM Wedding Party Entrance

6.30 PM MC Welcome, Followed by Speeches (You could cake cut during this time, too)

7.15 PM Main Course Served (during summertime your photographer may whip you out for golden hour or dusk photos before or after you’ve eaten, depending on how you feel)

8:05 PM Dinner Cleared

8.15 PM Speeches, Telegrams, MC Wrap Up

9.00 PM First Dance, then Party Starts

9.30 PM Sweet Treats, Tea and Coffee put out

10.30 PM Bouquet Toss

11.00 PM Bar Closes

11:30 PM Last Song and Closing Time

Bonus Information - Speeches and Telegrams

Here’s who would generally speak at a wedding. You may have a grandparent, other family member/s or close friends who wish to say a few words too.

Mother/Father/Special Person to the Newlyweds x 2 (one on each person’s side)
Wedding Party x 2 (one on each person’s side)
Newlyweds - Either together, separately or one person speaking

It's a great move on the MC's part to sprinkle a few congratulations from absent guests throughout the evening, otherwise known as Telegrams, and if you’re quite close with your MC they will be sure to tell a few epic stories, I’m sure!

If this is something you’re looking at and getting super flustered over, maybe it’s time to bring in the big guns and invest in a coordinator to run your wedding day. I personally offer wedding packages and begin my handover process three months out to ensure every element is taken care of, but I might not be your person and that’s totally fine too! Over on the directory you’ll find some of the best planners the South Island has to offer, so reach out to them and you’ll feel the weight lift off your shoulders instantly.

So make your tweaks, fire it off to the MC and let them create the magic!

Think this is enough to get you on your merry way? Got a question? Want to see alternate options that accommodate a first look? Let me know!

Until next,

Lucy x