Wedding Day Tips and Timeline
A Photographers Tips for the smoothest Wedding Day Timeline
(Photographer & Videographer Approved)
You’ve most likely been to a few weddings before and now you’re trying to plan yours, keeping in mind all the things you "didn’t" like about the ones you’ve been to before. Things like: keeping your guests waiting to eat for an hour and a half while the couple is taking photos, having 30 minutes' worth of speeches at the reception, having the ceremony in the middle of the day in the blazing hot sun.
Planning a wedding timeline can be stressful but with the help of your wedding team-- wedding planner/coordinator, photographer, and videographer-- we can help create a smooth timeline that leaves everyone happy and stress-free
Here are my best tips for the smoothest wedding day timeline (photographer approved)
First Things First:
-Nail down your timeline early.
I typically send this blog out to my couples around the 60-day mark in the hopes that we can nail down a timeline by 2 months out. It takes a lot of back and forth between wedding planners and photographers and starting on it earlier makes for a smoother planning process.
Hair and Makeup-
You can always plan on at least 1hour and 10min. per person, per artist for Hair and Makeup. Remember to schedule breaks for eating and allow transition time.
Hire your photographer/videographer for 8 - 12 hours.
This amount of time is the most typical and the best way to have a smooth wedding day while capturing everything you would want to be captured during your wedding day.
Caveat: With smaller weddings, 6 hours may be all you need. Make sure to discuss this with your wedding team and they will let you know their professional opinion.
Caveat II: with weddings at multiple locations, ie: hair salons, hotels, etc... you will need 12 hours to achieve a smooth timeline. Included in these 12 hours will be time allotted for additional travel time, pack up time, and unpacking and setting up. *Some coordinators forget this additional time needed and this can cause hours of delay.
What to Bring:
Invitations, and any personal touches that you want to be included in your detail shots. Champagne and goblets to toast with while getting ready with your bridesmaids. Cigars, poker, whiskey, etc, for the guy's details shots. Think outside the box for a unique gallery. Scissors! Everyone always needs scissors!
Have your ceremony 2 hours before sunset and/or 1 hour before golden hour.
Typically, a Christian wedding ceremony lasts under or around 30 minutes. After this, it usually takes about 30 minutes for family photos/bridal party photos before the couple portraits which last about 35 min to an hour. Followed by an additional 20 minutes for the wedding party if "First Looks" are done prior.
The second hour, right before the sun goes down, is called ✨golden hour ✨and is the best lighting for photo/video and for you to look your best! (Plus, the weather is a lot cooler than it would be at 12:00pm).
So, to give you an example:
In July 2020, the sun sets at approximately 8:45 pm.
Two hours before that would be 6:45 pm.
Based on that information, I would create a timeline that looks like this:
*Ceremony 6:30pm-7:00pm
*Family Photos/Bridal Party 7:10pm - 7:40pm
*Wedding Party Portraits 7:40pm - 8:10pm
*Bride and Groom Portraits 8:10pm-8:30pm
*Grand Entrance 8:40pm
Caveat: This tip doesn’t apply to ceremonies longer than 30 minutes. For longer ceremonies, again consult your wedding team for their professional advice.
Clarification: Does it have to be exactly 2 hours before? No. But I would recommend staying close to that timeframe for best results.
Plan for 1 - 1 ½ hours after the ceremony for photos.
Depending on your family size/bridal party size, family portraits can take up to 30 min after the ceremony, plus another 20-30 min for wedding party portraits, and 20 min for the Bride and Groom Pictures (save time during this portion of the day by doing first looks prior the ceremony. (See my point above for my recommended timeline of these events).
Pro Tip: Make sure to tell the family members on that list to hang out after the ceremony a few days before the wedding so they are aware and won’t walk off to the cocktail hour too soon. (It’s tempting, I know.)
Doing a first look will get you to the reception faster!
Not only are first looks AMAZING for photo/video, but they also can help with the timeline of the day by doing the majority of the bridal party and couple portraits *before* the ceremony. After the ceremony, all you’ll have left is family photos and maybe another 20 min of couple portraits before you get to the reception. Another great thing about First Looks, we as the photographers and videographers can also take advantage of the empty venue and get your "Last Dance" shots PRIOR the reception BEFORE the reception area is dirty and tables are torn apart. This is also a great time to do a day of gift exchange.
Confession: I am obsessed with first looks! I find that it is many times a very special time during the day and often the only downtime you have together throughout the day. It was such a special moment for just the two of us together before you get married.
Bonus!!: You actually get to *see* your future spouse for longer on the biggest day of your lives together!
I hear you: You are worried that the first look may take away from the emotion on your groom’s face while you walk down the aisle. I can speak from experience and say that I have found that my clients show more emotion when they are able to set aside that time together before the ceremony instead of in the hurried moment during the ceremony. Many of my clients have told me that when they are seeing each other during the ceremony they often don't even remember that moment after it is all over whereas when clients set aside a time before the ceremony it is one of their favorite and most memorable times of their day. It has also not stopped the grooms from the emotion of the ceremony.
Venue Clean Space shot:
Pro Tip: Communicate with your wedding coordinator to make sure all vendors (florist, dinnerware, rentals) are finished in the reception space 1 hour before the ceremony time so we can take pictures/video before anyone gets in there!
Give yourself 40 minutes before the ceremony to relax.
The best timelines are the ones where there is a 40 min time slot before the ceremony where we as photographers/videographers are able to set up for the ceremony, and you are able to take a breath before stepping into the biggest, best commitment of your life. This is a great time to schedule a prayer circle or candids with your wedding party, touch up on hair and makeup, and prepare for your ceremony. This is also a time when guests will start trickling in and you do not want to be seen in your dress before their arrival.
Reception:
Schedule your events tight! Guest will start to depart if they are bored or get tired.
At Open Dance, have the DJ announce for all Guest to join the dance floor for a Group Picture.
Keep the party going by doing a “faux” or “mock” exit.
A “faux”/”mock” exit is doing whatever exit you had planned *before* you actually plan on exiting for the night. As professionals, we find that guests tend to start leaving around 9:45. We want your exit to stull to have a majority of your guest in the shot so we advise you to do a Faux exit.
There you have it. My top tips for a smooth wedding day timeline. Keep in mind, these are suggestions to make things easier for you and your vendors. Ultimately, all that matters is that you are MARRIED at the end of the day!