Spotlight: Mastering the Wedding Timeline | Arizona Bride
Spotlight: Mastering the Wedding Timeline
Avoid these common timing mistakes to help ensure your wedding day runs smoothly
September 27, 2024
One of the biggest challenges couples and their planners face on their wedding day is managing time. With so many moving parts—from getting ready in the morning to the grand send-off at the end of the night—there are countless opportunities for things to get off track. However, with proper planning, you can create a timeline that ensures a smooth flow, reduces stress, and allows you to savor every moment. Here are some of the most common timing mistakes couples make on their big day and how to avoid them.
1. Not Having a Detailed Morning Schedule
“Underestimating how long things take to get ready in the morning is a common mistake,” says Garnet Encinas from Omni Scottsdale Resort & Spa at Montelucia. “It’s crucial to start hair and makeup early and allow extra time for any unexpected hiccups.” Many couples start their day too late, leaving little time for pre-ceremony photos and last-minute touch-ups. To avoid feeling rushed, create a detailed morning schedule that allows everyone ample time to get ready, relax, and enjoy the process.
Pro Tip: Start by working backward from your ceremony time and give each part of your morning a realistic time slot. Make sure to communicate this timeline clearly with your hair and makeup team and wedding party members.
2. Trying to Squeeze Too Much Into Your Timeline
One of the biggest mistakes couples make is overloading the day with too many activities and not enough wiggle room. “Things happen, events run long, people are late, etc; this is inevitable, and when there is no room for this in the schedule, it cascades into the next thing getting off track,” says Emily Horowitz of EH Photography. “This often means that something is scraped or you and your wedding professional team are hustling. By allowing extra time into the day, you give grace for the unexpected, which is essential. As a photographer, I see timelines created that are so back to back that it is hard to allow candid moments to truly unfold and creativity to blossom in the documentation of the day. I don't want to pose and stage our way through the day to hit those events. I want to allow you to experience and enjoy your day as I document it all naturally."
Pro Tip: Allow for 15-minute breaks here and there throughout the day. Not only will it give you some time to breathe, but it also provides grace for those inevitable delays, ensuring a more relaxed experience for you and your guests.
3. Skipping Early Communication with Vendors
A well-coordinated wedding day relies on the ability of all your vendors to work together seamlessly. Often, couples overlook the importance of sharing their timeline and updates with everyone involved. If one vendor is out of sync, it can cause a ripple effect of delays that impacts the entire day.
Spotlight: Mastering the Wedding Timeline
Avoid these common timing mistakes to help ensure your wedding day runs smoothly
September 27, 2024
One of the biggest challenges couples and their planners face on their wedding day is managing time. With so many moving parts—from getting ready in the morning to the grand send-off at the end of the night—there are countless opportunities for things to get off track. However, with proper planning, you can create a timeline that ensures a smooth flow, reduces stress, and allows you to savor every moment. Here are some of the most common timing mistakes couples make on their big day and how to avoid them.
1. Not Having a Detailed Morning Schedule
“Underestimating how long things take to get ready in the morning is a common mistake,” says Garnet Encinas from Omni Scottsdale Resort & Spa at Montelucia. “It’s crucial to start hair and makeup early and allow extra time for any unexpected hiccups.” Many couples start their day too late, leaving little time for pre-ceremony photos and last-minute touch-ups. To avoid feeling rushed, create a detailed morning schedule that allows everyone ample time to get ready, relax, and enjoy the process.
Pro Tip: Start by working backward from your ceremony time and give each part of your morning a realistic time slot. Make sure to communicate this timeline clearly with your hair and makeup team and wedding party members.
2. Trying to Squeeze Too Much Into Your Timeline
One of the biggest mistakes couples make is overloading the day with too many activities and not enough wiggle room. “Things happen, events run long, people are late, etc; this is inevitable, and when there is no room for this in the schedule, it cascades into the next thing getting off track,” says Emily Horowitz of EH Photography. “This often means that something is scraped or you and your wedding professional team are hustling. By allowing extra time into the day, you give grace for the unexpected, which is essential. As a photographer, I see timelines created that are so back to back that it is hard to allow candid moments to truly unfold and creativity to blossom in the documentation of the day. I don't want to pose and stage our way through the day to hit those events. I want to allow you to experience and enjoy your day as I document it all naturally."
Pro Tip: Allow for 15-minute breaks here and there throughout the day. Not only will it give you some time to breathe, but it also provides grace for those inevitable delays, ensuring a more relaxed experience for you and your guests.
3. Skipping Early Communication with Vendors
A well-coordinated wedding day relies on the ability of all your vendors to work together seamlessly. Often, couples overlook the importance of sharing their timeline and updates with everyone involved. If one vendor is out of sync, it can cause a ripple effect of delays that impacts the entire day.
Pro Tip: Be sure to share your finalized timeline with every vendor, as well as any last-minute updates. This includes your photographer, caterer, DJ or band, florist and anyone else contributing to your event. Early communication ensures that everyone is on the same page, minimizing miscommunications and ensuring a cohesive experience.
4. Neglecting to Do a First Look
"Skipping a First Look can mess with your timeline," states Garnet Encinas from Omni Scottsdale Resort & Spa at Montelucia. “Doing it beforehand lets you take most of your photos early, so you can join the cocktail hour and keep the day flowing smoothly." Without a First Look, all your formal photos will need to be taken after the ceremony, making it challenging to fit them in without cutting into the reception or leaving your guests waiting too long.
Pro Tip: If you choose not to do a First Look, plan for at least a 1.5-hour cocktail hour. This will give you enough time to take all your formal photos without feeling rushed.
5. Not Factoring in Transition Time Between Events
It’s easy to underestimate how long it takes to transition between activities. “Often, wedding timelines lack a buffer, leading to potential delays if the ceremony starts late or if cocktail hour photos run longer than expected. While guests may be hungry, this is easily managed with a double-sided buffet. We recommend this setup because it significantly speeds up the dining process, allowing your guests to be served quickly and ensuring the festivities can begin without unnecessary delay,” says Marisa Lockwood of Floridino’s.
Pro Tip: For wedding party and family photos, add a 10-minute buffer between different groupings to accommodate any last-minute changes or logistical challenges. This will also provide some downtime for you and your partner to enjoy the moment.
6. Ignoring Sunset Timing in Your Timeline
“One of the most important things to consider when building a wedding timeline is the sunset time for your date," states Emma Frain from Mountain Shadows Resort Scottsdale. "As the sunset time varies throughout the year, it is important to ensure you will have enough sunlight to complete all of your desired photos. We typically find that an hour and a half prior to sunset gives the perfect amount of time to have beautiful ceremony lighting as well as dreamy sunset photos afterwards while your guests are at cocktail hour."
Pro Tip: Check the sunset time for your wedding date well in advance and plan your ceremony and photo sessions accordingly. Consider using a wedding planning app or website to find sunset times, ensuring you have the right lighting for your special moments.
7. Overpacking the Timeline with Too Many Activities
Trying to squeeze in too many events can cause your timeline to become too rigid, leaving no room to adjust if things run behind. This not only adds stress but can make the day feel more like a series of checklists rather than a joyful celebration. The key is to prioritize what’s most important and let go of the smaller things.
Pro Tip: Focus on the key events, like the ceremony, reception and toasts, and leave space around those for spontaneity. This approach makes the day feel more enjoyable and less like a race against the clock.
8. Not Having Enough Alone Time for the Couple
After the whirlwind of your ceremony, it’s important to carve out a few quiet moments to soak in your first moments as newlyweds. This is a detail that often gets overlooked, as couples rush from the ceremony to taking photos and greeting guests. Planning 10-20 minutes of alone time post-ceremony allows the couple to enjoy the excitement of just getting married before moving on to the next part of the day. Use this time to share a private toast or simply breathe together—these brief moments will become cherished memories.
Pro Tip: Ask your catering team to leave a couple of glasses of champagne and hors d'oeuvres in the room where you’ll be spending this time so you can grab a quick bite and toast to being newlyweds! These little touches will make this brief escape even more special and memorable.
9. Failing to Plan for Guest Toasts
"The most common mistake couples make that has the biggest impact on their timeline is not having a plan for their guests’ toasts," states Kayla Kudo of Enchantment Resort. "Toasts often happen before or during dinner service, and catering staff are typically trained not to clear tables or serve the next course during speeches. If the guests giving toasts don’t have a pre-written, timed speech, it could significantly affect the overall timeline and sometimes the quality of the food. This issue can worsen if the couple leaves an 'open floor' for anyone who wishes to speak. We advise leaving speeches for after the entrees are served so that any prolonged toasts are enjoyed by well-fed guests. Additionally, communicate with the catering team ahead of time that service may continue during speeches to avoid delays."
Pro Tip: To ensure a smooth dinner service, establish a specific time for toasts and limit the number of speeches during dinner to 3 or 4, moving any additional speeches to the rehearsal dinner. Encourage those you've invited to speak to prepare their remarks ahead of time and keep them concise, aiming for a duration of 3-5 minutes each.
10. Not Hiring a Wedding Planner to Manage Your Timeline
The best tip for ensuring your day runs smoothly is to work with a professional wedding planner. Many couples try to manage everything themselves or rely on family and friends, which can lead to misunderstandings and last-minute panic. A wedding planner will help you build a realistic timeline, coordinate with vendors, and handle any unexpected changes on the day of the event. With a planner managing the logistics, you can focus on enjoying your day and making unforgettable memories with your loved ones.
Pro Tip: "Hire a planner who has the experience and tools to create a detailed and seamless wedding day timing," advises Shelby Hard from Your Jubilee Weddings. They’ll not only keep everything organized but also provide invaluable insights and tips to make your wedding day flow effortlessly.
Main photo courtesy of Your Jubilee Weddings
Pro Tip: Be sure to share your finalized timeline with every vendor, as well as any last-minute updates. This includes your photographer, caterer, DJ or band, florist and anyone else contributing to your event. Early communication ensures that everyone is on the same page, minimizing miscommunications and ensuring a cohesive experience.
4. Neglecting to Do a First Look
"Skipping a First Look can mess with your timeline," states Garnet Encinas from Omni Scottsdale Resort & Spa at Montelucia. “Doing it beforehand lets you take most of your photos early, so you can join the cocktail hour and keep the day flowing smoothly." Without a First Look, all your formal photos will need to be taken after the ceremony, making it challenging to fit them in without cutting into the reception or leaving your guests waiting too long.
Pro Tip: If you choose not to do a First Look, plan for at least a 1.5-hour cocktail hour. This will give you enough time to take all your formal photos without feeling rushed.
5. Not Factoring in Transition Time Between Events
It’s easy to underestimate how long it takes to transition between activities. “Often, wedding timelines lack a buffer, leading to potential delays if the ceremony starts late or if cocktail hour photos run longer than expected. While guests may be hungry, this is easily managed with a double-sided buffet. We recommend this setup because it significantly speeds up the dining process, allowing your guests to be served quickly and ensuring the festivities can begin without unnecessary delay,” says Marisa Lockwood of Floridino’s.
Pro Tip: For wedding party and family photos, add a 10-minute buffer between different groupings to accommodate any last-minute changes or logistical challenges. This will also provide some downtime for you and your partner to enjoy the moment.
6. Ignoring Sunset Timing in Your Timeline
“One of the most important things to consider when building a wedding timeline is the sunset time for your date," states Emma Frain from Mountain Shadows Resort Scottsdale. "As the sunset time varies throughout the year, it is important to ensure you will have enough sunlight to complete all of your desired photos. We typically find that an hour and a half prior to sunset gives the perfect amount of time to have beautiful ceremony lighting as well as dreamy sunset photos afterwards while your guests are at cocktail hour."
Pro Tip: Check the sunset time for your wedding date well in advance and plan your ceremony and photo sessions accordingly. Consider using a wedding planning app or website to find sunset times, ensuring you have the right lighting for your special moments.
7. Overpacking the Timeline with Too Many Activities
Trying to squeeze in too many events can cause your timeline to become too rigid, leaving no room to adjust if things run behind. This not only adds stress but can make the day feel more like a series of checklists rather than a joyful celebration. The key is to prioritize what’s most important and let go of the smaller things.
Pro Tip: Focus on the key events, like the ceremony, reception and toasts, and leave space around those for spontaneity. This approach makes the day feel more enjoyable and less like a race against the clock.
8. Not Having Enough Alone Time for the Couple
After the whirlwind of your ceremony, it’s important to carve out a few quiet moments to soak in your first moments as newlyweds. This is a detail that often gets overlooked, as couples rush from the ceremony to taking photos and greeting guests. Planning 10-20 minutes of alone time post-ceremony allows the couple to enjoy the excitement of just getting married before moving on to the next part of the day. Use this time to share a private toast or simply breathe together—these brief moments will become cherished memories.
Pro Tip: Ask your catering team to leave a couple of glasses of champagne and hors d'oeuvres in the room where you’ll be spending this time so you can grab a quick bite and toast to being newlyweds! These little touches will make this brief escape even more special and memorable.
9. Failing to Plan for Guest Toasts
"The most common mistake couples make that has the biggest impact on their timeline is not having a plan for their guests’ toasts," states Kayla Kudo of Enchantment Resort. "Toasts often happen before or during dinner service, and catering staff are typically trained not to clear tables or serve the next course during speeches. If the guests giving toasts don’t have a pre-written, timed speech, it could significantly affect the overall timeline and sometimes the quality of the food. This issue can worsen if the couple leaves an 'open floor' for anyone who wishes to speak. We advise leaving speeches for after the entrees are served so that any prolonged toasts are enjoyed by well-fed guests. Additionally, communicate with the catering team ahead of time that service may continue during speeches to avoid delays."
Pro Tip: To ensure a smooth dinner service, establish a specific time for toasts and limit the number of speeches during dinner to 3 or 4, moving any additional speeches to the rehearsal dinner. Encourage those you've invited to speak to prepare their remarks ahead of time and keep them concise, aiming for a duration of 3-5 minutes each.
10. Not Hiring a Wedding Planner to Manage Your Timeline
The best tip for ensuring your day runs smoothly is to work with a professional wedding planner. Many couples try to manage everything themselves or rely on family and friends, which can lead to misunderstandings and last-minute panic. A wedding planner will help you build a realistic timeline, coordinate with vendors, and handle any unexpected changes on the day of the event. With a planner managing the logistics, you can focus on enjoying your day and making unforgettable memories with your loved ones.
Pro Tip: "Hire a planner who has the experience and tools to create a detailed and seamless wedding day timing," advises Shelby Hard from Your Jubilee Weddings. They’ll not only keep everything organized but also provide invaluable insights and tips to make your wedding day flow effortlessly.
