How to Nail Your Wedding Day Timeline | My Top Tips as a Wedding Coordinator
Let’s talk timings.
Even the best wedding planner in the world can’t promise the day will run 100% to schedule — because weddings are beautifully human, and real life doesn’t run on military precision. But with a little insight and forward planning, you can give yourself a timeline that works with the flow of the day, not against it.
Here are my top timeline tips to help everything feel seamless and stress-free:
1. Buffer Time Is Your Best Friend
Add breathing space between your wedding breakfast and the evening reception.
You’ll want time to freshen up, reset the room if needed, and avoid that frantic rush. Giving guests time to relax or grab a drink before the evening guests arrive helps the transition feel smooth, not chaotic.
2. Speeches Always Run Over
It’s just how it goes! Emotions are high, nerves kick in, and people tend to go off-script (and we love them for it).
Build in extra time, more than you think you’ll need, for speeches. It’s better to have time to spare than to be chasing the clock.
3. Ceremony to Reception = The Real Travel Time
If your ceremony and reception are in different locations, don’t underestimate how long it takes for guests to:
Hug everyone
Pile into cars
Navigate somewhere unfamiliar
Park
Walk up to the venue
Plus, a few will definitely stop to check into the hotel or grab a cheeky snack en route. Expect delays, and give that transition space in the schedule.
4. Sharing Platters Aren’t Always Quicker
I hear this myth a lot. While sharing platters might come out of the kitchen faster, they often take just as long to eat.
Guests are polite, no one wants to take the last bite or reach over someone’s plate. Sharing is sociable, chatty, and leisurely. Plan accordingly.
5. Getting Guests to Move Takes Time
Whether it's moving guests from reception drinks to the dining room or inviting them into the ceremony, it always takes longer than you expect.
You’ll likely ask several times. Depending on the venue layout, this process can take anywhere from 15 minutes to half an hour. Be patient and realistic with these transitions.
6. Evening Guests Shouldn’t Walk Into the Middle of the Meal
If you’ve ever been an evening guest and arrived while speeches were still happening, you’ll know how awkward that feels.
Build in a proper buffer before evening guests arrive. You want the energy reset — tables cleared, music on, and the space ready to welcome new arrivals.
Final Thought:
Your timeline doesn’t need to be perfect. It needs to be flexible, thoughtful, and true to the vibe you want for your day. If you're working with a planner or coordinator, amazing! We help you manage the flow and handle the unexpected.
If you’re not, make sure to build in those key buffers and manage expectations with your suppliers.
Want Me to Look Over Your Timeline?
Drop me a DM on IG with your draft timeline and I’ll send you back a free voice note with my tips, tweaks, and advice. No strings attached, just a little help from your virtual wedding sidekick.
You've got this!
Parris - Weddings with Parris