Wedding day timeline: minute-by-minute run-of-show (free PDF)
Wedding days rarely go wrong because of surprises — they go wrong through accumulation. Fifteen minutes lost at hair and makeup becomes forty by the cocktail hour, and by then you've eaten into the good light for couple photos.
Here is a realistic timeline for an evening wedding, with the buffers vendors assume but nobody writes down, plus a blank template to build your own.
What's in the PDF
- Full sample timeline, from 10:00 to the party
- The 6 buffers that stop the day snowballing
- Who owns each block
- Blank template for your own run-of-show
- A4 printable, 4 pages
Wedding day timeline & schedule
The perfect minute-by-minute plan so the big day flows.
Sample timeline: evening wedding
Ceremony at 17:00. Shift the rest as a block, not one by one. Times already include buffer.
| Time | Moment | Who |
|---|---|---|
| 10:00 | Hair and make-up | Bride + party |
| 12:30 | Light meal (do not skip it) | Both |
| 14:30 | Dress / suit and final touches | Both |
| 15:30 | Getting-ready photos | Photographer |
| 16:30 | Travel to the ceremony | Groom first |
| 17:00 | Ceremony | Everyone |
| 17:45 | Family and group photos | Photographer |
| 18:15 | Welcome cocktail | Guests |
| 19:00 | Couple session (golden hour) | Couple |
| 20:30 | Grand entrance to dinner | Couple |
| 22:30 | Cake and first dance | Couple |
| 23:00 | Open bar and party | Everyone |
- Add a 15-minute cushion to every big block: delays snowball toward the night.
- Anchor the couple session to the golden hour (the hour before sunset) and build around it.
- Family photos: a written group list and a "caller" to gather people fast.
- Leave 30 minutes between ceremony and cocktail to greet guests without stress.
- Tell each vendor THEIR time, not the whole run-of-show.
- Name a coordinator to run the sheet and free up your phone.
Frequently asked questions
What time should an evening wedding start?
In Spain, evening ceremonies usually start between 17:00 and 19:00. The useful reference is not the clock but sunset: you want at least 90 minutes of daylight between the end of the ceremony and sundown, which is when couple photos happen.
How long does a wedding last?
From the start of the ceremony to the open bar is typically about 6 hours: ceremony (45 min), photos and cocktail (2 h), dinner (2.5 h) and cake plus first dance (30 min). For the couple the day starts much earlier — around 7 hours before the ceremony if there is hair and makeup.
What is the golden hour and why does it drive the timeline?
It is the hour before sunset, when light is warm and soft. It is the best window for the couple session, and since sunset is not negotiable, fix it first and build the rest of the schedule around it.
Who should you share the run-of-show with?
The photographer, caterer, DJ and venue, at least a week ahead. Give each of them their own part with concrete times. Most day-of trouble is coordination, not genuine surprises.
What if you did not have to print anything?
Guests, seating, budget, tasks, vendors and your wedding website, all connected and updating themselves. Try it for 7 full days, no card needed.
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