How To Plan Your Wedding Timeline
- A Melbourne Wedding Photographer’s Guide
If you are reading this, you are probably looking for ideas on how to plan your wedding runsheet.
The reason I am writing this is that after planning my own wedding, and shot many myself, as a photographer, I would like you to have an enjoyable wedding day. And secondly but equally as important, I want you to have beautiful photographs to keep.
Here is a guide to each section of a typical wedding day with a time frame that is enough for you and I to create great photographs together while having an enjoyable experience. This is followed by some of my recommendations and tips.
This is a general guide which you can use as a template to plan your own wedding. Remember - it’s your big day. Celebrate how YOU want it. Feel free to customise it as you please. I am happy to work it out with you.
Also, pssst… Remember to consider the travel time between each location.
Groom Preparation
(1 to 1.5 Hours)
This is typically the start of a wedding story from a photography’s point of view because the hair and make up can be happening on the brides side while this is happening. This is also a part of the wedding day where the bride does not see. I will begin by photographing every accessory that the groom will be wearing.
What the groom gets up to with his mates, the boys retying their necktie for the 263th time to get it at just the right length, having a drink and lots of laughs, them making last minute changes to their speeches, portraits with family, are all the sorts of things that happen here. Many of these moments may seem insignificant but it is this is still a part of your wedding day story.
My recommendation:
Before the photographer arrives, get all your accesories together. This typically includes your suit, tie/bowtie, boutonnière (flower), any items of significance, jewelleries, watch, cufflinks, fresh socks, and shoes. Wedding invitation and wedding rings are optional. I personally prefer them to be with the bride.
Remember to cut the tags off your suit.
Parents and groomsmen to be fully dressed and be on standby.
Optional: Alchohol drinks + glasses to have a cheers with your groomsmen. This is also a good time to open a gift and hand-written letter from your spouse-to-be.
Bride Preparation
(1.5 to 2 Hours)
The beginning of the Bride’s side of the story. Similarly, this is the part where the Groom misses out before the ceremony. Show off that stunning wedding dress that you said yes to along with all the accesorries that you will be wearing. Have a toast with your bridesmaids in your robes. And after getting changed, we will get your bridesmaids and family to help you with the final touches. This is the last moment you spend with your family as a single lady. Consider doing a First Look with your father here too.
My recommendation:
All hair and make up should be completed before the photographer arrives.
Place all your items and accessories together. This typically includes your veil, wedding invitations, perfume, flowers, shoes, invitations, engagement and wedding rings, other jewelleries, and any other items of significance.
Prepare a nice hangar for each dress.
Optional: Alchohol drinks + glasses.
Parents to be ready-dressed if they are in the same location.
Traditions
(1 to 2 Hours)
Having any traditions such as a tea ceremony adds a cultural chapter to your story. This sometimes starts prior to the Bride and Groom getting ready.
Door games: 30 minutes.
Tea ceremony: 45 minutes each, depending on how many people you are serving. Allow for time for family photos afterwards, plus travel time between locations.
Wedding Ceremony
(30 mins to 1 hour)
The moment everybody is looking forward to. The venue is fully decorated with flowers, and the guests are enjoying the soft music is playing in the background. The boys are all waiting nervously in front with much anticipation to see the Groom’s reaction when he sees the Bride. You two will exchange your personalised vows and sign your marriage certificates. And finally sealing it with a kiss and walk down the aisle for the first time as husband and wife!
My recommendation:
Allow 30 minutes for me to photograph the venue before the ceremony. This is enough for the videographer as well.
During the entrance of bridesmaids, space apart enough so that only one person is ever walking on the aisle.
During the ceremony, space apart the bridal party enough for each one’s reaction to be visible.
Try to savour your first kiss. The longer the kiss is, the more variations of photos you will receive.
For the exit, prepare a light-weight confetti that falls slowly. For example, flower petals fall slower than certain leaves. Rice paper is my new favourite. Bubbles are a great option too. Check with your venue beforehand.
Sharing a kiss mid-way through your exit looks great. A dip-kiss looks even better!
Group Portraits
(15 to 45 mins)
Usually right after the ceremony we will get everyone to join in for a big group photograph. After that, there will be time for the guests to congratulate you, before we proceed with taking portraits of smaller groups of family and friends.
My recommendation:
Create a list of the groups of people you’d like photographs with. Prioritise the ones that you know you absolutely want printed.
Assign your loudest bridal-party member to help gather the people according to the list above to make the process a lot quicker.
Consider guests that may require mobility aid.
Location Portraits
(1 to 2 Hours)
The goal here is to take amazing portraits of your entire bridal party and more importantly lots of just the two of you alone. This can happen around the at any location of your choice. Usually we do this after taking the formal group photos, where the guests can continue to mingle while I will travel with you and your bridal party.
My recommendation:
The more time we set aside for this the more variety and creative of photos you will get.
If possible, allow another 15-30 minutes for a second round of portraits sometime during your reception. This can be either 30 minutes before sunset or post-sunset.
Consider travelling time.
Reception
(varies)
Allow me to help you remember the venue as you envisioned, including all the decorations, flowers, wedding favours, gifts, details etc. After the bridal introductions, you may consider having formalities such as cake-cutting, speeches, couple’s first dance, family dance, open dance floor, garter and bouquet toss, games, or any other tradition/activities between meal intervals. We will stay until the end when you farewell your family and friends for the night.
A sample reception runsheet can be:
7:00 Bridal Entrance + Cut Cake
7:15 Entre
7:45 Speeches
8:10 Mains
8:30 Games
8:40 Dessert
8:45 Bride & Groom Speech, First Dance, Open Dance floor
10:00 Sparkler Exit
My recommendation:
Allow 30 minutes before any guests arrive for me to setup and photograph. This is enough time for videographer as well.
Consider doing a sparkler exit to end the night. Pro tip: Get either a long sparkler for each guest or two each.
Let me know if you are planning any surprises so I can be prepared for them.
Sunset / Night Portraits
(15 to 30 mins)
This may or may not be an option depending on the location, weather, and the reception schedule, but it’s something to keep in mind when formulating the timing with your venue. You can check out what time the sun will set on your wedding day by simply googling your wedding date, location and the word ‘sunset’. If, throughout the reception, there’s an interesting night shot to get, I may come and grab you. You may appreciate the break from the reception or you might tell me “no way, this song is my jam.” As long as you’re staying true to yourself and what you want, I’m happy and we’re going to get some amazing photos together.
