By Reyni
•
January 11, 2022
If you decided to go solo about planning your destination wedding or elopement, then you’d probably need this! Our step-by-step guide will help you create an accurate timeline of your wedding day, breaking the tasks into bits while working within the right timeframe with minimal stress. If you are celebrating your wedding at a hotel or you have hired a wedding coordinator for your off-site wedding, then the timeline must be done by them. So, no need to worry about it! However, if you would like to control every aspect of the event, keep reading and start planning! Name & Name Wedding Timeline As of 01/01/2022 (Always write the last date of modification) Date of Wedding: Saturday, February 5, 2022 Ceremony Venue: Beach Gazebo Ceremony Timing: 5:30 pm (Ceremony Invitation Time) Reception Venue: Beach Restaurant Reception Timing: 6:00 pm Cocktail Start Time 7:30 pm Dinner Start Time 11:30 pm Reception End Time / Hotel Disco Start Time 2:00 am Disco End Time Contact: Susie, MOH (bride's sister) Room 1106 or 555 123 456 Name, Role / Room number or telephone number Coordinator: Name / Hotel - Venue Coordinator Telephone number Wednesday, February 2 4:00 PM NAME & NAME + Wedding group arrives to the Hotel 4:30 PM Check-in Start time 7:30 PM Wedding group meets at the buffet for a welcome dinner in a reserved are a (previously arranged with the Hotel) 9:00 PM Hotel Showtime (NAME OF THE SHOW) in the Theater at the Main Lobby / Have a few drinks at the Lobby Bar while enjoying the Show Thursday, February 3 9:30 AM Free choice Breakfast start time 11:00 AM NAME & NAME meet Hotel or Venue coordinator to review wedding details NAME & NAME deliver decorations / welcome bags / favors to the Hotel or Venue coordinator 1:00 PM Free choice lunch start time 4:00 PM Hotel coordinator places welcome bags in the guest rooms Volleyball match on the beach: e.g. Girls vs Boys (previously arranged with the Hotel Entertainment Manager) 5:00 PM Free choice Hotel activities (If possible, list hotel activities) 7:00 PM Free choice dinner start time 9:00 PM Hotel Showtime (NAME OF THE SHOW) in the Theater at the Main Lobby Friday, February 4 - Day before 9:30 AM Free choice Breakfast start time 11:00 AM NAME & NAME + Wedding party ( bridesmaids, groomsmen, MOH, MOB, FOB, ect.) meet Hotel or Venue coordinator at the Beach Gazebo to rehearse the ceremony 1:00 PM Free choice lunch start time 3:00 PM Free choice Hotel activities (If possible, list hotel activities) 5:00 PM Wedding hair and Makeup Trial at the Spa 7:00 PM Rehearsal dinner at XYZ Restaurant in a reserved area with a set menu (previously arranged with the Hotel) 9:00 PM Hotel Showtime (NAME OF THE SHOW) in the Theater at the Main Lobby 10:30 PM NAME & NAME go to bed (the earlier the better!) Saturday, February 5 - Wedding Day 9:30 AM Free choice Breakfast start time 10:00 AM Venue / Hotel coordinator opens venue, available 10:30 AM Rentals arrive, begin placing tables first, then chairs All Bridesmaids, Bride, MOB arrive to Bridal Party Room or go to the Spa Makeup Artists arrives to Bridal Party Room or go to the Spa Hair Stylist arrives to Bridal Party Room or go to the Spa HAIR AND MAKEUP SCHEDULE 10:30 AM Br idesmaid 1 Makeup 10:30 AM MOB Hair 11:00 AM Bridesmaid 2 Makeup 11:15 AM Bridesmaid 4 Hair 11:30 AM Bridesmaid 3 Makeup 12:00 PM Bridesmaid 3 Hair 12:00 PM Bridesmaid 4 Makeup 12:45 PM Bridesmaid 1 Hair 12:30 PM MOB Makeup 1:30 PM Bridesmaid 2 Hair 1:00 PM Bride Makeup 2:15 PM Bride Hair 11:00 AM Cater arrives and loads in Table Linens arrive" Coordinator place linens AV / DJ arrives to set-up sound / dancefloor at the Beach Gazebo and at the Beach Restaurant 11:30 AM Mother of Bride gathers dress, shoes, wedding materials to be photographed MOH confirms with R oom Service the food to be delivered to the Bridal and Groom Party Room (previously arranged with the Hotel) 12:00 PM Florist arrives at ceremony venue, unloads into the shade 12:30 PM Room Service delivers food to the Bridal and Groom Party Room 3:00 PM Florist arrives at reception venue, unloads into the shade Cake shop delivers cake to reception venue, Coordinator to direct where cake is placed 4:00 PM Photographer arrives to Bridal Party room, takes shots of dress, shoes, getting ready Coordinator drops off bouquets at Bridal Party room, then boutonnieres at grooms room 4:30 PM Second Shooter arrives to Grooms ro om, takes shots of getting ready, groomsmen Cater / Coordinator sets up flatware/glassware/plates on tables Coordinator places place cards / favors / decor provided by NAME & NAME 5:00 PM Ceremony Musicians arrive Coordinator tests AV at ceremony with the DJ Officiant arrives to ceremony venue Caters sets up bar at the beach gazebo Photographer takes gazebo shots before ceremony begins Groomsmen, Groom, and Families head to the Beach Gazebo Makeup Artist heads out Hair Stylist heads out Greeter lets guests know where to sit as guests arrive 5:15 PM Ceremony Musicians in place Bridesmaids and Bride head to the Beach Gazebo 5:30 PM Ceremony Invitation Time Coordinator lines up Bridesmaids, Groomsmen, Families, flower girls 5:35 PM Coordinator to cue ceremony musicians to play: FAMILY/BRIDESMAID’S PROCESSIONAL MUSIC Name, Groom’s Mother walks down with Name, Groom’s Father – sit in the first row on the right side Name, Bride’s Mother walks down with Name, Bride’s Grandfather – sit in the first row on the left side Wait until Bride’s Mother is seated, then Coordinator cues the following from front of the Gazebo: Groomsman and Bridesmaid 1: Name & Name Groomsman and Bridesmaid 2: Name & Name Groomsman and Bridesmaid 3: Name & Name Groomsman and Bridesmaid 4: Name & Name Flower Girls G roomsmen locate themselves to the right, next to the groom Bridesmaids and Flower girls locate themselves to the left Pause, Coordinator to cue ceremony musicians to play: BRIDE'S SONG TO WALK DOWN THE AISLE Coordinator to cue Bride and Father of Bride Bride and FoB begin walking – SLOWLY! Bride and FoB reach end of the aisle and pause for photos/video and soak in the moment and all the smiling faces Bride and FoB reach top of aisle a few feet away from Officiant Officiant leads the way FoB sit on the left side next to Mother of Bride CEREMONY AS PER OFFICIANT: GREETING DECLARATION OF INTENTION OFFICIANT SPEECH MOTHER OF BRIDE READING VOWS BLESSING AND EXCHANGE OF RINGS DECLARATION OF MARRIAGE KISS PRESENTATION OF MR. AND M RS. FRIST NAME AND FIRST NAME – GROOM’S LAST NAME RECESSIONAL Pause, Coordinator to cue ceremony musicians to play: RECESSIONAL MUSIC Bride and Groom pause and look at the audience Bride and Groom dance/walk out of the Beach Gazebo SLOWLY Bridesmaids and Groomsmen pause until Bride and Groom hit the end of the aisle Bridesmaids and Groomsmen pair up and follow Bride and Groom: Groomsman and Bridesmaid 4: Name & Name Groomsman and Bridesmaid 3: Name & Name Groomsman and Bridesmaid 2: Name & Name Groomsman and Bridesmaid 1: Name & Name 6:00 PM Cocktail Start Time at the Beach Gazebo Servers offer drinks and canapes to the guests at the Beach gazebo DJ plays music at the beach gazebo Photographer organizes Bridal Party/Family for photos Ceremony Musicians head out MOH as bride’s assistant to refresh lipstick, re-fluff dress, etc. Photography Schedule 5 mins Officiant with Bride and Groom Officiant with Bride and Groom + Families 5 mins Flower girls/ring bearers (any young kids), with Bride and Groom Families of flower girls/ring bearers, with Bride and Groom 10 mins Brides family with Bride and Groom Grooms family with Bride and Groom 5 mins Entire Bridal Party with Bride and Groom 20 mins Bride and Groom Alone 6:45 PM NAME & NAME enjoy Cocktail Time at the beach gazebo and mingle with guests 7:10 PM Wedding group heads up to the Reception venue 7:20 PM Coordinator begins telling guests to find their seats 7:30 PM Reception Start Time Coordinator to cue bridesmaids, groomsmen, bride, and groom for grand entrance Coordinator ensures all guests seated Coordinator cues DJ to play GRAND ENTRANCE SONG DJ introduces wedding party: Groomsman and Bridesmaid 1: Name & Name Groomsman and Bridesmaid 2: Name & Name Groomsman and Bridesmaid 3: Name & Name Groomsman and Bridesmaid 4: Name & Name Bridesmaids and groomsmen go to the dancefloor, do a dance move and find their seats DJ to introduce the bride and groom “AND NOW I PRESENT… NAME & NAME go to dancefloor, do a dance move, then find their seats 7:40 PM Caterer/Servers immediately serve salad course 7:45 PM Guest enjoying salad course Coordinator to prep speakers (encouragement, hold speaker super close to face, make it light and short and smile, and were to stand) 7:55 PM Caterer/servers clear salad course 8:00 PM Caterer/servers serve entrée course 8:10 PM Coordinator bring speaker #1 the microphone 8:11 PM Speaker #1 8:16 PM Speaker #2 8:25 PM Coordinator ready with glass of champagne to cheers and to take microphone 8:30 PM DJ asked NAME & NAME to the dancefloor for their first dance DJ plays NAME & NAME FIRST DANCE SONG 8:30 PM DJ asks Mother of Groom and Father of Bride to the dancefloor DJ plays FATHER/DAUGHTER, MOTHER/SON DANCE 8:35 PM Servers clear entrée 8:40 PM Servers serve dessert 8:55 PM Servers clear dessert DJ announces cake cutting and that the bars are open 9:00 PM Crazy hour team arrives Photographer, Bride, and Groom cut the cake DJ plays fun music for dance party Caterer/Servers pass out cake Optional items: B o uquet toss, with bouquet toss song Garter toss, with garter toss song Cultural items 10:00 PM Photographer heads out 10:25 PM Coordinator cues DJ to play Crazy hour music 10:30 PM Crazy hour starts 11:20 PM Crazy hour ends 11:22 PM DJ announces Bride & Groom last dance and plays LAST DANCE SONG NAME & NAME last dance JUST THE TWO OF THEM! 11:30 PM Wedding reception End Time DJ cuts music Guests head to the Hotel Disco Mother of Bride gathers cake, specialty table numbers, place cards 11:45 PM Load-out begins 2:00 AM Disco End Time Would you like to receive this sample in an Excel template to customize it? Get it here! ~*~ Are you having a destination wedding, but have no idea where to start! Get here our Destination Wedding Timeline to guide you throughout the whole planning process!