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 area
(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 Bridesmaid 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 Room 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 room, 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
Groomsmen 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 MRS. 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:
Bouquet 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
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~*~
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!