(Closed) Wedding Timeline

posted 5 years ago in Logistics
Post # 5
3277 posts
Sugar bee
  • Wedding: June 2014

8-12 hair & make up

12-12:30 first look

12:30-2 Wedding party pics

2-3 family pics

3-3:30 exchanging gifts/letters w/ FH

4-4:45 ceremony

4:45-5:15 receiving line

5:15-5:30 drive to reception

5:30-6 guests arrive, toasts

6-7 dinner

7-7:15 first dance, father/daughter dance

7:15 – open dancing

7:45 Cake cutting

8 – Outside pics w/ sparklers

8:15 bouquet and garter toss

8:20-10:30 dancing

10:30 Sparkler Exit

Post # 6
242 posts
Helper bee
  • Wedding: June 2013

i was going to ask this same question.  any one out there have a timeline for a friday evening wedding? I’m currently trying to figure out the logistics for a friday. 

Post # 7
137 posts
Blushing bee
  • Wedding: June 2013

This is a rough timeline! We can’t get in to our venue the day of until 3pm – also right before our ceremony starts, ha! – so a friend who isn’t invited to the wedding volunteered to set some decor up at the venue for us. I felt sort of weird since she’s not on the guestlist, but she insisted it wasn’t weird and she was glad to help. Our caterers will set up the tables, etc. for the reception. 

8-12 Hair & Makeup (and lunch, so important)

1-2 Get dressed & bridal party pictures 

2-3 First look, couples pictures, some family pictures 

3:30 Ceremony starts 

4:00-4:15 Ceremony ends, drive to reception site

4:15-6:00 Pictures with family (cocktail hour starts at 5:30)

6:00-7:00 Join cocktail hour (now I’m wondering if we don’t want to start dinner at 6:30 instead of 7…)

7:00 Dinner starts; first dances & toasts

7:30 Buffet starts 

8:30 Dinner ends; dancing begins

9:30 Cake cutting & dessert (not sure when to do this?!)

10:30 Reception ends; back to hotel! 

Post # 8
360 posts
Helper bee
  • Wedding: November 2013

I just am posting so I can follow this thread!  I’m curious about the same thing.

Post # 9
1299 posts
Bumble bee
  • Wedding: April 2013

Im haivng my rehearsal dinner at the venue the night before and putting everyone to work afterwards to set up and decorate.  The day of Im having the girls arrive at 11 30 and the guys at 1:00.  the photos will happen beforehand for all the guys and all the girls. 

Ceremony 2 30 to 3

3 to 3 45 formal and family pics

3 45 to 4 30 travel to venue  (4-5 cocktail hour)

4 30 line up of the wedding party, more pics of me and groom

5pm formal introductions

5 10 first dance

5 15 to 5 30 speeches and blessing

5 30 to 6 30 dinner

7 to 7 10 father daughter mother son dances

8 bouquet and garter toss

8 15 cake cutting

10 end of reception

10 cleanup at reception (everyone has a job and I hope it will go smoothly)

11 to 2 after party!

Post # 10
1074 posts
Bumble bee
  • Wedding: August 2014


I’d like to know about this too.

I’m having a Friday wedding with the ceremony start time at 6pm and reception start time at 7:30.

After that, I have no idea what is going on.

Post # 11
3092 posts
Sugar bee
  • Wedding: June 2013

This has one more round of revisions, so far its been through the venue, coordinators, and will go back through the venue one more time.

Rehearsal   Day – Friday, June 21, 2012



Location   / Notes


POI Alcohol/Beverage   Delivery-

Rehearsal- (__ guests)

  •   Beer


  •   Margaritas- premade on rocks

Wedding- (__ guests)

  •   champagne- Nottingham Cellars


  •   beer-


  •   wine-


  •   Margaritas- premade on rocks


  •   bride to provide garnish


  •   sodas

Prep Glassware for event

  •   water


  •   champagne


  •   wine


  •   pint glasses



Bride’s   aunt to coordinate departure time for nails for bride and bridesmaids

Groom +   groomsmen + family to get table, chair, linen rentals



Coordinator to set   topiaries on dining room tables

Coordinator to set up   Trail Mix bar in Dining Room

Coordinator to set up   welcome sign


POI to   set up welcome baskets in rooms



Guests check-in

Main Lodge


Groom, brother, father to setup Rehearsal Dinner tables

And set up Cornhole boards

Coordinator to set up linens on   rehearsal dinner tables



POI Gathering Hour ready by- cheese and olive oil sampler, glass of   wine per lodging guest

Main Lodge


POI bartender arrives

  •   prep for   rehearsal dinner


  •   beer,   margarita, plastic glasses


  •   water, soda


  •   cocktail   napkins

Coordinator to set up festive cocktail   napkins

Poolside Bar


El Nido arrives for rehearsal dinner

  •   provide china,   flatware, napkins, servers

Coordinator help set up rehearsal   dinner with bride’s aunt includes centerpieces, festive plates + napkins


05:00 PM

POI rehearsal of ceremony- need wedding party and immediate family   present

Coordinator is done for the day – or   5:30 if they want to observe rehearsal

Rose Garden


POI Rehearsal dinner begins- bar open, food service starts



El Nido clean up and conclude service



POI bar closes, clean up and conclude service

Groom, brother, father to pack up Rehearsal Dinner tables,   linen, chairs




Wedding   Day – Saturday, June 22, 2013



Location   / Notes


POI continental   breakfast, fresh eggs What else is served?

coffee, juice and water


Dining Room, Deliver   to Brides room if requested


Bride and Groom massages

Groomsmen + family to return chairs   + tables + linens



Coordinator to   pick up Togos sandwiches



Hair and Makeup arrive

Coordinator to   set up Togos sandwiches and beverages in Dining   room

Bride Suite


Groomsmen to set up papel picado   for Ceremony

Coordinator to   clean up Togos and lay out gifts for parents, set up bridal bouquets, bridesmaids bouquets, and ring box



POI setup

  •   ceremony site-   ___ chairs, ___ to a row facing north(split by ), see diagram for setup.


  •   Gift table/sign   in table (poolside)


  •   reception area-   see diagram using round tables.  Coffee   Station table, additional tables. Place table linens, tables ready for center   pieces and additional items provided by bride

Coordinator to   set up:


Table Numbers

additional items to be placed


-table runners





-set up seating chart

-Set up cake table

  •   Silk flowers   under cake stand


  •   Cake stand   assembly


  •   Toasting flutes


  •   Knife + server


  •   Cupcake boxes


  •   Sign


-Set up sweetheart table

  •   Place silk   flower arrangement


  •   Signs


  •   Bride + groom   skulls


  •   Additional   decorations


Set up   guestbook



Rose Garden/Event Center


POI deliver   champagne, juice, cheese/fruit tray to bride

Bride Suite


Tricia arrives for   coverage of wedding- bride getting ready.

Bride Suite


Coordinator   to ensure bridesmaids and groomsmen are dressed & ready for photos



POI pool and spa   closes

  •   sign-in table   at patio/dining room doors, 1 table (table linen)




BonVivant Catering arrives

place napkins, flatware

Champagne, wine and water glasses   at tables

DJ arrives setup   ceremony sound/music/reception

Amos Productions arrives to setup photo booth and   lighting

Coordinator to   direct vendors and finish setup

Event Center

____   Guests




Rose Garden/Event Center
Event Center


Bartender to arrive,   prep bar areas

Cocktail   hour Poolside- 1 bartender

Reception   Bar Event Center

Coordinator to set up cocktail napkins   and guestbook


Beer, Wine, Margarita premade/ice




POI prep signature   drink, place in dispensers, prep water dispensers

Cake Delight delivers cakes

Event Center


Minister arrives for   ceremony

Rose Garden


AKA Tricia portraits complete

Guests begin to arrive

POI   programs placed on chairs

Main   Lodge



Wedding Ceremony begins


Groom’s   Parents –

Bride’s   Mom–

Groom   – Minister,


Ring Bearer-


Maid   of Honor-

Flower   girl-


(bride from Dining Room-open doors, fix dress and veil before walking)


Minister   will then invite guests to cocktail hour, family stay behind for portraits

Coordinator   to ensure flowers for   flower girls, ring box for ringbearer, flowers for bridesmaids

Rose Garden















06:00 pm

POI – Cocktail Hour Poolside

BonVivant cocktail   service begins

AKA Tricia Family   Portraits, Bridal Party Portraits, Bride & Groom Portraits- Group picture   with all guests

Coordinator to check   in with guestbook attendants (kids) to make sure they know what they’re doing




Around Property


BonVivant water service   at tables,

Coordinator to   light candles and move guestbook to reception


7:00 pm

Guests to begin seating

POI close cocktail   bar, move to Event Center

Coordinator to   move ceremony vase to bride + groom’s room

Event Center

7:10 pm

DJ grand   entrance

bridal party grand entrance

Bride & Groom –  stage   for Grand Entrance

Near Suite


Event Center

07:00 pm

POI bar opens

Event Center

07:00 pm


POI   to strike ceremony, cocktail

POI   to move gifts into conference room, lock door

Rose Garden/Pool

Conference Room

7:15 pm

BonVivant buffet



DJ + Coordinator   Trivia –   cards+pens+prizes


8:00 pm

POI and BonVivant pour champagne

DJ Toasts

Event Center

08:30 pm

BonVivant to begin clearing plates

POI open coffee station

Coordinator to clean up cocktail hour decorations and set up favor table in   main dining room near lobby

Event Center

08:50 pm

Cake Cutting

BonVivant to pass   dessert/ Cupcakes left on cake table

Event Center

08:50 pm


First dance

Open Dance floor

Coordinator to confirm shuttle to Best Western and set up bride + groom room

Event Center

10:30 pm

POI Bar concludes alcohol   service, beverages available

Event Center



Guests escorted outside for   sparkler send-off

Bride and groom dance last song

Coordinator to   distribute sparklers and clean up


11:00 pm

Wedding reception concludes

POI   clean up reception area

BonVivant to conclude services, clean prep kitchen

Coordinator to   gather  –   candles, vases, cake knife and server, champagne flutes, candelabras



Event Center

11:00 pm

POI to strike orchard/bar and   clean

Event Center

12:00 am

POI event staff to leave

Coordinator to   leave 



Sunday,   June 23, 2012



Location   / Notes

10:00 am


Dining Area

12:00 pm

Checkout   Time

Front Desk


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