How to Create an Authentic Wedding Timeline that Captures Every Moment

Our Story

We wanted an outdoor dinner and a sunset ceremony at our September wedding.

In a traditional timeline, that would mean an 8 pm ceremony and dinner around 10pm – not ideal. But, who says the ceremony has to come before dinner?!? We changed things up to create a more authentic wedding timeline.

We started with the cocktail hour, sat down to dinner as the sun dipped below the trees, did a quick change into our formal attire after dinner, said our vows as the sun set and then danced in the moonlight!

Read on to learn how you how to craft a timeline that prioritizes what matters most.

Why Most Wedding Timelines Fall Short

Traditional wedding timelines often focus solely on logistics, leading to:

• Rushed moments that should be savored

• Missed opportunities for natural light

• Stress that shows up in photos

• Limited time for genuine interactions

A Different Approach: The Authentic Wedding Timeline

Instead of starting with tradition, let's begin with what matters most to you.

Step 1: Identify Your Priority Moments

Before plotting times, list your must-have moments:

• Quiet time together before the ceremony

• Special photos with loved ones

• Time to actually enjoy your cocktail hour

• Sunset portraits

Step 2: Consider the Light

Light shapes how your moments are captured. Think about:

• The quality of light at different times of day

• Your venue's lighting throughout the day

• Sunset time on your wedding date

• Indoor vs. outdoor spaces

Sun Tracker AR is an iPhone app that is invaluable in planning your day. The app uses augmented reality to show you where the sun will be throughout the day. There’s an $8 fee (one time) to see future dates, but it will be worth every penny to have more insight into your day!

Building Your Timeline: A Framework That Works

Preparation (typically 3-4 hours before ceremony)

• Begin with calm, unhurried moments

• Include buffer time for unexpected delays

• Plan key getting-ready photos when hair and makeup are fresh

Pre-Ceremony (2 hours before)

• First look if desired

• Wedding party photos

• Family portraits in good light

Ceremony Timing

• Consider the sun's position

• Allow time for receiving line if planned

• Build in cushion for late arrivals

The Golden Hours

• Schedule couple portraits during best light

• Plan sunset photos if weather permits

• Include time to just be together

Reception Flow

• Build in moments to connect with guests

• Allow natural breaks for candid captures

• Create pockets of time for night portraits

Pro Tips for a Smooth Timeline

1. Add Buffer Time

• 15 minutes between major events

• Extra time for large group movements

• Cushion for weather contingencies

• Account for driving and parking if necessary

If we have learned one thing in our years shooting weddings, it’s to plan extra time! No matter how long you think an event will take, expect that it will take longer. And one huge thing to keep in mind is transportation. This is especially important in busy city areas. If you want photos in a busy downtown area, build in a lot of extra time for driving and parking.

Pro tip: Street parking and coordinating in a busy downtown on a beautiful Saturday afternoon is a nightmare. If you’re having photos or video in a busy city area, plan ahead!

• Find a paid parking lot or garage near the location and include it in your timeline – this allows you to avoid the extra 20 minutes of searching for street parking and then coordinating with the photographers and videographers.

• Have your documentation team ride with you, or make sure to pay their parking fee

• Find a location that has various vignettes so that you don’t need to drive more than once

• Park on a high floor of the parking garage – the top often provides an interesting view of the city!

2. Consider Your Crowd

• Factor in family dynamics

  • Think about your entertainment. If your guests are going to stay late and dance, you want an incredible DJ. But we’ve seen incredible DJs spin for a dancefloor of three. If you have family that’s going to start leaving when the party starts, it might make more sense to hire a band for you cocktail hour!

    
    

• Account for elderly guests' needs

  • A lot of outdoor ceremonies take place when the sun is high and bright. Consider the time of day and provide things like water, sunscreen, and shade umbrellas to keep everyone comfortable and to keep grandma safe from overexposure.

    
    

• Plan for children's attention spans

  • If there are kids at your wedding, consider creating or purchasing an activity book for your reception.

3. Think About Flow

• Minimize location changes

• Group similar activities together

• Create natural transitions

Making It Work With Your Photographer

Share your priorities early so we can:

• Plan for optimal lighting

• Identify key photo moments

• Suggest timing adjustments

• Prepare backup plans

Common Timeline Mistakes to Avoid

• Scheduling too tightly

• Ignoring natural light

• Forgetting to eat

• Not building in quiet moments

Remember This

Your timeline should create space for:

• Genuine moments to unfold

• Quality time with loved ones

• Beautiful natural light

• Stress-free transitions

The best photos happen when you're not rushing from one moment to the next, but truly present in each part of your day.

Want a detailed guide for creating your perfect timeline? Download our free Wedding Day Timeline Guide for inspiration on creating a unique and intentional timeline!