Your wedding day is a celebration filled with love, laughter, and unforgettable moments. Capturing these memories on film and in photos requires careful planning, especially when coordinating with both your photographer and videographer. A well-structured wedding day timeline is the key to ensuring your big day runs smoothly while allowing ample time to document every important detail. Here’s a guide to help you plan a timeline that works seamlessly for both photos and video.
1. Start with the Basics
Before diving into specifics, nail down the essentials:
Ceremony start time: This is the anchor point of your day.
Reception start time: Determine when guests will transition from the ceremony to the party.
Venue restrictions: Check if there are limitations on setup or teardown times.
Once these are set, you can work backward and forward to create your timeline.
2. Prioritize Your Must-Have Moments
Think about the moments you want captured. These might include:
Getting ready
First looks
Ceremony
Family and bridal/ wedding party portraits
Couple’s portraits
Reception details and décor
First dance, speeches, cake cutting, and other reception highlights
Share this list with your photographer and videographer so they can plan accordingly.
3. Allocate Time for Each Section of the Day
Here’s a general guide to help you allocate time for each part of the day:
Getting Ready (1.5 to 2 hours)
This includes candid shots of hair, makeup, and the bride and groom getting dressed.
Allocate extra time for capturing details like the dress, shoes, rings, and invitations.
First Look (30 minutes)
If you’re doing a first look, allow time for both the reveal and a few couple’s portraits.
Ceremony (30 minutes to 1 hour)
Ensure your videographer knows if there are restrictions on where they can film.
Include buffer time for guests to arrive and be seated.
Family and Bridal Party Portraits (30-45 minutes)
Prepare a list of groupings ahead of time to maximize efficiency.
Couple’s Portraits (30 minutes to 1 hour)
Schedule this during golden hour (about an hour before sunset) for the most flattering light.
Reception (Varies)
Ensure your timeline includes key moments like the grand entrance, first dance, speeches, cake cutting, and bouquet toss. Share these details with your videographer and photographer so they can be ready to capture them.
4. Build in Buffers
Weddings rarely run exactly on schedule, so include 10-15 minute buffers between events. This helps keep things stress-free and ensures your photo and video team have enough time to set up for the next shot.
5. Communicate with Your Vendors
Collaboration between your photographer, videographer, and planner is essential. Share your timeline with them well in advance and ask for their input. They’ll have valuable insights on how much time is needed for specific shots and setups.
6. Consider a First Look
A first look can be a game-changer for your timeline. By seeing each other before the ceremony, you can capture many of your couple’s portraits and even some bridal party photos early, freeing up more time for mingling with guests after the ceremony.
It is also a moment for you and your beloved to share a moment with one another away from your guests. A time to embrace this moment and the events that will follow.
7. Make Time for Candid Moments
While structured shots are important, some of the most memorable moments are unscripted. Allow time in your schedule for your photographer and videographer to capture candid moments of you and your guests enjoying the day.
8. Golden Hour Magic
If your schedule allows, plan for 20-30 minutes of couple’s portraits during golden hour. This window of soft, warm light creates breathtaking photos and video footage.
9. Trust Your Vendors
Your photographer and videographer have likely worked on dozens (if not hundreds) of weddings. Trust their expertise and be open to their suggestions for tweaks to your timeline.
Sample Wedding Day Timeline
Here’s an example to help you visualize your day:
9:00 AM – Hair and makeup starts
11:30 AM – Videographer and photographer arrive; detail shots
12:30 PM – Bride and groom getting ready
1:30 PM – First look and couple’s portraits
2:30 PM – Bridal party portraits
3:30 PM – Ceremony
4:15 PM – Family portraits
5:00 PM – Reception begins; cocktail hour
6:00 PM – Grand entrance and first dance
6:30 PM – Dinner and speeches (make sure your videographer is prepared to record speeches!)
7:30 PM – Golden hour portraits
8:00 PM – Cake cutting and dancing
9:50 PM - Send Off!
10:00 PM – Videographer and photographer depart
Final Thoughts
A well-planned timeline not only ensures your day runs smoothly but also allows your photo and video team to capture every beautiful moment. By prioritizing key events, building in buffers, and communicating with your vendors, you can relax and enjoy your wedding day knowing every detail is being documented.
Looking for a wedding videographer who can tell your story in a heartfelt, cinematic way? Let’s connect and create a film you’ll treasure forever!
_ Tristen Haley with T. Haley Media. A Chattanooga Wedding Videographer
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