A run sheet is the timetable for your wedding day: what happens when, where, and who needs to be there. It’s what lets your photographer, MC, venue and wedding party run the day so you don’t have to.
Here’s a sample timeline to start from, the timing mistakes to avoid, and how to build and share yours.
FreeEverything in this guide is free in Your Wedding HQ.
A sample wedding day timeline
This is a typical day with a 3 pm ceremony and the reception from 6 pm. It’s the same starter timeline Your Wedding HQ gives you, ready to adjust.
| Time | What’s happening |
|---|---|
| 10:00 am | Hair and makeup begins |
| 1:30 pm | Photographer arrives for getting-ready photos |
| 2:45 pm | Guests arrive |
| 3:00 pm | Ceremony |
| 3:30 pm | Signing and congratulations |
| 4:15 pm | Family and wedding party photos |
| 5:00 pm | Canapés and drinks |
| 6:00 pm | Reception entrance |
| 6:30 pm | Dinner served |
| 7:30 pm | Speeches |
| 8:00 pm | Cake cutting and first dance |
| 11:00 pm | Farewell |
Getting the timing right
- Work backwards from the ceremony. Ask your hair and makeup artist how long they need per person, then add 30 minutes. Getting ready almost always runs late.
- Leave buffers. Allow 10 to 15 minutes between moments for walking, hugging and the guest who wants one more photo.
- Plan family photos properly. Write a list of the groups you want and give it to someone who knows both families to round people up. Allow 30 to 45 minutes.
- Check the sunset time. If you want golden-hour photos, find out when the sun sets on your date and plan a short break from the reception for it.
- Have a wet-weather plan. Note on the run sheet where the ceremony moves to if it rains, so nobody has to ask you on the day.
What to put on a run sheet
For every moment, note:
- the time it starts
- what’s happening
- where it happens, if there’s more than one space
- notes: who needs to be there, what they need to bring, and who to call
Two weeks before the wedding, send the final version to your suppliers, MC, wedding party and anyone helping on the day. Then nominate someone other than the two of you to answer questions on the day.
Build your run sheet in Your Wedding HQ
- Open the On the day tab and choose Use a starter timeline, or start from scratch.
- Adjust the times and add moments of your own. Each one has a time, what’s happening, where it is, and notes.
- Print it or save it as a PDF with Print / save PDF, ready to email to suppliers and family.
The timeline is always in time order, and your partner can edit it too, so the version you print is the latest one.
Plan it together in Your Wedding HQ
A shared checklist, budget tracker, guest list and run of the day, free forever. No credit card.