What to Know About Planning Wedding Timelines
BeST WEDDING TIMELINES
WHILE WE CAN’T CONTROL THE WEATHER, WE CAN PLAN AHEAD.
Here are some important timeline considerations.
Some times of day are simply better than others to take photos. Most wedding days occur in a diverse range of uncontrolled lighting environments that your photographer will work with to the best of their ability. For example, on overcast days, golden hour photos may not be possible and the sky will be white instead of blue.
When building a photogenic timeline, start with sunset followed by other fixed times.
On sunny days, morning, evening, and late afternoon sun typically provides the best light of the day. These are the ideal time frames to plan portraits and outdoor ceremonies that will be in direct sun. Overcast days also provide photogenic lighting throughout the day until 1 hour before sunset.
Transition time.
If your celebrations span multiple locations, padding your travel time is ideal to account for traffic and other potential delays. As much as possible, maximize your time with friends, family and each other and limit excessive driving between locations.
Peace of mind breaks.
It’s ok to schedule breaks in your timeline! Especially if you or your timeline is sensitive, taking 10 – 15 minutes of extra time (especially to get ready if you’re styling a large bridal party) can be the difference between you feeling jazzed about what’s coming next or that there isn’t enough time in the day to fit everything in.
Remember, this day will be amazing.
It’s totally understandable if you’re worried about the day being a success, the timeline working out and everyone having fun. Here’s just a quick reminder that it is all going to be wonderful.
After all, your wedding day is one big get together of all your favourite people in the world.
The same people that have seen you grow into the person you are today. That you stay up all night with, talking with over a bottle of wine (or two). That have been by your side through the good and the not so good times. These folks will have a great time regardless. Because they love you and they are so, so happy for you!
Best Practices For Wedding Photography and Timeline Planning
While we can’t control the weather, we can plan ahead.
Here are some important timeline considerations.
Some times of day are better than others to take photos. Most wedding days occur in a diverse range of uncontrolled lighting environments that your photographer will work with to the best of their ability. For example, on overcast days, golden hour photos may not be possible and the sky will be white instead of blue.
When building a photogenic timeline, Kate enjoys starting with sunset followed by other fixed times. On sunny days, morning, evening, and late afternoon sun typically provides the best light of the day. These are the ideal time frames to plan portraits and outdoor ceremonies that will be in direct sun. Overcast days also provide photogenic lighting throughout the day until 1 hour before sunset.
Transition time.
If your celebrations span multiple locations, padding your travel time is ideal to account for traffic and other potential delays. As much as possible, maximize your time with friends, family and each other and limit excessive driving between locations.
Peace of mind breaks.
It’s ok to schedule breaks in your timeline! Especially if you or your timeline is sensitive, taking 10 – 15 minutes of extra time (especially to get ready if you’re styling a large bridal party) can be the difference between you feeling jazzed about what’s coming next or that there isn’t enough time in the day to fit everything in.
Remember, this day will be amazing.
See this as an invitation to deburdening yourself from obligations and what you can’t control. Stay focused on the love and intention for the day – and it’s all going to be wonderful.
After all, your wedding day is one big get-together of so many of your favourite people in the world.
The same people that have seen you grow into the person you are today. That you stay up all night with, talking with over a bottle of wine (or two). That have been by your side through the good and the not so good times. These folks will have a great time regardless. Because they love you and they are so, so happy for you!
Worth Keeping in mind
What to know about lighting and coverage considerations.
Despite all the equipment we bring, and our skills as image editors, some locations and times of day are ultimately better than others to take photos. Pushing your ceremony and portrait time into the later part of the afternoon during the bright summer days will soften the lighting. If it’s possible to have the portraits time and ceremony in the shade or the sun behind your officiant during the peak of the day – that’s ideal. The suit-wearing folks during the summer hear wave will be greateful.
Most wedding days occur in a diverse range of uncontrolled lighting environments that your photographer will work with to the best of their ability. For example, on overcast days, golden hour photos may not be possible and the sky will be white instead of blue. Ultimately the most important thing is to focus on the magic of the occasion, and connections with your loved ones, as these will be among the most incredible photos of the day.
Here are some key timeline considerations:*
Some ceremony locations can have challenging lighting.
Especially in the Summer, direct sun (11 am – 4 pm) or dappled light beneath a tree can create an environment with patchy or strong shadows. From a photo perspective, the best way to address this to to have a later afternoon ceremony time, or to arrange the ceremony space so that your backs are to the sun.
Schedule the majority of your portraits during daylight.
While sunrise and sunset is typically the best lighting of the day, dusk has a cool (blue) effect on skin tones that can’t easily be edited out. Once the light is gone, flash photography and ambient light become the only light sources to work with. The studio uses strobes and umbrellas when needed – which offers a more traditional lighting approach and style for these moments.
Think you’ll need more coverage time?
Bring this up as early as possible with your photographer and planning team! Requesting more photography the day of the wedding may come at a premium price or not be possible if the lead or second photographer has fixed travel commitments after the agreed upon wrap time.
Annual To dO LIST
WEDDING TASK LIST
Here are a few TIMELINE IDEAS to SUPPORT you IN your planning Journey
01
13+ MONTHS
From your wedding day
– Choose Wedding Date
– Choose Wedding Scope
– Create Budget + Priorities
– Book Venue + Catering
02.
12+ MONTHS
From your wedding day
– Finalize Design + Colour Scheme
– Plan Season for Engagement Session
– Select + Book Photographer
– Order Wedding Dress
03.
10+ MONTHS
From your wedding day
Select + Book:
– Personal Accomodations
– Dog Handler
– Rentals
– Florist
– Day of Stationary
– Create:
– Room Block for Guests
– Wedding Website
04.
9+ MONTHS
From your wedding day
Select + book:
– Transportation
– Book an Officiant
– Collect addresses + Finalize Guest List
– Create + Send the Save the Date Cards (if digital)
05.
8+ MONTHS
From your wedding day
Select + Book:
– Hair stylist
– Makeup artist
– Cake
Schedule:
– Menu tasting
– Cake tasting
– Hair and makeup trial
06.
7+ MONTHS
From your wedding day
Select + Book:
– DJ
– String Music
– Plan:
– Menu Tasting, menu, and bar
– Reception activities
– Order:
– Bridesmaid attire (if applicable)
07.
6+ MONTHS
From your wedding day
Select + Order:
– Groom + groomsmen attire and accessotires(if applicable)
– Final bridal accessories (if applicable)
– Wedding invitations
– Revisit guest list for any changes
08.
5+ MONTHS
From your wedding day
– Select + order wedding bands
– Mail wedding invitations (RSVP 2.5~ months prior)
– Plan rehearsal dinner details
09.
4+ MONTHS
Has Arrived
– Select + order guest book
– Songs for ceremony and reception
– Draft lists of wedding party + family photo groupings for photographer
– Start writing vows
08.
3+ MONTHS
From your wedding day
– Contact guests that have not responded
– Place final order for favours
– Purchase event insurance
– Finalize numbers with Venue / Catering
– Create + order seating chart + signage
– Final attire alterations
011.
2+ MONTHS
BEFORE YOUR WEDDING
– Finalize all details for: rehearsal, ceremony, reception, vows
– Clean engagement ring
– Purchase marriage license
– Schedule your final meetings with planning + photo team
012.
YOUR WEDDING MONTH
HAS ARRIVED
– Confirm final seating arrangements
– Ceremony rehearsal
– Rehearsal dinner
– Break in wedding shoes
– Create list of details for photographer
Sample Wedding Day Timelines
MY APPROACH:
Prioritize what you’re looking forward to the most – EXPERIENCES – and spending time with each other.
10 Hours of Coverage
Perfect for:
Capturing the full story – and investing a bit more time to into capturing incredible imagery and having a second photographer on the team for a full 8 of the 10 hours.
Having a second there for the majority of the day ensures there are eyes on both you and your guests.
10 Hours with a First Look
10:00 photographer(s) begin + getting ready photos
11:30 get dressed + portraits
12:15 first look + couple portraits
1:00 wedding party photos
1:30 family photos (if 20 groupings)
2:00 pre ceremony break / capture details / guests arriving
2:30 ceremony
3:00 ceremony ends / cocktail hour begins / sign marriage license
5:45 grand entrance + toasts + refreshments / dinner
7:00 couple portraits
7:30 cake cut
7:40 special dances
8:00 photo coverage ends
10 Hours with No First Look
10:00 photographers begin / getting ready photos
11:30 get dressed + portraits
12:15 (optional) first look with family or wedding party
1:00 pre ceremony break / shoot details / guests arriving
1:30 ceremony
2:00 ceremony ends / cocktail hour begins / sign marriage license4:30 family photos
2:30 family photos (if 20 groupings)
3:00 wedding party photos
3:30 couple portraits (1 of 2 Sessions)
4:30 grand entrance + join cocktail hour
5:45 toasts + refreshments / dinner
7:00 couple portraits
7:30 cake cut
7:40 special dances
8:00 photo coverage ends
8 Hours of Coverage
Perfect for:
Capturing the ceremony, some getting ready moments, as well as the reception + weddings of all sizes.
8 Hours with a First Look
1:30 photographers begin / getting ready photos
2:30 get dressed + portraits
3:15 (optional) first look with family / wedding party
3:30 first look with your spouse / couple portraits
4:00 wedding party photos
4:30 family photos (if 20 groupings)
5:00 pre-ceremony break / shoot details / guests arriving
5:30 ceremony
6:00 ceremony ends / cocktail hour begins / sign marriage license
6:15 couple portraits
7:00 grand entrance + refreshments / dinner
8:00 toasts
8:30 cake cut
9:00 first dance + special dances / dancing
9:30 photo coverage ends
8 Hours with No First Look
1:00 photographers begin / getting ready photos
2:00 get dressed
2:30 (optional) first look with family or wedding party
3:00 pre ceremony break / shoot details / guests arriving
3:30 ceremony
4:00 ceremony ends / cocktail hour begins / sign marriage license
4:15 family photos (if 20 groupings)
4:45 wedding party photos
5:15 couple portraits
6:00 grand entrance + toasts + dinner
8:00 cake cut
8:30 first dance + special dances / dancing
9:00 photo coverage ends
6 Hours of Coverage
Perfect for:
Capturing the ceremony, some getting ready moments or the FIRST Half of the reception SANS dancefloor.
6 Hours with a First Look
1:30 photographer(s) begin
1:45 get dressed + portraits
2:30 first look / couple portraits (30 mins)
3:00 wedding party photos (30 mins)
3:30 family photos (if 20 groupings)
4:00 pre-ceremony break / shoot details / guests arriving
4:30 ceremony
5:00 ceremony ends / cocktail hour begins / sign marriage license
5:15 couples portraits or candid cocktail time with guests (30 mins)
5:45 grand entrance + toasts + refreshments / dinner (some couples opt to do a first dance upon entrance)
7:30 photo coverage ends
6 Hours with No First Look
1:30 photographers begin
1:45 get dressed
2:15 first look / couple portraits
3:00 pre-ceremony break / shoot details / guests arriving
3:30 ceremony
4:00 ceremony ends / cocktail hour begins / sign marriage license
4:15 family photos (if 20 groupings)
4:45 wedding party photos
5:15 portraits
6:15 grand entrance + toasts + refreshments / dinner
7:30 photo coverage ends
4 Hours of Coverage
Perfect for:
Capturing the ceremony, Family photos and portraits and A few pre-ceremony or reception moments.
4 Hours with a First Look
4:00 photographers begin
4:15 first look
4:45 ceremony
5:15 ceremony ends / cocktail hour begins / sign marriage license
5:30 family photos (if 20 groupings)
6:00 wedding party photos
6:30 couple portraits
7:30 grand entrance + toasts + refreshments / dinner
8:00 photo coverage ends
4 Hours with No First Look
4:00 photographers begin / capture details / guests arriving
4:30 ceremony
5:00 ceremony ends / cocktail hour begins / sign marriage license
5:15 family photos (if 20 groupings)
5:45 wedding party photos
6:15 couple portraits
7:15 grand entrance + toasts + refreshments / dinner
8:00 photo coverage ends
2 Hours
Perfect for: The Core of the ceremony, some family and photos and portraits – typically reflects an elopement.
2 HOURS WITH NO FIRST LOOK
4:00 photographer / capture details / guests arriving
4:15 (optional) first look with family or wedding party
4:30 ceremony
5:00 ceremony ends / cocktail hour begins / sign marriage license
5:00 family photos (if 20 groupings)
5:15 on location couples
portraits (All)
5:50 (optional) grand entrance
6:00 End
READY TO
CONNECT?
MEET KATE – A WEDDING + ELOPEMENT PHOTOGRAPHER
Greetings, if you’re new here, I’m Kate Tutty, a Vancouver Island Wedding Photographer specialized in elevated documentary style photography and film.
Most couples can feel shy in front of the camera and overwhelmed by the wedding planning process at one point or another. My studio’s approach is all about candid connection, resource sharing and prompts that inspire authentic connection, that put you at ease.
