Wedding Planning 101: Wedding Day Timeline
wedding day timeline: newly engaged couples edition
by Style-Architects Weddings, a luxury wedding planning and design studio based in Minneapolis, Minnesota
photo credit: Marit Williams
When it comes to planning your wedding day, one thing matters more than almost anything else in the world: timing. Be it large or intimate, bright winter chic, or summer soiree, a well-planned wedding day timeline is the backbone of a seamless, stress-free wedding day for you. It also determines whether your guests will rave about your big day, or whine about all the downtime and lags.
As luxury wedding planners and designers based in Minnesota, we have mapped out hundreds of timelines and seen firsthand what works best and what does not. If you want your guests to literally say, “This is the most fun I’ve ever had at a wedding!” (yes — we hear this from guests at every one of our weddings), then read on to learn the keys to creating the perfect timeline.
Couples often leave the creation of this very important document to their photographer or caterer because they don’t know any better. But these vendors generally create these timelines without you, in a vacuum, and they don’t consider other vendors or what makes for a great and unique experience for you and your guests. Couples also wait too long to create this timeline - which is why we are directing this post to newly engaged couples. How do you know how many hours of photography you need to contract without a timeline? How do you know what time to get married or when to have the band start without a timeline?
With so many moving parts driven by vendors, the photos, dinner service, and dancing, having every detail mapped out ensures your day flows beautifully. At Style-Architects Weddings, we don't just create timelines, we obsess over them. Why? Because our number one goal is to keep the energy up and the experience unforgettable.
We have all been to weddings where there is excessive downtime between events, when speeches seem endless, and you wonder when you can get up gracefully to get a drink - all due to poor planning and lousy timelines. Below is exactly what we consider when creating a Style-Architects Weddings timeline, and why it works so well.
photo credit: Rachel McElmury
entertainment & music timing comes first
One of the very first questions we ask is about your band or DJ's performance limitations. Many bands, for instance, are contracted to play a set number of hours within a longer window and require breaks.
If a band is scheduled to play three hours over a five-hour reception, dinner timing becomes critical. Starting dancing too late, say at 9:00 p.m., might prevent them from fulfilling their full performance. We time dinner and transitions strategically to make sure your entertainment can shine and your dance floor stays full.
photo credit: Amanda Nippoldt, Russell Heeter
timing of sunsets & golden hour photos
Next question: What time is sunset?
Golden hour wedding photos generally occur in the 30-60 minutes before sunset and are some of the most romantic images of the day. Depending on the season, this may mean stepping out briefly during dinner service.
Don't worry—these photos generally only take 15 minutes and we plan for this. A solid timeline makes sure dinner is timed perfectly so that your meal is hot and ready the moment you return, yet still have ample time to shoot those dreamy sunset photos sans stress.
photo credit: Russell Heeter
choosing the right ceremony & reception flow
Once we know the timing for entertainment and sunset, we can map out the timing of dinner service. Everything falls into place after that.
About 99% of our couples decide to work with the East Coast wedding timeline, which includes:
Dancing between cocktail hour and dinner seating
Breaking up toasts and special dances throughout dinner service, as guests are eating
This approach keeps your guests engaged, avoids restlessness, and maintains momentum in the room. If people sit for too long, energy dips—and that's the last thing you want before an epic dance party.
Once we know what time you want to transition from cocktail hour to the reception, we can set the ceremony time. If there is a room flip from ceremony to dinner, we always plan on a 1.5 hour cocktail hour to ensure enough time to transition the space and allow photos of the dining room. If there is no room flip, then the length of cocktail hour is flexible. Always count on 15 minutes to move all guests from one location to another. Do the math and you have your ceremony time!
photo credit: Amanda Nippoldt
focusing on the guest experience
One of our very favorite questions to ask newly engaged couples is:
What are your top three wedding priorities?
If "guest experience" is on that list (and if it is not, it should be) we build it directly into the timeline details. This can include:
Greeting guests as they arrive
Passing cocktails for faster service during cocktail hour
Ensuring there are plenty of tall cocktail tables for guests to perch at, as well as low cocktail tables for the elderly and tired feet
Adding lounge groupings, if budget allows
Adding timeline signage so guests know what to expect
Minimizing down-time between transitions
These little tweaks are game changers that will make your wedding feel effortless, purposeful, and fun.
photo credit: Sarah Ascanio
planning backwards from the ceremony
Once the ceremony and reception timeline is perfected, we work our way backward through the day to the morning.
While getting ready is emotional and high-energy, it still needs structure. We account for:
Hair and makeup timing, generally allowing 45 minutes for each bridesmaid service and two hours total for the bride
Time to eat - everyone needs to stay fueled since the day is long
First look photos (with your fiancé, wedding party, and parents)
Family & wedding party photos
Vendor arrival times
Guest arrivals
Your wedding day timeline is the roadmap for everyone involved. When every moment is accounted for, the day runs smoothly—and you get to stay present, relaxed, and fully enjoy every moment.
photo credit: Russell Heeter
final thoughts for newly engaged couples
A thoughtfully crafted wedding day timeline is more than a schedule—it’s what transforms a good wedding into an incredible one. With the right planning, your day will feel seamless, energetic, and unforgettable for both you and your guests.
If you’re newly engaged and feeling overwhelmed, know this: you don’t have to figure it out alone. At Style-Architects Weddings, we know the recipe for the perfect timelines. After all, the right wedding timeline makes all the difference.
As Minnesota wedding planners and designers, we provide award-winning, high-end services tailored to discerning couples across the region. With a focus on meticulous design, seamless execution, and personalized experiences, we bring each couple’s unique vision to life while managing every detail with professionalism and care. Our expert teamwork combines creativity and precision to ensure a flawless celebration, reflecting sophistication and elegance at every step.
mother-daughter
dream team
Hey there! We’re Rachelle and Anna—mother and daughter…by law, but we like to think of it as family by design. Rachelle’s been in the wedding and events world for over two decades, and for half of that time, she’s had Anna by her side. Our love for details and logistics pairs perfectly with our skill for style and design, making us the ultimate left-brain/right-brain dream team. That’s why we’re called Style-Architects Weddings! We’re obsessed with what we do, and with over 20 awards under our belt, we’re confident we can turn your dream day into a reality.
Rachelle, owner of Style-Architects Weddings, brings a distinctive blend of business expertise and creative vision to every celebration. With an MBA and a background in corporate event planning, she excels at organization, budgeting, and project management while pairing those skills with a refined design sensibility. Her passion lies in creating weddings that feel effortless, meaningful, and beautifully curated; events that reflect each couple’s unique story. Under her leadership, Style-Architects Weddings has been recognized with awards from the International Association of Live Events, The Knot, and Minnesota Bride, and is regularly featured in leading industry publications.
Anna is a seasoned wedding planner with deep experience in event design and logistics, known for her calm approach and meticulous attention to detail. Since 2013, she has been dedicated to crafting personalized celebrations that are both thoughtfully designed and flawlessly executed. Anna’s focus is on ensuring couples feel supported throughout the process, allowing them to enjoy a stress-free planning experience and a wedding day that feels as effortless as it is beautiful. Her work with Style-Architects Weddings has earned industry recognition and consistent features in publications such as Minnesota Bride, a testament to her commitment to excellence.