Coordinating Your Wedding Timeline With Your Vendors

All About Creating a Successful Wedding Timeline

Timelines are one of the wedding planning action items that we spend the most time on as a team AND with our couples. It’s something that we prioritize highly because of the impact they have on the success of your day and the ability they have to bring all the details together in one place. The value of an organized wedding timeline truly cannot be understated!

In this blog post, we’re breaking down some of our most frequently asked questions about wedding timelines, specifically how they can benefit your vendor team and streamline everything you’ve worked so hard to plan. Everyone in the wedding planning process deserves clear, organized instructions on how to proceed, including you! Trust us when we say that it will make your wedding day go 100 times smoother.

Why are timelines essential?

Organization is key to a successful wedding day and allowing you to be present instead of managing your own celebration. When you’ve arranged all the important information about your wedding day in one document, you’ll be able to breathe a little easier.

You can let go of the stress about remembering everything and making sure all your vendors are on the same page. A wedding timeline gives everyone a foolproof place to reference if they have questions. That, paired with a good planner or coordinator, is how you can let go and truly be present on your wedding day.

What should your timeline include?

Think of your timeline as the home base for all the important information regarding the execution of your wedding day. Of course, it will include the actual timeline of events throughout your day, but it’s so much more than just a list of what time things are happening.

You should include information about your venue (address, phone number, specific rules, when you need to be in/out- reference your contracts for these details!), details about your vendors (company and personal names, phone numbers, emails, arrival/departure times), a layout of each space in your venue, and contact information for your wedding party. We also like to include a full packing list of what’s coming in, where it’s being set up, and what happens to it at the end of the night.

Who should you share your timeline with?

Compiling your timeline is important, but the real value of your timeline comes through sharing it.

It’s not top-secret information! Pretty much the only group of people who you don’t need to worry about sharing your timeline document with are your guests. You could probably think of a good reason to share it with anyone else involved in your day! That list can include your wedding planner/coordinator, the venue manager, vendors, the wedding party, and family members.

If they play a part in your day, they should see your timeline in some form- it doesn’t need to be the full version, but a simplified copy for your wedding party and family can go a long way to avoid them asking you tons of questions leading up to and on the wedding day itself.

What is the best way to share your timeline?

Sharing your wedding timeline has never been so easy. Our favorite place to compile all the important information about your big day is a Google doc or spreadsheet. That way, you and your vendors can easily email and download the information. If you work with us for coordination or planning, we utilize an incredible, collaborative software called Timeline Genius that allows us to prep with our clients and vendors in one, simple space. (Pro-tip: be sure to make everything as organized as possible so it’s easy to track down the information you need. Sections and headings, especially if you build out a timeline on your own, are your friends!)

It’s also a good idea to create a physical copy of your timeline, layouts, and any other important documents to bring with you on your wedding day as a backup.

When should you share your timeline?

You should share your rough draft timeline with your vendors 4-6 weeks before your wedding day. This allows everyone plenty of time to ask questions, make adjustments, and understand your expectations. After clarifying all the details, be sure to reach out to your vendors 1-2 weeks before your day to confirm that they are ready to go + provide them a final copy of all important documents.

Wedding timelines are a key part of the wedding planning process, but they don’t need to cause you extra stress. Being prepared and giving yourself enough time to compile the details can really help to lighten your load. Take it one event at a time. You’re doing great!

♥ The Everson Events Team

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