Scheduling the Big Day – Wedding Timelines

When you have a lot of people involved on your big day (or you are way too into planning like me), a schedule might be something to help keep you sane.  People want to know where they need to be, what they need to be doing.  You do not want to be interrupted with constant calls during your prep time from people that could potentially stress you out.

On our wedding day, I had to coordinate my parents, the groom, the groomsmen, the bridesmaids, the usher, the flower girls, the photographer, the officiant, the DJ, the caterers, and the baker.  I knew if I wanted to enjoy the day and getting ready, I needed to put something out there for everyone to see.

Creating a wedding timeline was a little overwhelming at first, but once I started, it was actually easier than I thought.

My biggest tip for those getting ready to start their Day Of Planner, work backwards.  The biggest hurdle I had at first was what to assign to what time.  I started with the known end time of the reception and worked until the time I needed to wake up.  It all seemed to fall into place after that.

(Something you did not know about me….I love excel a little too much)

day ofHere is just a snap shot of what I started with.  I had a column for me, the BMs, the GMs, Matt, and Other for those who may need to be involved in certain things but not everything.  Every event had its own color, every person had their own place to be.  NERD ALERT!

Once I was done (and proud of my schedule), I converted it for other eyes so it wouldn't look so overwhelming.  I googled “wedding day schedule template” and came across a cute PowerPoint creation from this poster at Weddingbee

I really wanted to create something more original, but we ran into some drama around the time I had started creating my version, so I just had to spit something out ASAP.

Slide1 Slide2(This is what I sent to everyone.  Names and Locations have been removed)

I sent these out to everyone that would be involved throughout the day (except vendors).  I got the expected snickers and jokes from the guys that thought I was a nerd for doing this, but everyone else seemed to appreciate all my hard work!  I knew the guys would probably forget everything I had given them so I also set up alerts for them in Google Calendars.  Over the top?  Maybe.  But I did not get a single call that day asking what they needed to be doing or what needed to happen next.  The only time I heard from the guys was when I called for an important item.  Everything they needed to do was done and they even had time to sit by the pool for a few hours.

I consider this a success!

Are you creating a schedule for you day?