Timelines and Runsheets: The Secret to a Stress-Free Day
January 6th, 2025
Crafting the Perfect Wedding Timeline:
When it comes to your wedding day, organization is key to making sure everything runs smoothly and all the special moments are captured beautifully. One of the best tools to keep your day stress-free is a well-thought-out runsheet. A runsheet is essentially a detailed timeline of your day, outlining where everyone needs to be and when—making life easier for you, your vendors, and your guests. As your photographer, I’ll use it to ensure I’m in the right place at the right time to capture every magical moment.
Here’s everything you need to know about creating a wedding timeline and how to tailor it to suit your day:
Why You Need a Runsheet
A well-planned runsheet helps:
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Keep your day on track.
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Ensure all vendors know where to be and when.
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Maximize your photography coverage by allocating time for key moments.
Your timeline revolves around three key points:
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Ceremony Start Time: Often between 3:00 PM and 4:30 PM to make the most of afternoon light. Earlier in winter, later in summer.
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Reception Start Time: This sets the tone for the evening’s celebrations.
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Sunset: The ideal time for golden-hour portraits. Check out this site to find the exact sunset times for your wedding day—you definitely don’t want to miss out on golden hour!
Sample Wedding Timelines
Here are a few example timelines based on a 10-hour photography package. Adjustments can be made for shorter packages by reducing prep or reception coverage.
Key Moments and How Much Time to Allocate
Preparation / Getting Ready
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Time Needed: 30 minutes to 1.5 hours per person.
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Ideal: 1 hour for Groom/Partner 1 and just over an hour for Bride/Partner 2.
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Pro Tip: Have your details (rings, shoes, flowers, invitations) ready in one spot for me to capture while you’re finishing up.
First Look
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Time Needed: 10 minutes to 1 hour.
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Ideal: 30 minutes for a first look and some portraits.
Family Photos
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Time Needed: 15-30 minutes.
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Ideal: 15 minutes for family portraits, with a helper to organize people.
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Pro Tip: Provide a family photo list in advance so we can breeze through them.
Couples’ Portraits
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Time Needed: 45 minutes to 1.5 hours.
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Ideal: 1 hour, plus travel time.
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Pro Tip: Plan 20 minutes around sunset for dreamy golden-hour shots.
Reception Highlights
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Cake Cutting: 5-10 minutes.
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First Dance: Length of the song(s).
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Sparkler Exit: 15-20 minutes to set up and photograph.
Pro Tip: Account for Travel Time
Don’t forget to include travel time between locations in your runsheet. Whether it’s from your prep location to the ceremony, or the ceremony to the reception, accounting for travel ensures you won’t feel rushed. Add buffer time for unexpected delays like traffic or parking—this way, we stay on track and stress-free!
Take Time for Yourselves
Wedding days can be a whirlwind of catching up with loved ones, but don’t forget to carve out a little time just for the two of you. Whether it’s during a golden-hour portrait session or a quiet moment away from the crowd, these moments together can be some of the most memorable of the day.
Making It Yours
Remember, these are just guidelines. Your wedding day should reflect your personality and what’s most important to you. Want to add a first look? Have a lunchtime wedding? Or sneak away for a night-time flash shoot? Let’s make it happen.
If you’d like help fine-tuning your runsheet or have any questions, reach out. Together, we’ll create a plan that ensures your day is as stress-free and memorable as possible.
