Planning a wedding day timeline might sound daunting, but it’s one of the most critical steps to ensuring your big day runs smoothly. As Midwest wedding planners, we’ve seen firsthand how a well-thought-out schedule can create a relaxed, unforgettable celebration. But don’t worry—crafting your timeline doesn’t have to be stressful. Think of it as creating a roadmap that helps everyone know where to be and when, so you can focus on celebrating. Let’s break it down together, starting with the ceremony and working both backward and forward to design the perfect flow for your special day.
Start with the ceremony
The ceremony is the heart of your wedding day. Its timing dictates everything else, so it’s a logical place to begin. Most Midwest wedding ceremonies last about 30 minutes, but they can range from half an hour to a full hour depending on the format and any cultural or religious traditions involved. Once you’ve set your ceremony time, you can plan the rest of your day.
Let’s say your ceremony at Milwaukee’s Villa Terrace starts at 5:00 PM. Guests will typically begin arriving 15-30 minutes beforehand, which means you’ll want everything set and ready by 4:30 PM. After the ceremony, guests can enjoy cocktail hour in the Renaissance Garden while you soak in the “just married” vibes!
Decide on first look and formal portraits
Next up: photos. Decide whether you’d like to include a first look. Not only do first looks offer a private, moment between the two of you, but they also allow you to complete formal portraits ahead of time—making it easier to enjoy cocktail hour with your guests. For stunning first look photos that capture every emotion, we recommend working with the talented team at Wanderlynn Photography!
If you choose a first look, plan to schedule it about two to three hours before the ceremony. For example, with a 5:00 PM ceremony, the first look might happen at 2:00 PM. Afterward, you can dive right into wedding party and family photos, giving you the freedom to enjoy cocktail hour without needing to step away for pictures.
Prefer to skip the first look? No problem. You can opt to take separate photos with your respective wedding parties before the ceremony and save the couple and family portraits for after. Either way, the key is building enough time for photography so you don’t feel rushed. We recommend allotting at least 45 minutes for couple portraits, 30 minutes for wedding party photos, and 30 minutes for family photos.
Determine your getting ready needs
Getting ready can be stressful if you don’t plan ahead and give yourself ample time to eat, get dressed, and prepare for the day. Consider where you’ll be getting ready, whether you’ll be with your wedding party, and if you’re hiring hair and makeup artists. We love working with some of the best in the business, like The Bridal Beauty Team and Wide Eyed Bride, who ensure you look and feel amazing while keeping everything on schedule.
Hair and makeup typically take about 45 minutes per service per person, so for one person doing both hair and makeup, allow 90 minutes. Multiply this by the number of people in your wedding party, and don’t forget to factor in time for the stylists to set up and pack up. For a seamless schedule, we recommend starting early and including buffer time—it’s better to be ready ahead of schedule than to feel rushed.
If you’re getting ready at a location separate from your venue, don’t forget to account for travel time. And once you’re dressed and ready to go, budget in a few minutes for some “getting ready” photos before heading to the first look or ceremony
Set the timing for cocktail hour and dinner
Now it’s time to plan the post-ceremony flow. First up: cocktail hour. While it’s called an “hour,” it doesn’t have to be exactly 60 minutes. In fact, we often recommend extending it to 1.5 hours. This gives you more time to greet your guests and enjoy a signature drink or two without feeling rushed. Partnering with experiential bartending vendors, like those provided by The Bitsy Bar, can elevate your cocktail hour with creative, custom drinks that reflect your style as a couple.
After cocktail hour, it’s time for dinner. The length of dinner depends on factors like your guest count, the type of meal service, and the number of courses. For smaller weddings, an hour might suffice, but for larger groups or multi-course meals, plan for at least 1.5 hours. Buffet and family-style meals often move faster, while plated dinners take a bit longer, as each course is served individually. Working with experienced caterers, such as Blue Plate Catering or Tall Guy and a Grill, ensures a smooth and enjoyable dining experience for you and your guests.
This is the perfect time to work in speeches and toasts. We suggest keeping it to two or three speakers during dinner, with each toast around five minutes or less. Trust us—your guests will thank you for keeping things short and sweet! To make sure the evening flows smoothly, consider teaming up with a pro DJ and emcee, like the incredible crew at Sound by Design. They’ll keep the energy up and transitions seamless, so you can sit back and enjoy every moment.
Schedule special dances, toasts, and traditions
Every Midwest wedding has its own special moments, and now’s the time to decide which ones matter most to you. From the grand entrance to the first dance, these traditions add a personal touch to your celebration. Here are a few to consider:
- Grand Entrance: Do you want to make an entrance solo as a couple, or include your wedding party? Either way, this moment sets the tone for the reception.
- First Dance: A classic favorite. To keep things from feeling too long, we suggest having your DJ or band fade the music after 90 seconds.
- Parent Dances: If you’re including parent dances, decide when they’ll happen and who will participate. Like the first dance, these can also be kept short and sweet.
- Cake Cutting: A traditional highlight, but if you’re not into it, feel free to skip it. If you’re including this moment, pair it with a stunning cake from The Baked Lab or Julie Michelle Cakes.
If you’re including these moments, space them out to keep the energy up without creating too many interruptions. For instance, you might do the first dance right after dinner, followed by parent dances, and save the cake cutting for later in the evening. Remember, it’s your day—include the traditions that feel meaningful to you and skip the ones that don’t.
Consider the end of the night
Finally, think about how you want the evening to end. Will you have a grand exit with sparklers, or would you prefer to dance the night away until the lights come up? Whatever you choose, be sure to set a clear end time for your reception and communicate it with your vendors, especially your venue and DJ. A solid DJ team like Milwaukee Airwaves will ensure your reception flows smoothly right until the last dance.
Build in buffer time
One of the best pieces of advice we can give: always build in buffer time. Weddings have a way of running slightly behind schedule, whether it’s due to hair and makeup taking longer than expected or someone needing an extra minute to find their boutonniere. Adding 10-15 minutes of buffer time throughout your timeline will keep everything on track and give you room to breathe. If you’re unsure where to start, we can help you build a timeline that’s realistic and flexible, ensuring there’s always enough time for each moment.
Sample Timeline
Here’s an example of what your wedding day timeline might look like for a 5:00 PM ceremony at The Tinsmith, with getting ready at the Moxy Madison Downtown Hotel:
- 9:00 AM – Hair and makeup begins
- 1:00 PM – Getting ready photos
- 2:00 PM – Travel to venue
- 2:15 PM – First look
- 3:00 PM – Wedding party photos
- 3:30 PM – Family photos
- 4:30 PM – Guests arrival
- 5:00 PM – Ceremony
- 5:30 PM – Cocktail hour
- 6:30 PM – Dinner
- 7:15 PM – Toasts
- 8:00 PM – First dance and parent dances
- 8:15 PM – Open dance floor
- 11:00 PM – Last dance
This structure can be adjusted to fit your specific needs and preferences. By planning ahead and including all the moments that matter to you, you’ll create a timeline that sets the stage for a truly unforgettable day.
