How-To: Create Your Event Timeline

You’re only 8 weeks away from your event!  The information below will take you through all the key aspects that need to be included in your event timeline. Don’t forget that your day-of coordinator/event planner has all the knowledge and expertise to help you create this timeline. If there is anything we have not covered in this guide, please do not hesitate to contact us!  

 

What We Need to Know

  • Date of your event

  • Couple’s full names

  • Location of all events
    (ceremony & reception)

  • Guest Count (# over 21 & under 21)

  • Rental companies delivery & pick-up schedule for your event

Rehearsal Day

If you're having a ceremony at The Rickhouse, please share when you have scheduled your 1 hour Ceremony Rehearsal time (Either Thursday at 4:30pm, Friday at 10am or 11am). Just to note, we will open the doors 15 minutes prior to your booked rehearsal time. 

Event Day

Here are some key aspects of your event day that should be included in your timeline.

  • Access time at The Rickhouse (4 hours prior to your start time)

  • Who will be arriving (and their time of arrival) for set-up? (caterer, dessert vendor, photographer, florist, DJ, chalkboard artist, etc.)

  • Will there be a first look? If so, what time will the first look happen and where in the venue

  • Will there be pre-event family photos at The Rickhouse? What time are the guests for those photos arriving?

  • When will the officiant arrive? What time is their pre-ceremony mic check?

  • Event start time. Please note: your event start time is 30 minutes prior to your ceremony start time.

  • Is there a shuttle bus arriving with your guests? If so, what time will it arrive?

  • Ceremony start time.

  • Ceremony end time.

  • Cocktail hour start time.

  • Bar start time/package.

  • Where is the wedding party during this time? Are there family/wedding party/couples photos happening? If so, where?

  • Cocktail hour end time.

  • Announcements/Guests Transition rooms.

  • Dinner start time and meal style

  • Bar end time/last call time

  • Formal exit time, location, and is there celebratory decor (i.e. glow sticks, ribbon wands, etc.)

  • Event end time

  • Cleanup hour ends

Additional Day Of Details

These events may occur at different times throughout the event for every couple. Please note on your timeline when and where the following are happening:

  • Welcome/Blessing

  • First dance

  • Parents dance

  • Toasts

  • AV/slideshow or any applicable presentations

  • Cake cutting/dessert served

  • Any additional activities/special performances

  • Bouquet and/or garter toss

  • Is water pre-set at each place setting?

  • Is there a champagne toast?

  • Is there tableside wine?

  • When does open dancing begin? Is there dancing?

  • Last song time

Event Notes

Favors?

Assigned seats, assigned tables, or open seating?

Saving the cake topper or not?

When are flowers being picked up?

List all the addresses of all locations

Do you have a wedding hashtag?

Do you have a guest book?

Vendor List

Please include a list of all your vendors. Your vendor list should include:
Full Name of Business | Business Type | Name of Contact | Cell Phone Number | Email
Example: The Rickhouse | Venue | Sarah Mackiewicz | sarah@rickhousedurham.com