Detailed Event Itinerary Template
I bet you have heard this from all your vendors. “Just get me the time line or itinerary when you have it”. Most of us, unless we are an event planner or have done this before don’t even know where to start. What is a detailed event itinerary?! We took the hard work out of it and made a super friendly “shell” or “template” to fill out the blanks, print or email and off you go into event planning bliss. When you have this template you are one step closer to being an event planner (kidding – there is so much more involved).
Here Is Our Detailed Event Itinerary Template: COPY AND PASTE THIS TO A NEW DOCUMENT
Friday – Night before the Big Day
10:00am Decor to be delivered – Responsibility of (Insert Rental Company)
3:30pm Final banquet meeting with managers at venue
4:00pm Ceremony rehearsal for the wedding party (only wedding party and parents) at – Venue Location Address
Ceremony Location With Address
4:00pm Lighting set-up to begin – Lighting Production Company
4:00pm Planner to begin decor setup— Event Planner/Day Of Coordinator
Saturday – The Wedding Day
BRIDE
Bride Contact Number: Bride Name (000.000.0000) or Brides Maid Name (000.000.0000)
Accommodation: Hotel Accommodations address
8:30am Wake up and have breakfast (have a good breakfast as you will be busy later on that you may forget to eat)
9:00am Hair & makeup to begin – Responsibility of Hair & Make Up Company
- All Brides Maids (hair & make-up)
- Bride (hair & make-up)
11:30am Pre-wedding photo & video begins – Responsibility of Photographer
12:00pm Hair and make-up finish. Girls to get dressed as soon as hair and makeup is complete except for Bride. Photographer may want to get some photos of your dress before it is on
12:35pm Bride to make her way to the first look – First Look Location
12:45pm First look photos & video – Responsibility of Photographer
1:00pm Wedding party photos being – Responsibility of Photographer
3:15pm Photos conclude
3:55pm Bride and girls to arrive at ceremony site – Ceremony Location
4:00pm Processional Begins
**Tip: Walk slowly-. Don’t be afraid to make eye contact and smile at the guests and of course the photographer. Try to keep your bouquets low (hip level)
___________________________________________________________________
GROOM
Groom Contact Number: Groom (000.000.0000) Best Man (000.000.0000)
Accommodation: Accommodations Address
10:00am Wake up and have breakfast
11:00am Guys get dressed 1
1:30am Pre-wedding photo & video begins – Responsibility of Photographer
12:30pm Groom to make his way to the first look – First Look Location
12:45pm First look photos & video – Responsibility of Photographer
1:00pm Wedding party photos being – Responsibility of Photographer
3:15pm Photos conclude
3:30pm Groom, guys and parents to be at ceremony site– Ceremony Location
4:00pm Ceremony begins
The Full Wedding Day Itinerary
9:00am Hair & makeup artist to arrive to Brides room – Responsibility of The Hair & Make Up Company
11:30am Pre-wedding photos & video of groom begins – Responsibility of Photographer
11:30am Rental Company to deliver bouquets, bouts & corsages to bridal party
11:30am Pre-wedding photos & video of Bride begins – Responsibility of Photographer
12:00pm Rental Company to start setting up and decorating Gazebo
12:30pm Groom to make his way to the first look – First Look Location
12:35pm Bride to make her way to the first look – First Look Location
12:45pm First look photos & video to begin – Responsibility of Photographer
1:00pm Wedding party photos & video beings – Responsibility of Photographer
1:30pm Flowers to be delivered to venue – Responsibility of flower comopany
3:00pm Cake to be delivered – Responsibility of Cake Company
3:00pm Flowers/decor to be set-up for ceremony – Responsibility of Planner/day of coordinator or flower company.
3:15pm Photos & video concludes
3:30pm Marriage commissioner arrives – Commissioners Name
3:30pm Photographer & videographer arrives for detail shots – Responsibility of Photographer
3:30pm Ceremony DJ arrives-
- Processional Song Groom, Bridesmaids & Groomsmen: Song
- Bridal Processional Song: for Bride: Song
- Recessional Song: Song
3:30pm Groom, groomsmen and parents to arrive at ceremony site– Ceremony Location
3:50pm Guests to be seated – Responsibility of Planner/day of coordinator
3:55pm Bride and bridesmaids to arrive at ceremony site – Ceremony Location
3:55pm Marriage commissioner to lead Groom & Groomsmen in
- Marriage Commissioner: Name (welcome guests then begin)
- Groom: Name & his mother name
- BM: Name
- GM1: Name
- GM2: Name
GM3: name Pause…
4:00pm Ceremony Begins planner/day of coordinator to queue processional.
**Tip: Walk slowly-. Don’t be afraid to make eye contact and smile at the guests and the photographer **. Girls try to remember to keep your bouquets low (hip level)
Order:
- BM1: Name
- BM2: Name
- MOH: Name
- Bride: Bride and her parents.
4:30pm Ceremony concludes
4:30pm Family photos begin – Responsibility of Photographer
4:30pm Music to be turned on – Responsibility of Happy Wife Happy Life
4:30pm Cocktails begin in – Location/venue hall name
5:00pm Bride & Groom to continue photos – Responsibility of Photographer
5:45pm Photos & video conclude
5:45pm Detail shot of reception room – Responsibility of Photographer
6:00pm Guests to make their way into the venue – Responsibility of planner/ day of coordinator
6:00pm Wine service to begin – Responsibility of Bartenders
6:00pm Champagne to be given out for grand entrance to seated guests – Responsibility of servers
6:15pm Master of ceremonies (Name) to remind guests to take their seat, welcome guests and introduce themselves
6:20pm Grand entrance of wedding party
MC will then introduce wedding party as they walk in for the grand entrance. Wedding Party Song: Song. Bride & Groom Song: Song
** Planner/Day Of Coordinator Responsibility to queue grand entrance ** DJ’s responsibility to play the music and MC’s responsibility to announce each person’s name as they walk in
6:25pm Grace by Name- Responsibility of MC to announce
6:30pm Buffet to open – Responsibility of Caterer
8:15pm Cake cutting for photos – Responsibility of MC to announce Cake to be cut and served buffet style – Responsibility of Servers
8:35pm First dance (Song Name) – Responsibility of DJ to announce
8:40pm Father-daughter (Song Name) – Responsibility of DJ to announce
8:45pm Dance floor opens up to everyone Photo booth to open – Responsibility of DJ Late night snack – Responsibility of caterer
Music ends Everyone to be on route back to hotels
***Parents or Wedding party to take all gifts, wedding cards, guestbook/picture frame and any other keepsakes back to room for safe keepings.
- Key People – Names & Numbers
(Please provide the number that they can best be reached at.)
Venue Contact: Name
Maid of Honor:
Name:
Mother of the Groom: Name
Parent(s) of the Bride: Names
Onsite Contact:
Name:
Best Man:
Name:
Names of Guests Giving Speeches: (please list anyone you think might speak)
Name:
Master of Ceremony’s:
Name:
Marriage Commissioner:
Name:
Ceremony & Reception:
Name:
Florist:
Name:
Photographer/Videographer:
Name:
- EstimatedNumberofGuests:
Adults: Vendors: Children: Children 3 and under:
We hope this Detailed Event Itinerary Template helps with your event or big day! Follow us on Instagram and Facebook, and check out our blog for more #Wedducate event tips and tricks.
