Wedding Run Sheet Template With Timings (Free to Copy)

The most useful thing you can do to take the stress out of your wedding is write down what happens when, and give it to everybody. Not a rough plan in your head, an actual document with times on it. Here is a real one, from a Melbourne wedding with a 4:30 pm ceremony.

In Short

• A wedding run sheet is a minute-by-minute schedule of the day, shared with every supplier so nobody has to ask what happens next.
• Both spellings are used. Run sheet is more common in Australia, runsheet means the same thing.
• A typical Australian wedding runs from around 7:00 am hair and makeup to guests departing around 11:00 pm.
• Group photos and speeches are the two blocks that run over most often. Build in buffer for both.
  

Fool-Proof Wedding Day Run Sheet

Believe me, when I say, I’ve seen a few in my time! That’s why we’ve created a run sheet template and a detailed example. You can also use our Wedding Planning Checklist to help you know exactly where to start. I can’t stress how important having a timeline guide, made up in advance and shared with your key suppliers is. It’s key to make sure all of your vendors, from your wedding photographer and videographer, caterer to the band, are all on the same page with timings and also keep schedules in check on your wedding day. It is so easy for timings to get blown out when everyone is swept up in the atmosphere. Having a detailed run sheet with time stamps for all of your vendors to follow keeps your day running smoothly.

Overestimate Time!

This is super important, and we find that couples always underestimate the time it takes to do things at a wedding. If you think a group photo after the ceremony will take 5 mins, think again. It can take 10-15 mins of guests congratulating the bride and groom. Then add another 10 mins to coordinate guests into a group. It’s like herding cattle!

So, allow extra time for everything! If you are running on track (which trust me no wedding EVER does), then you can always bump timings forward as you go.

Add In Every Little Detail!

You can’t add too much information to a wedding run sheet. Things like what time you plan on getting into your dress, or when you’ll change into your reception outfit can help your team of vendors understand what you envision for your wedding day.

Create your copy of our Wedding Run Sheet With Timings, view our example or read on for some inspiration.

What is a wedding run sheet?

A timed schedule of your wedding day listing every moment and who is responsible for it. It goes to your photographer, videographer, celebrant, caterer, venue coordinator, band or DJ and bridal party. It exists to answer one question before anyone asks it: what is happening now, and what happens next. When your photographer knows the dress reveal is at 2:30 pm, they are in the room at 2:25 pm. When they do not, they are downstairs getting a coffee.

The run sheet template

Three rules for building your own

• Overestimate every block. A group photo reads like a five minute job. It is fifteen minutes of congratulations plus ten minutes of arranging sixty people into rows.
• Add every small detail. What time you get into the dress, when you change outfits, which song plays during the signing. Detail tells suppliers how you want the day to feel.
• Send it to everybody a week out, and the final version the day before. Put your MC’s and venue coordinator’s phone numbers at the top. 

Frequently asked questions