The Timeline Myth: Why Everything Takes Longer Than You Think on a Wedding Day
And how a wedding coordinator keeps your day running smooth, stress-free, and right on time
You Only Get One Wedding Day—Let’s Not Rush It
You’ve probably seen wedding timelines on TikTok or Pinterest that look something like this:
2:00 PM – Hair & makeup done
2:15 PM – First look
2:30 PM – Wedding party photos
3:00 PM – Family photos
4:00 PM – Ceremony
4:30 PM – Cocktail hour
5:30 PM – Grand entrance
6:00 PM – Dinner
7:00 PM – Speeches
7:30 PM – First dance
8:00 PM – Open dance floor
10:00 PM – Send-off
Looks great on paper, right?
But here’s the truth no one tells you: those timelines only work if everything runs perfectly. No delays, no weather changes, no late arrivals, no dress snafus, no missing family members at photo time.
…That’s not how weddings work. (Especially not in Wisconsin where the weather has mood swings.)
Why Things Take Longer Than You Think
Weddings are emotional, beautiful, people-filled events—not military operations. And people don’t move in five-minute increments. They hug. They tear up. They forget things in the car. They need time to breathe.
Even with the most organized couple in the world, here's what usually eats up extra time:
The Little Delays Add Up
One bridesmaid’s lashes take longer.
Groomsmen wander to find a boutonniere.
A zipper gets stuck.
Family is running late for photos.
You need five extra minutes just to breathe.
If you don't build in buffer time, every little hiccup pushes everything back—fast.
People Are Not Robots
We want candid moments. But you can’t schedule genuine laughter, happy tears, or that five-minute pause to read your partner’s letter. The good stuff takes time. Let’s give it the space it deserves.
Photos Always Take Longer
Even with an incredible photographer (shoutout to Emily Jean Photography), it takes time to organize people, find good light, and get through the list. Every “can we just grab one more?” adds up.
Real Talk: The Danger of an Unrealistic Timeline
When your timeline is too tight, it doesn’t just cause stress—it snowballs.
Vendors fall behind trying to play catch-up.
Guests get restless waiting for the next thing.
Your dinner service might be delayed.
You lose golden hour light because the photos started late.
You miss out on moments because you’re too busy worrying about the clock.
You didn’t plan this wedding to rush through it. You planned it to enjoy it.
What a Realistic Timeline Looks Like
Here’s what I recommend building into your timeline:
Getting Ready: 3–4 Hours
Hair and makeup almost always run long—especially for larger wedding parties. Plan:
45–60 minutes per person for hair
45–60 minutes per person for makeup
An extra hour for you, the bride (because everyone wants to hug you or ask questions)
And don’t forget:
Getting dressed with help from mom or maid of honor
Putting on jewelry and shoes
First look with dad or bridesmaids
Touch-ups and photos with your girls
Built-in buffer: at least 30–60 minutes before you need to leave for your first look or ceremony.
First Look & Photos: 60–90 Minutes
You’ll want time for:
First look with your partner
Couple portraits
Wedding party photos
Immediate family photos (if not saving these for after the ceremony)
Tip: Even if the photo list says “15 minutes,” plan 30. Gathering people, walking to the spot, fixing hair—everything takes longer than you think.
Ceremony: 30–60 Minutes
Depending on whether it’s a quick vow exchange or a full Catholic mass, plan accordingly. Remember to factor in:
Guest arrival
Music
Processional
Late arrivals
Time after the ceremony for hugs and family photos
Cocktail Hour: 60+ Minutes
This time is GOLD. It’s when:
You greet guests
You take extended family photos
You grab food and drinks
Vendors flip the ceremony space if needed
You breathe
If you’re doing all family photos during cocktail hour, ask your photographer how long they need and plan that into the hour—or extend it.
Dinner + Toasts: 90–120 Minutes
Dinner always takes longer than you expect—especially for buffet lines or large guest counts.
Toasts Tip: Allow 5–7 minutes per speaker. If you have four speakers, that’s 30 minutes of toasts minimum. Build it in!
Dancing & Events: 2–3 Hours
Let’s leave space to party, not just rush through the dances.
Plan time for:
First dance
Parent dances
Bouquet or garter toss (if you’re doing them)
Cake cutting
Open dance floor
Evening snacks (if included)
✨ Bonus Tip: If you're planning a sunset send-off or golden hour portraits, work with your photographer to time it right—sunlight waits for no one!
How a Coordinator Fixes the Timeline Myth
This is where I come in.
When we work together, I don’t just make a timeline—I make a wedding day strategy. One that accounts for:
Real travel time between venues
Vendor logistics and load-in
Actual hair/makeup schedules (not just guesses)
Family photo dynamics
Emotional moments you’ll want to savor
Extra time for just the two of you to be together
I also talk to your vendors so we’re all on the same page. DJ, photographer, caterer, bartender, transportation—everyone’s coordinated.
The Timeline Isn’t Just a Schedule—It’s a Safety Net
The best wedding days don’t follow a rigid clock. They flow.
And when something takes longer (because it will), I adjust everything behind the scenes so you never even notice.
Think of your wedding like a symphony. You’re the star. Your vendors are the instruments. I’m the conductor making sure everyone plays in harmony, even if someone misses a beat.
Timeline Truths to Remember
Things will take longer than you expect. That’s not a mistake—it’s just life.
Rushing kills the vibe. Give yourself margin to breathe and enjoy the moments.
A coordinator is your secret weapon. We keep the day running smoothly so you don’t have to think about the clock.
Need Help Creating Your Real-Life Timeline?
Whether you want full coordination or just help putting your timeline together, I’ve got you.
Here’s how to take the next step:
Email me at erika@northwoodseventpro.com
Check out my services at www.northwoodseventpro.com
Or “Rent My Brain” for a 1-hour timeline consultation—$75, no pressure
Let’s make your wedding day feel the way it should—calm, joyful, and totally you.
You deserve to be present for every single moment. And I’ll make sure you are. 💛