Sample plan
Mara and Jonas, Saturday 12 September
Made up for this page: 62 guests, a barn venue, ceremony outdoors. Everything below is what the three documents look like. Your own plan would use your answers.
Wedding-day timetable
| 09:30 | Hair and make-up start at the bride's room | Hairdresser |
|---|---|---|
| 11:30 | Lunch for the wedding party, kept light | Maid of honour |
| 13:00 | Getting-ready photos, rings and shoes | Photographer |
| 14:00 | Photographer and DJ on site, sound check at the ceremony spot | DJ, venue |
| 14:45 | Guests arrive, ushers hand out the programme | Ushers |
| 15:30 | Ceremony, 30 minutes | Officiant |
| 16:00 | Drinks reception on the lawn, group photo at 16:45 | Caterer, photographer |
| 17:15 | Couple portraits while guests take their seats | Photographer |
| 18:30 | Entrance, welcome speech, dinner starts | Caterer, DJ |
| 19:30 | Speeches, max. 5 minutes each, three slots | Best man |
| 21:00 | Cake cutting | Caterer |
| 21:30 | First dance, then the floor opens | DJ |
| 23:00 | Late snack | Caterer |
| 01:00 | Last song, shuttle to the hotel | DJ, taxi |
Buffer rule used here: every outdoor step gets 15 minutes of slack before the next fixed time.
Briefing for the DJ
- Arrival
- 14:00, sound check 14:15 at the lawn, power at the barn door.
- Ceremony
- Walk-in song at 15:30 (couple will send the title), exit song after the kiss. One cordless microphone for the officiant.
- Dinner
- Quiet background music from 18:30. Microphone ready for three speeches from 19:30.
- First dance
- 21:30, you announce it. Song title comes from the couple, they want the full version.
- Do not play
- Anything the couple lists on the form. Nothing before 21:30 above background volume.
- End
- Last song at 01:00. The venue's noise limit applies after 22:00 indoors.
- Contact on the day
- Maid of honour, number on the printed plan.
To-do list, first rows
- 26 weeks before Send the briefing to the photographer and agree the shot list.
- 20 weeks before Book the officiant's rehearsal slot.
- 16 weeks before Send save-the-dates to guests who travel.
- 10 weeks before Fix the menu with the caterer, collect allergies.
- 6 weeks before Send the DJ briefing and the song titles.
- 2 weeks before Final head count to the caterer and the venue.
- 1 week before Print the timetable, one copy for each helper.
How this sample was made
Written for a made-up couple to show the format and level of detail. Nothing here is a real booking. A real plan would take your date, venue, guest count and the service providers you named.