Wedding Day Timeline and Run Sheet (With Examples for a 3pm and 4pm Ceremony)
Sample wedding day timelines for a 3pm and a 4pm ceremony, how long each part really takes, sunset and daylight saving, and a run sheet template for your MC.
In short
A typical Australian wedding day runs about eight hours from the ceremony to the last song. A common shape: ceremony at 3 or 4pm (20 to 30 minutes), an hour of drinks and photos, guests seated about 90 minutes after the ceremony starts, entrée, speeches between courses, cake, first dance and dancing, and a send-off around 11pm. Work backwards from your venue's finish time and forwards from your ceremony, then write it all into a run sheet your MC and suppliers can follow.
Put the answers on one page. Start free
Below are two sample timelines, how long each part really takes, and a run sheet template to copy.
Timeline vs run sheet
- Your timeline is the day at a glance: the big moments and roughly when. It's for the two of you, your families and your guests (a simple version goes on your wedding website).
- Your run sheet is the detailed version for the people running the day: your MC, the venue coordinator, the photographer, the DJ or band. It lists every cue, who does what and who to call if something slips.
How long each part takes
| Part of the day | Allow | Notes |
|---|---|---|
| Hair and makeup | 45–60 min per person | Start early; the person getting married goes second-last, not last |
| Getting-ready photos | 45–60 min | Details, the dress or suit, family moments |
| Travel to the ceremony | Real travel time + 15 min | More on a Saturday in summer |
| Guests arrive | 20–30 min before | Your website should say "arrive by", not the start time |
| Ceremony | 20–30 min | Including signing; longer for religious ceremonies |
| Congratulations and group photo | 15–20 min | Straight after the ceremony, while everyone's together |
| Family photos | 20–30 min | Have a list and someone who knows everyone |
| Couple photos | 30–60 min | Often during drinks, plus 15 min at sunset |
| Drinks and canapés | 60–90 min | Guests' favourite part; don't go much longer |
| Entrée, main and dessert | 2–2.5 hours with speeches | Speeches between courses keep the night moving |
| Speeches | 30–40 min in total | Ask each speaker for 3–5 minutes |
| Cake, first dance | 15 min | Often together, before the dance floor opens |
| Dancing | 1.5–2.5 hours | The rest of the night |
| Send-off | 10 min | Sparklers, a guard of honour, or just a wave |
Sample timeline: 3pm ceremony
| Time | What's happening |
|---|---|
| 9:00am | Hair and makeup start |
| 12:30pm | Photographer arrives for getting-ready photos |
| 2:00pm | Leave for the ceremony |
| 2:30pm | Guests arrive |
| 3:00pm | Ceremony |
| 3:30pm | Congratulations, group photo |
| 3:45pm | Family photos, then drinks and canapés for guests; couple photos |
| 5:15pm | Guests seated |
| 5:30pm | Couple enter; entrée |
| 6:15pm | First speeches |
| 6:45pm | Main course |
| 7:30pm | More speeches |
| 7:45pm | Sunset photos (time it to the season) |
| 8:15pm | Cake cutting and first dance |
| 8:30pm | Dance floor opens, dessert served |
| 10:45pm | Last song |
| 11:00pm | Send-off |
Sample timeline: 4pm ceremony
| Time | What's happening |
|---|---|
| 10:00am | Hair and makeup start |
| 1:30pm | Getting-ready photos |
| 3:00pm | Leave for the ceremony |
| 3:30pm | Guests arrive |
| 4:00pm | Ceremony |
| 4:30pm | Congratulations, family photos, drinks and canapés |
| 6:00pm | Guests seated, couple enter, entrée |
| 6:45pm | Speeches |
| 7:15pm | Main course |
| 8:00pm | Speeches, then sunset photos if the light allows |
| 8:30pm | Cake, first dance, dancing |
| 11:15pm | Last song |
| 11:30pm | Send-off |
A 2pm ceremony is the same shape an hour earlier, with a longer gap before dinner; fill it with a longer drinks hour or lawn games rather than leaving guests waiting.
Sunset, daylight saving and the heat
- Sunset. Golden hour is the photographer's favourite light, and sunset times swing by hours between summer and winter. Look up sunset for your date and town, then plan 15 minutes of couple photos around it.
- Daylight saving. Queensland, Western Australia and the Northern Territory don't use daylight saving, so a summer wedding in Brisbane or Perth gets dark earlier than one in Sydney or Melbourne. Check your date if guests are coming from interstate.
- Summer heat. A 3pm ceremony in January sun is hard on guests and on the two of you. A later ceremony, or one in the shade, makes a big difference.
- Winter. It can be dark by 5:30pm in the south. Move photos earlier, or plan for night photos with the venue's lights.
The legal moment
Your ceremony includes signing the marriage paperwork in front of two witnesses. Allow five minutes for it in the ceremony, choose your witnesses before the day and tell your celebrant who they are. Your celebrant lodges the paperwork afterwards. Our guide to choosing a wedding celebrant covers what they handle.
Run sheet template
Copy this into a document or spreadsheet and send it to your MC, venue coordinator, photographer and DJ or band two weeks before the day.
| Time | What | Who | Notes |
|---|---|---|---|
| 2:30pm | Guests arrive, ushers hand out programs | Ushers | Reserve the first two rows for family |
| 2:55pm | Celebrant welcomes guests, asks for phones away | Celebrant | |
| 3:00pm | Processional starts | Musician / DJ | Song: … |
| 3:25pm | Signing | Celebrant, witnesses | Witnesses: … |
| 3:30pm | Recessional, confetti | DJ | Song: … |
| 5:15pm | MC asks guests to take their seats | MC | |
| 5:30pm | Couple enter | MC, DJ | Song: … |
| 6:15pm | Speeches: parent, best friend | MC | 3–5 min each |
| 7:30pm | Speeches: the couple | MC | Thank suppliers and family |
| 8:15pm | Cake cutting, first dance | MC, DJ | Song: … |
| 10:45pm | Last song | DJ | Song: … |
| 11:00pm | Send-off | MC, venue | Sparklers handed out at 10:50pm |
Also list on the run sheet: every supplier's name and mobile number, the venue's finish time, dietary notes for the caterer, who takes the wishing well and the gifts home, and who's in charge if you're busy. For when to book each of those suppliers, see our month-by-month planning checklist.
A run sheet for your MC
Your MC needs more than times. Give them the pronunciation of every name they'll say, who's giving each speech and in what order, any announcements (where the bathrooms are, when the bus leaves), and the one thing they must not forget. A short phone call a week before helps more than another email.
Put the timeline on your website
Guests need a simple version: what time to arrive, when the ceremony starts, when dinner is, and when the bus or last drinks are. Add a run sheet to each event on your free wedding website and it shows under that event, so nobody has to ask.
Add your timeline to your website
Quick questions
How long does a wedding day usually run?
About eight hours from the ceremony to the last song, with the ceremony at 3 or 4pm and guests seated for the reception about 90 minutes after it starts.
What's the difference between a timeline and a run sheet?
The timeline is the day at a glance for you and your guests. The run sheet is the detailed version for your MC, venue, photographer and DJ, with every cue and contact.
When should we send the run sheet to suppliers?
About two weeks before the day, to your MC, venue coordinator, photographer and DJ or band, with every supplier's mobile number on it.