A wedding is one of the most logistically complex events most people will ever organise, with dozens of vendors, hundreds of guests, and a timeline that must flow seamlessly from start to finish. This wedding run sheet template gives you a single source of truth for the entire day — covering the bridal party's morning preparations, ceremony timing, cocktail hour, reception formalities, and the final send-off. Share it with your celebrant, photographer, venue coordinator, and MC so everyone is working from the same page.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 07:00 | Bridal party hair and makeup commences | Hair & Makeup Team | Bridal Suite |
| 09:00 | Florist delivers ceremony and reception florals | Florist | Ceremony Venue |
| 10:00 | Photographer arrives for bridal party getting-ready shots | Photographer | Bridal Suite |
| 12:30 | Groom and groomsmen depart for ceremony venue | Groom's Party | Ceremony Venue |
| 13:45 | Guests seated; ceremony musicians begin prelude | Musicians | Ceremony Hall |
| 14:00 | Wedding ceremony commences | Celebrant | Ceremony Hall |
| 14:45 | Ceremony concludes; bridal party exits for photos | Photographer | Garden |
| 15:00 | Cocktail hour opens for guests | Catering | Foyer |
| 17:30 | Bridal party introduced into reception; first dance | MC | Main Ballroom |
| 18:00 | Dinner service begins | Catering | Main Ballroom |
| 19:00 | Speeches — parents and best man/maid of honour | MC | Main Ballroom |
| 20:30 | Cake cutting and dance floor opens | DJ | Main Ballroom |
Build in at least 15-minute buffers between major ceremony and reception milestones to absorb delays.
Confirm final vendor arrival times and parking arrangements 48 hours before the wedding.
Designate a point-of-contact (coordinator or trusted friend) so vendors aren't approaching the couple with questions.
Ensure the MC has a printed copy of the run sheet and understands all cues for formalities.
Communicate the run sheet timeline to both families, the bridal party, and key vendors by the rehearsal.
Ideally, draft a working version of your run sheet 3–4 months before the wedding, then finalise it once all vendor details are confirmed — usually 2–4 weeks out. Share the final version with all vendors and the bridal party at least one week before the wedding.
Your celebrant, photographer, videographer, DJ or band, caterer, venue coordinator, MC, florist, hair and makeup team, bridal party members, and both sets of parents should all receive a copy. The more people working from the same document, the fewer surprises on the day.
A civil ceremony typically runs 20–30 minutes, while a religious ceremony can run 45–75 minutes. Allow extra time for guests to be seated and for the wedding party processional, so block out at least 60 minutes in total from guest arrival to ceremony conclusion.
A focused run sheet for the wedding reception, covering the bridal party entrance through to the last dance and farewell. Perfect for handing to your MC, caterer, and DJ.
View Template →SocialA warm and celebratory run sheet for an engagement party, covering everything from venue styling through to the champagne toast and dancing. Designed for the couple or their event planner.
View Template →CorporateA polished run sheet for a gala dinner event, from guest arrival through to the final farewell. Covers cocktail hour, formal dining, speeches, entertainment, and close-of-event logistics.
View Template →Stop juggling spreadsheets and last-minute messages. Run Sheets gives your entire team a single, live document for every event — accessible anywhere, updated in real time.