A run sheet is the single document that tells everyone what happens, when and where on your wedding day. It’s what keeps the photographer, caterer, band and venue working to the same clock, and it’s the difference between a day that flows and one that keeps stalling. Here’s how to write one, plus a sample timeline you can adapt. If you’d rather hand it over entirely, our wedding-day coordination package includes building and running it for you.
What goes in a run sheet
- Times: start times for every moment, from supplier arrivals to the last song.
- Locations: exactly where each thing happens, including the wet-weather alternative.
- Who’s responsible: the supplier or person in charge of each item.
- Contacts: a phone number for every supplier and your coordinator.
- Notes: family photo groups, speech order, song cues, dietary requirements for suppliers’ meals.
Sample timeline: 3:30pm ceremony
Here’s an example for an afternoon ceremony and reception at the same venue. Adjust it to your own sunset time, venue rules and suppliers.
| Time | What’s happening |
|---|---|
| 8:00am | Hair and makeup begins |
| 11:00am | Stylist and hire companies arrive for setup |
| 12:30pm | Florist arrives |
| 1:00pm | Photographer arrives for getting-ready photos |
| 2:30pm | Final styling checks; coordinator confirms wet-weather call |
| 3:00pm | Guests arrive; celebrant and musician set |
| 3:30pm | Ceremony |
| 4:00pm | Congratulations, then family photos |
| 4:30pm | Canapés and drinks; couple portraits |
| 5:30pm | Golden-hour portraits (time this to your sunset) |
| 6:00pm | Guests seated; couple’s entrance |
| 6:15pm | Entrée |
| 7:00pm | Speeches |
| 7:30pm | Main course |
| 8:30pm | Cake cutting and first dance; dance floor opens |
| 10:30pm | Farewell |
| 11:00pm | Pack-down |
Tips for a run sheet that actually works
- Build in buffers. Add 10 to 15 minutes around anything involving a group of people. Family photos always take longer than planned.
- Work back from sunset. Check the sunset time for your date and location, then plan portraits around it. In Brisbane it varies by well over an hour between winter and summer.
- Plan for the heat. In summer, a later ceremony and shade for guests make a real difference.
- Write the photo list in advance. List every family group by name so your coordinator can call people quickly.
- Feed your suppliers. Schedule supplier meals at the same time as guests eat, so your photographer is free when you are.
- Send it early. Share the final version with every supplier at least a week before, and ask each one to confirm.
Frequently asked questions
Who should have a copy of the run sheet?
Every supplier, your venue coordinator, your wedding party and any family members with a role on the day. The couple should have a simplified version so they only see what involves them.
How long should a wedding ceremony be?
Most ceremonies run 20 to 30 minutes. Talk to your celebrant about what you’d like to include.
Who makes sure the run sheet is followed on the day?
Ideally a dedicated coordinator, not you or a guest. That’s what our wedding-day coordination service, The Main Event, is for: we build or refine your run sheet, confirm every supplier and run the day.
Get in touch to check our availability for your date.
