How To Create A
Wedding Photography
Timeline

A wedding timeline is an essential item that provides you and your wedding vendors with a unified guide of what will happen throughout your entire wedding day. It’s a great help for your wedding vendors and can allow you to relax knowing that every single detail of your day has been communicated to the people in charge of making your wedding day a success.

Being in middle of the Pacific Ocean and one of the most popular wedding destination in the U.S, it’s no surprise that Hawaii’s people and wedding traditions are a blend of many cultures. With such diversity in customs it can be a challenge to find an exact wedding photography timeline template that will include all that you are expecting on your wedding day.

This is why a detail-oriented and well-planned wedding timeline is essential. When planning your wedding day, so many things come into play. With this guide, we can help you create a wedding timeline that can ensure your wedding “must-haves” happen flawlessly. When crafting your wedding photography timeline, it’s important to include and indicate sections that you absolutely want your photographer to capture to ensure that your wedding images are complete. Below are some of the most important parts to include in your wedding photography timeline.

Bride’s Hair & Makeup (1-2 hours)

Ideal Time of Day: Morning | Location: Hotel or Bridal Suite

Depending on the number of people getting their hair and makeup done, allot enough time for everyone. Factor in your stylists’ setup times as well. Ask your hair & makeup stylist how long it will take to do one person’s hair and makeup and how many stylists will be coming. Ideally, bridesmaids should be ready by the time the bride’s hair and makeup is finished.

Vendor Arrivals and Setup Times

By the time (or maybe even before) your hair and makeup is done, your ceremony vendors should start arriving and setting up. Clarify their setup times and include it in your timeline. Also include a list of items they are bringing and setting up, so your planner can refer to your timeline and make sure everything is complete. The first ceremony vendors to arrive will be your florist and rentals. Make sure your timeline also includes a list of all your wedding vendors, arrival times, and contact numbers so your planner can easily reach anyone if needed.

Photographer/Videographer Arrival

Ideal Time of Day: Morning | Location: Hotel Suite

Coordinate with your Hawaii wedding photographers to help them figure out what time they should arrive. Ideally, your wedding photographer will arrive just a little before your hair and makeup is complete, so they can capture images of you getting ready, along with wedding details like rings, your attire and accessories.

It’s important to closely coordinate with your wedding photographer and Hawaii wedding videographer and keep them in the loop. Always make sure they know any changes made to the timeline, so any crucial photo and video opportunities are not missed.

Wedding Prep Details (20 minutes)

Ideal Time of Day: Morning | Location: Hotel Suite

Wedding preparation details usually involve the wedding jewelry, stationery, dress, shoes, bouquets and boutonnieres. Having these gathered and ready in a spot in your hotel room or suite before your photography and video team arrive will help save time in locating and arranging them for photography.

Getting Ready Photos (1 hour)

Ideal Time of Day: Morning or Early Afternoon | Location: Hotel Suite and/or Hotel Grounds

As soon as the photographer arrives, they will typically take photos of details in your hotel room, and photos of you getting ready with your hair and makeup team, and putting on your wedding attire.

Bridal Party (30 minutes)

Ideal Time of Day: Morning or Early Afternoon | Location: Hotel Suite and/or Hotel Grounds

Right after the hair and makeup is the perfect opportunity to capture some images and footage with the bridesmaids and groomsmen when everyone is freshly groomed and dressed up.

Immediate Family (30 minutes)

Ideal Time of Day: Morning or Early Afternoon | Location: Getting-ready Suite and/or Hotel Grounds

Portraits with the family are also important apart from formals with them. This is an opportunity to capture genuine reactions from parents and family members upon seeing the bride and groom and have them documented in your images and wedding film.

First Look (20-30 minutes)

Ideal Time of Day: Morning or Early Afternoon | Location: Hotel

The first look is a moment where the two of you see each other for the first time, away from the eyes that will be on you as you exchange vows during the ceremony. Some couples choose to do a first-look as it may help them shake the nerves off, as seeing their future spouse before the ceremony can be reassuring and calming.
The first-look is 100% optional and should be avoided if you would like to reserve seeing your fianc’e for the first time at the ceremony.

Ceremony details (15 minutes)

Ideal Time of Day: Early Afternoon | Location: Ceremony Site

Being able to take photos of your empty decorated ceremony site before any guests arrive can be a great addition. As you have spent time working with your vendors to narrow down every detail of your theme, it’s something you can look back on as you see your wedding photos and see your hard work come together.

Officiant Arrival

Ideal Time of Day: Afternoon | Location: Ceremony Venue

Provide your wedding officiant with details on exactly what time you would like your ceremony to start, and ask them what time you can expect them to arrive. Typically, officiants arrive 30-45 minutes before the ceremony, but it never hurts to clarify.

Wedding Party Arrival (15 minutes) and Ceremony (1 hour)

Ideal Time of Day: Afternoon | Location: Ceremony Venue

Once your wedding party has arrived at the ceremony venue, allow for around 15 minutes for them to assemble, and receive their bouquets and corsages before the processional starts. Make sure your timeline has a list of everyone in your wedding party so your wedding planner or coordinator can account for and arrange everyone so your processional goes smoothly.

Formals with immediate family and friends (30-45 minutes)

Ideal Time of Day: Afternoon | Location: Ceremony Venue or nearby garden

Plan for formals with the guests. You guests can be separated into groups. It would be great to allot 3-4 minutes per group and budget your time depending on the number of guests you have.

Reception Details (20 minutes)

Ideal Time of Day: Early Evening | Location: Reception Site

Please allow 30 minutes for your wedding photographer and videographer to capture images of the reception room with no guests or vendors in the area. This is the perfect time for your photographer to be able to capture your beautifully decorated reception room before your guests are allowed in.

Wedding Party (30 minutes)

Ideal Time of Day: Dusk | Location: Hotel garden or nearby off-site location

Allot time for a post-ceremony session with your respective bride and groom squads. This session can happen in the hotel garden or a nearby off-site beach venue. This is the perfect time to let your hair down and have fun with your friends!

Post-Ceremony Newlywed Portrait Photograhy (45-60 mins)

Ideal Time of Day: Dusk to Night | Location: Areas away from Reception Site

This is private time as newlyweds where you will take wall-art worthy photos with your photographers. While your guests are having fun at the cocktail hour, make the time the time for post-ceremony photos. This is a best opportunity to get sunset photos if you are having an afternoon ceremony, as sunsets are absolutely spectacular in Hawaii.

To make sure you don’t miss the sunset, TimeandDate.com can provide the exact sunset time for your location.

Grand Entrance and First Dance (10 minutes)

Ideal Time of Day: Night | Location: Reception Site

It’s a good idea to allow your grand entrance to naturally flow into your first dance. You can dance to a full song, or fade into a dance set with your wedding party after to keep the energy and excitement flowing before dinner.

Dinner (45 minutes to 1 hour) and Bridal Party Toasts (10 minutes)

As dinner is wrapping up, you can ask your best man and maid of honor to offer this toast. As a rule of thumb, each toast should stay within the limit of five minutes, otherwise, people’s attention just begin to wane. Let your best man and maid of honor know if there is a time limit for their toasts so they can prepare accordingly.

Wedding Traditions (20-30 minutes)

Ideal Time of Day: Night | Location: Reception Site

For the wedding traditions part, you can start with the cake cutting after the toasts, and then do the bouquet and garter toss. This is also a good time for the newlyweds to say a few words to the guests to thank them for coming. If you are doing parent dances, you can do it after the bouquet and garter toss if you do not have an open dance floor. However, if you intend to have an open dance floor, you can leave the parent dances last and then transition to the open dance floor when the official dances end. Indicate your parent dance songs in the timeline so they aren’t forgotten or mixed up.

Reception Sneak-out (30 minutes)

Ideal Time of Day: Night | Location: Interesting areas near the reception site

The reception sneak away is an opportunity for your photographer to capture nighttime portraits. Opportunities for the reception sneak away is while everyone else is having dinner and the couple have had a bite to eat, or during the open dance floor. Another option is to capture these night shots at the end of the night when all the guests have departed.

Open Dance Floor! (1-2 hours)

Ideal Time of Day: Night | Location: Reception Site

Let your hair down and dance the night away! If you have a fun photobooth, you can ask your DJ and Emcee to make a last call for anyone wanting to take photos.

Grand Exit (3-5 minutes)

Ideal Time of Day: Night | Location: Reception Site

Decide on a final song beforehand to signal your grand exit. Also make sure to have someone alert you. Some couples like to exit with sparklers, poppers, or glow sticks. Indicate it on your timeline to make sure to have it written down on the timeline so they are distributed.

Tips to Consider When Crafting Your Wedding Timeline

Add buffer time

It's essential to add some buffer time to your timeline, especially if you're planning a big wedding. You can add a few minutes between each event to account for any unexpected delays or last-minute changes. This way, you can avoid running behind schedule and keep everything on track.

Coordinate with vendors

Coordinate with all your vendors to ensure that they are aware of the schedule and that they will be available at the designated times. This includes the photographer, florist, DJ or band, caterer, and any other vendors you may have.

Review the timeline

After creating your timeline, review it several times to ensure that everything is in order. Make sure that you've allocated enough time for each event, and that there are no conflicts or overlaps in the schedule.

Creating a wedding day timeline is a crucial aspect of wedding planning. It ensures that everything runs smoothly and that everyone is on the same page. Remember to be prepared for any unexpected changes, and you'll be sure to have a perfect wedding day.

Are you looking for a wedding photographer for your big day in Hawaii? Learn how HNL Studios can help you relax and enjoy your wedding day knowing that your important memories are in good hands.