How to Create a Wedding Run Sheet – Downloadable Template Included!

When you’re not a seasoned wedding planner (like most of us), figuring out your wedding run sheet can feel a little daunting, especially on top of all the other stressful things weddings bring with them. We bet by the time you’re reading this, you’ve had all your vendors simultaneously ask for the next payment instalment, sent through the 100 questionnaires you need to fill out before the big day, and you’ve probably had a guest pull out at the last minute (yes, we may or may not be speaking from personal experience).

BUT do not stress, you’re in the right place to get everything back on track. We’ll have you feeling sorted, clear on the day, and a whole lot less stressed once you’re done with this blog and filling out your downloadable wedding run sheet template (Hunter Valley wedding vendor approved). We’ve even brought in some experts to share a little insight into getting your run sheet truly wedding-vendor approved!

So, let’s get to it, how the HECK do you create the perfect wedding run sheet?

To kick things off, let’s start with the times that have already been established. For example, when you booked your venue for both your ceremony and reception, you would’ve discussed start times. Begin with the big stuff, the start of the ceremony and the start of the reception. This gives you a really solid base to work from.

Now, are you staying on site, or will you be travelling between locations?

On-site: If you’re already where you need to be, perfect! Let’s work backwards from here.

Staying off-site: No worries, we just need to account for travel time. HOT TIP: Always overestimate your timing in all aspects of the run sheet. We always want more time than we think we need. This gives you a stress free buffer in case, you know… someone forgets their groomsman shoes (also speaking from personal experience) or someone needs a nervous toilet stop on the way to the ceremony (no shame, we’ve all been there)

For interest’s sake, let’s say your ceremony starts at 3:00pm, with guest arrival from 2:30pm, and your reception begins at 5:45pm.

From here, let’s touch base with your photographer. When you booked them, you would’ve locked in a certain number of hours, for example, a 9-hour package. When you book an expert like Coral Hagan Photography, you know you’re in good hands. This Scone-based wedding photographer can help you work out the best timings and capture the exact images you’re after. If you’re wanting some great getting ready photos, Coral might arrive around 11:00am to kick off with the groom and groomsmen. Make a note of that in your run sheet.

Okay, so now we have the photographer starting at 11:00am. Let’s catch the morning getting ready. This is where we want to be touching base with your hair & make up artist. Timing here depends on how many people need hair and makeup, bridesmaids, mother of the bride, mother of the groom, etc. H&MUA usually need around 30 minutes to set up, then roughly an hour per person, and 1.5-2 hours for the bride.

HOT TIP: To keep the morning relaxed and full of good vibes, a lot of bridal parties like to start the day with a couple of champagnes to calm the nerves. If that’s the plan, please (PLEASE!!!) make sure you have breakfast on hand. We totally understand that the last thing you feel like eating is a big breakfast, so why not organise a pre-order grazing box from Elliotts Café? Think yummy fruit, croissants, pastries, and more for everyone to pick at throughout the morning, avoiding any slightly-too-tipsy bridesmaids trying to walk down the aisle in 12cm stilettos. Delivery at 8:00am could be perfect.

While we’re talking about the morning, let’s touch on your florist. Depending on how much they have to set up, florists generally like to start nice and early to ensure arbours, bouquets, and everything in between are ready for your ceremony. Check in with someone like Chasing Daisies for a beautiful arbour display that can even be repurposed at the reception (a great little money-saving tip) Remember, your vendors are the experts, and they’ll always guide you on what timing works best for them and your special day.

Entertainment time. Whether you’ve booked a DJ, string quartet, or acoustic guitarist/singer, they all need time to set up. Again, when you booked them, you would’ve locked in a package with specific start and finish times. Singers like Chris London are perfect for carrying you through from ceremony to cocktail hour and into the reception. He has a very special way of evoking those heart-throb tears or getting your guests dancing, all through the power of music.

Once you have your base times (ceremony and reception) everything else can fall into place around them. Remember, ask your vendors! These people work with run sheets every single day as part of their job, and they’re always more than happy to share their wisdom and advice when it comes to timing within their area of expertise.

HOT TIP: A successful run sheet is all in the details. Even if you feel like you’re being a little OTT, trust us, you’re not. The more detail, the better.

Some other components of the day to think about: