1. The Timeline
The vast majority of weddings do not happen exactly as the timeline is scheduled. In fact, most weddings end up at least 15 to 30 minutes behind. This is a result of situations like (but not limited to): missing wedding rings, guests arriving late, part of the Bridal Party can’t be found for introductions, photos taking longer than scheduled, food not ready in time, Bride & Groom mingling during dinner, wedding dress needs to be adjusted, Father of the Bride is missing before the Father Daughter dance, etc..
For a successful wedding, all the vendors need to be on the same page and willingly communicate with each other. Your wedding can always be adjusted and professional vendors who are flexible and can improvise will do just that. This is why we recommend hiring a professional DJ and/or Coordinator with experience who knows how to handle these situations. Remember, the main reason for all the planning and scheduling is for you to relax and enjoy the most important day of your life.
2. Photographer/Videographer End Time
The photographer and/or Videographer will typically arrive way before the ceremony begins to capture shots of you and your wedding party getting ready. As a result, the photographer/videographer often leaves before the wedding is over.
If this is the case for your wedding, be aware of how this can affect your wedding timeline. For example, if the photographer leaves at 8:00pm and the Bouquet and Garter toss are scheduled for 8:15pm, you may need to make adjustments to make sure the photographer is present for all formal events. An experienced DJ and/or coordinator will work with the photographer and/or videographer to be aware of these circumstances.
The four key elements of a wedding include the venue itself, decorations, rentals, and lighting. When you imagine the look of your wedding, you probably have a vision or inspiration your trying to create. Lighting can have a huge impact on the outcome of the look and ambiance. Every indoor venue is going to have some type of main overhead lights. These lights often have dimmers and switches to adjust the level of brightness throughout the room. We advise you to dedicate someone, whether the DJ or coordinator, to be responsible for notifying venue staff or handling the lights themselves if possible to adjust the lights exactly how you want.
If your renting additional lights, like uplights for example, make sure your lighting consultant fully understands your vision. If your adding a specific color to match your color scheme, be aware that too many uplights can make everything in the room look that color (referred as a color wash).
When you begin to plan your wedding, you will typically begin with finding a venue or wedding location, and then begin booking all other vendors around your wedding location(s). The reason is because each wedding site is unique in its layout, and some venues can include certain services like catering, flowers, cake, etc.. Some venues are outdoor, some are indoor, some are in one central room, some are spread out and some have multiple rooms for different parts of the wedding.
At the wedding reception, there can be a specific location for the bar, the entertainment, the bathrooms, the candy station, and now more popular, the photo booth. Our first recommendation is to imagine every transition and position certain things together in one central area if possible. For example, the DJ should always be close to the dedicated dancing area. The DJ has to be able to see and read the crowd to keep the dance floor packed. Many DJ’s are interactive, being close to the dance floor enables the DJ and Emcee to interact with guests.
Our second recommendation is the photo booth location. If the photo booth is open during dancing, and far away from the dance floor, the wedding more or less gets split in half. This makes it challenging to control the flow of the wedding and keep the guests dancing the night away. The idea is to keep the entertainment as close together as possible.
5. Allotted Dance Time
For most couples, dancing is very important to celebrating their wedding. And if the wedding timeline falls behind, the allotted dance time shrinks unless time is made up in some way. Because this often occurs, our recommendation when creating a wedding timeline is to decide an appropriate or minimum amount of time you want to dedicate for you and your guests to dance. By doing this, you will now understand how your wedding is affected if things start to fall behind (less time to dance and visit with guests). Keep in mind, an experienced DJ or Coordinator can find creative ways to make up the lost time and prevent major delays in your wedding.