Timelines and Runsheets
What the heck is a runsheet?
Runsheets layout all of the timings and events of your wedding day so vendors know what they are supposed to be doing and when.
When you put your runsheet together you’ll have a photography timeline that tells me where to be and when based on what you are doing and what you want photographed.
Generally ceremonies are scheduled between 3pm and 4.30pm most of the year to make use of the afternoon light and to give you time in the morning to get ready. Earlier for winter, later for summer. You can definitely have a 3pm summer ceremony too - this is just a guide to get you started!
Your ceremony start time, reception start and sunset are the three main points of your timeline. Here are some typical 10 hour photography package timelines to get you started for each season with different ceremony times.
To turn these into 6 hour or 8 hour photography packages subtract time from prep or reception depending on what is important to you. A 6 hour package will generally skip prep or reception entirely, and an 8 hour package will generally include both but with a shorter amount of time.
Make it yours! These are just guides. Add a first look, have a lunchtime wedding, photographs at dawn, family photos before the ceremony. A night time Hollywood style flash shoot for 5 minutes is really fun too! Your wedding your way x
Any questions let me know and I can help you look at your run sheet in detail. For sunset times on your exact date check out the button below.
Sample Photography Timelines
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Summer
10 hours / 4.30pm Ceremony / 8pm Sunset
1.30pm - photography starts
1.30 - 2.30pm groom/partner 1 prep (travel to partner 2)
2.45 - 4pm bride/partner 2 prep (travel to ceremony)
4.30 - 5pm ceremony
5.15 - 5.30pm group photo, family photos
5.30 - 6.30pm wedding party photos
6.30pm enter reception
7.40 - 8pm couple sneak out for sunset photos
(sunset is 8pm)
8pm onwards reception
11.30pm photography finishes
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Autumn
10 hours / 3pm Ceremony / 7.30pm sunset
12pm - photography starts
12 - 1pm groom prep/partner 1 (travel to partner 2)
1.15 - 2.30 pm bride prep/partner 2 (travel to ceremony)
3 - 3.30pm ceremony
3.45 - 4pm group photo, family photos
4 - 5pm mingle with guests, canapes
5-6pm wedding party photos
6pm enter reception
7.10 - 7.30pm couple sneak out for sunset photos
(sunset is 7.30pm)
7.30pm onwards reception
10pm photography finishes
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Winter
10 hours / 3pm Ceremony / 5pm Sunset
12pm - photography starts
12 - 1pm groom prep/partner 1 (travel to partner 2)
1.15 - 2.30 pm bride/partner 2 prep (travel to ceremony)
3 - 3.30 pm ceremony
3.45 - 4pm group photo, family photos
4 - 5pm wedding party photos
(sunset is 5pm)
5 - 6pm mingle with guests and canapes
6pm reception
6pm onwards reception
10pm photography finishes
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Spring
10 hours / 3.30pm Ceremony / 7pm sunset
12.30pm photography starts
12.30 - 1.30pm groom/partner 1 prep (travel to partner 2)
1.45 - 3pm bride/partner 2 prep (travel to ceremony)
3.30 - 4pm ceremony
4.15 - 4.30pm group photo, family photos
4.30 - 5pm mingle with guests and canapes
5-6pm wedding party photos
6pm enter reception
6.40-7pm couple sneak out for sunset photos
(sunset is 7pm)
7pm onwards reception
10.30pm photography finishes
How much time do we need for photos?
Preparation / Getting Ready 30 - 1.5 hours
Time needed - min. 30 mins / max. 1.5 hours per person
Ideal - 1 hour for groom/partner 1 and just over an 1 hour for bride/partner 2
Getting ready - detail shots 20 mins - rings, outfits, people, bouquets, process of getting ready to story tell, candids of moments unfolding 20 mins + , and more formal style portraits when everyone is dressed ready to go 15 mins +
If you gather your details - rings, jewellery, perfume, flowers, shoes, invitations - in one spot for me I can photograph those while you finish getting ready without interrupting you to find them
First look? 10 mins - 1 hour
Time needed - min. 10 mins up to 1 hour with portraits
Ideal - 30 mins for first look and a small set of wedding party portraits
A first look is the wedding couple seeing each other for the first time before the ceremony - think tap on the shoulder and turn around
Add family or parents seeing couple for first time? A set of couple and/or wedding party portraits before the wedding? Or family portraits before the ceremony?
Sunset Portrait Session 10-30 mins
Time needed - min. 15 mins up to 30 mins
Ideal - 20 mins starting 20 mins before sunset
If you want to bring your wedding party add more time + 15-20 mins
Couples only need 15-30 mins + travel to location
Group Photo and Family Photos 10-20 mins
Time needed - min. 15 mins up to 30 mins
Ideal - 15 mins for family portraits, 5 mins for group photo if you want it
Sometimes it’s nice NOT to have a group photo and do smaller groups through the day.
We’ll do as group photo straight after the ceremony before everyone wanders off and family photos straight after that
Please send me a family photo list so we can go from the list and a person to help me call out names and wrangle! When we are organised it’s very smooth, when we aren’t it’s very stressful!
Portrait Session 45mins - 1.5 hours
Time needed - min. 45 mins up to 1.5 hour
Ideal - 1 hour + travel time
Bigger wedding parties need more time - 1 hour or more
Couples only need 30-45 mins + travel to location
Reception Highlights
Cake cut 5-10 minutes
First dance -duration of the songs
Sparkler exit - 15-20 mins to set up and photograph
Everything else is candid as it unfolds
Night time Hollywood style shoot 5-10 mins
Real Client Runsheets
Here are some real and recent runsheets from my clients so you can see how the whole day looks. Feel free to copy and paste whatever you like from any of this information and use it as a base!
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Bride / Partner 1
900 Make up arrive and set up
1000 Flowers delivered
1015 Hairdresser arrive and set up
1315 Make up - finished
1330 Bride style hair
1400 Photographer Kirsten arrives
1415 Touch up hair
1430 Makeup pack down and depart
1430 All hair and makeup done - get dressed
1445 Photos of Bridesmaids and Parents
1530 Photographer depart for ceremony
1530 Bride departs
Groom / Partner 2
1030 Someone from groom party to come and pick up the buttonholes
1130 Groomsmen arrival
1230 Photographer arrival
1230 Groomsmen to get dressed
100 Photos with groomsmen and parents
1.30 Photographer departs for bride
1515 Groom & Groomsmen depart
Venue
1400-1500 Cake delivery
1530 Bus arrives with guests
1550 Bridesmaids/Bride + parents arrive - park in lower car park
1600 Photobooth set up
1600 Outdoor Ceremony
1630 Family Photos
1645-1730 Wedding Party Photos onsite
1630 Canapes at Butter Factory for Guests
1630 Music - Butter factory
1730 Wedding party arrives back to mingle with guests
1730 Table settings - Venue staff
1730 DJ set up
1820 MC to get Microphone from DJ
1820 Guests go to Reception area
1825 Guests are asked to take their seats
1830 Photobooth commences (unattended)
1830 MC delivers welcome followed by entrance of the bridal party
1840 2 speeches
1900 Main is served
1930 2 speeches
1930-1945 Serve crew meals
2000 Cutting the cake
2015 Wedding game
2030 Dessert is served
2100 Bride and Groom Speech
2115 First dance
Dance floor
Self-serve tea and coffee available
Wedding cake served - cut up on self-serve platter
2230 Bride and Groom Farewell
2230 Photographer departs
2245 Event concludes and all guests depart
2300 Everyone to be out of the venue by this time
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9:30- Makeup Begins
11:00 - Hair Begins
1:30- Photographer Arrives Groom
1:45 - Put on Suits - Groom Photos
2:30 - Photographer Arrives Bride - Prep Photos
3:00 - Final Makeup Touch Ups
3:00 - Getting Dressed
3:30 - First Looks, Wedding Party Gather Together
3:45 - Coach Pick Up Guests
4:00 - Guests Begin to arrive
4:30 - Ceremony Begins
5:15 - Canape Hour. - Guests
5:15 - Photo Session onsite - Wedding Party
6:00 - Reception Begins
6:15 - Entrees Served
6:45 - Sunset Photos - Couple
7:00 - Mains Served
7:45 - Speeches
8:20 - Cake Cutting
8:30 - First Dance
9:00 - Party Time!
9:30 Photography Ends
10:45 - End / Coach Pickup
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8.30am Bouquet drop off
8.45am Cake and grazing food to cool room
9.00am Table flowers and decorate cake
9.30am Makeup starts
10.30am Hair starts
12.15pm Photographer arrives Groom Prep
1.15pm Photographer arrives Bride Prep
3.00pm Depart for ceremony
3.30pm Ceremony Starts
4.15pm Family photos
4.30pm Mingle with guests - grazing table and music
5.30pm Bridal party photos
6.00pm Reception starts
6.05pm Entrance
6.15pm Speeches x 2
6.30pm Entrees served
7.00pm Speeches x 2
7.20pm Sunset photos
7.30pm Mains Served
8.15pm Cake cut
8.30pm Serve dessert
8.45pm First dance and dancefloor
9.15pm Photography ends
10.45pm Bus pickup / End
Family Photos Reminder
Immediately after the ceremony (or before if you are doing a first look) is the ideal time when all of the family photos should be taken to keep your day flow smoothly. It’s the easiest time to get everyone together quickly without too much wrangling!
If you’d like a group photo we do that first then family photos.
I’ll need an exact list in the order of the photos and someone loud who knows most of the people in them to make it run smoothly. Allocate 15 minutes with some extra time as a buffer to cover family shots.
A standard family photo list looks like this….
Partner 1 and Partner 2 + Partner 1’s extended family
Partner 1 and Partner 2 + Partner 1’s immediate family
Partner 1 + immediate family
Partner 1 and Partner 2 + Partner 2’s extended family
Partner 1 and Partner 2 + Partner 2’s immediate family
Partner 2 + immediate family
Partner 1 and Partner 2 + grandparents
15 different photos is about the maximum number you want. It takes too long and you’ll be over it - less than 10 is ideal!
Client Testimonials
