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How to Create the Perfect Wedding Day Timeline


At Spruce Mountain Ranch we love being able to provide our couples with tools and tips to make their wedding planning process as simple as possible. This is why we have developed innovative tools like our Spruce Mountain Ranch App, which helps guide our couples along during their planning process at Spruce. You can read more about the app here. In addition to, wonderful assets like our app, we have access to amazing vendors that work at our venue. One amazing vendor we have a close relationship with is Erin Hehn of Events by Erin. Erin is an event coordinator who truly goes above and beyond for her clients. This is why we wanted to reach out to her to get you all the information you need to create the perfect wedding day timeline.

Planning your wedding day timeline can seem stressful, but with these tips from a pro, you should have all the information you need to help you plan the day of your dreams. If you would like to speak with Erin further about her event planning services you can contact her here.

What are some of the best practices for working on a wedding day timeline?

Know your priorities and work the rest of the schedule around them for the day. Things to consider are:

●            the first look before the ceremony

●            photos including family after the ceremony

●            a big bridal party that needs extra time for hair and makeup

●            extended cocktail hour so you can enjoy some time with your guests before the reception

●            first dance when you are introduced before dinner to help with nerves

●            making sure vendors arrive in an order that is most efficient for setup and teardown

Photo Credit: Kate Marie Photography

 

If you are working with a coordinator will they typically develop the timeline?

Yes. We work within the given parameters of the Spruce Mountain Ranch ceremony start time, eleven-hour time block, coordinating with vendors on their contracted times and priorities of the couple. We can also suggest things that work well and things that don't to give you the best flow of events and seamless guest experience. Spruce requires a timeline and vendor contact document that as a coordinator I will provide.

Photo Credit: From The Hip Photo

 

How do you typically collaborate with couples and vendors on the timeline?

It is helpful to review contracts as you book with your vendors and incorporate them into the timeline. The 30-day walkthrough at Spruce Mountain Ranch with catering is also an excellent time to finalize details such as the timeline and floor plan.

Photo Credit: Friends and Lovers Photography

 

Do you suggest a specific tool like google docs to collaborate with your clients?

Occasionally Brides will have a google doc that they use for their organizational purposes. Typically, I communicate through email and text. I also make myself available 24/7 to answer any questions. The final timeline is a pdf document that I share with all of the vendors before the wedding day. 

When should the timeline be finalized?

The 30-day walkthrough is when we go over everything one last time. We can also make any tweaks in the final weeks as needed. 

What information should be included in the timeline?

●            vendor arrival times

●            when they will be setup and teardown

●            important photo opportunities

●            when the wedding party and couple should be ready to go for the day

●            transition times of events 

●            the main events such as dinner, first dance, toasts and send off

Photo Credit: Friends and Lovers Photography

 

Who should this document be shared with?

●            Bride

●            Groom

●            Parents

●            Spruce Mountain Ranch

●            Vendors 

We are so grateful to Erin Hehn for sharing such wonderful insight on how to create the perfect wedding timeline. We are so grateful that you have chosen Spruce Mountain Ranch as your venue. We can’t wait to host the wedding of your dreams. If you have not booked Spruce Mountain Ranch as your wedding venue and wish to do so you can contact us at info@sprucemountainranch.com. We look forward to hearing from you!

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