How to Write a Wedding Run Sheet
A wedding run sheet is one of those things nobody talks about until you
are deep into planning and suddenly realise you need one. Most couples
have never written one before. Here is everything you need to know.
What Is a Wedding Run Sheet?
A wedding run sheet is a minute-by-minute timeline of your entire wedding
day. It starts from the morning, covering hair and makeup, travel and
ceremony preparation, and runs all the way through to the end of the
reception. Every event, every formality and every transition has a time
next to it.
It is the single document that holds your whole day together.
Who Uses a Wedding Run Sheet?
Every supplier actively involved in your day will work from the run sheet.
That includes:
Your DJ and MC, who use it to know exactly when each formality is
happening, when to cue music, and how to manage the flow of the night.
Your photographer and videographer, who use it to plan their shots and
make sure they are in the right place at the right time.
Your venue and catering team, who use it to coordinate meal service,
room setup and transitions.
Your celebrant, who uses it to confirm ceremony timing and structure.
Your hair and makeup team, who use it to work backwards from the ceremony
start time.
And most importantly, you. Having a clear wedding run sheet means you
are not fielding questions from suppliers on the day. Everyone already
knows what is happening and when.
What Goes on a Wedding Run Sheet?
Everything. A thorough wedding run sheet includes:
Morning preparation: hair and makeup start times for each member of the
bridal party, transport pickup times, and when everyone needs to be ready.
Ceremony: guest arrival time, ceremony start time, processional order,
ceremony music cues, signing, recessional and any cultural or religious
elements.
Canapes and cocktail hour: when this begins, where guests go, whether
an acoustic artist or other entertainment is performing, and when the
bridal party arrives for photography.
Reception: room open time, bridal party entrance, first dance, welcome
speech, entree service, speeches, main course, cake cutting, any games
or formalities, first dance, and dancefloor open time.
Close: last song time, farewell, transport.
Every venue and every wedding is different, so the run sheet needs to
be built around your specific day, not a generic template.
Do You Need to Write It Yourself?
No. Writing a wedding run sheet from scratch is one of the more
overwhelming parts of planning, especially if you have never done it
before. Most couples do not know what order formalities should go in,
how long each element takes, or what questions to ask their suppliers
to fill in the gaps.
Already have your run sheet sorted? The next step is locking in your
entertainment. Browse our wedding DJs and live musicians to find the
right fit for your day.
If not, this is exactly what Wedding Blueprint is designed for.
Wedding Blueprint: Your Run Sheet, Built by an Expert
Wedding Blueprint is a Zoom-based wedding planning service run by Dan,
founder of Spinning Disc Entertainment and experienced DJ/MC at over
1000 weddings across Victoria and Australia.
In a two-hour Zoom session, Dan builds your complete wedding day run
sheet with you. You talk through your vision, your venue, your suppliers
and your formalities, and Dan maps it all out into a professional,
minute-by-minute timeline. He also sends you a vendor questions list and
a decisions checklist so you know exactly what still needs to be confirmed.
A few weeks before your wedding, Dan meets with you again for a one-hour
final review session to lock in any last details and make sure everything
is in order.
The full package is $330 inc. GST, available to couples anywhere in
Australia via Zoom.
If you are in the early stages of planning and feeling overwhelmed by
where to start, a Wedding Blueprint session is the fastest way to get
clarity and confidence. If you are further along and just need your run
sheet properly built, it works just as well.
Book your Wedding Blueprint session at weddingblueprint.com.au.