A timeline that seems perfect on paper can still go awry on the day. If you allow ten minutes for guests to arrive, ten minutes for ceremony photos, and another ten minutes to transition into the reception, the problem is that every single event hinges on no one taking any time whatsoever. People do not operate like a checklist, moving down the line and ticking each task off in the same order you had planned out. Guests need to be greeted, a bride might need to stop and fix a shoe, a vendor might need to ask a question, a child might need assistance, a family member may be slow, and the wedding party might be waiting for a full group to be ready to enter the space for the next portion of the event.
Buffer time refers to the extra time between any planned activity. It’s not a bad thing for the day. It doesn’t make the day less organized. It creates a cushion between any event in case any of the following take longer than anticipated: guest arrival, setup for the processional, family photos, transportation, decor setup and takedown, guest movement for a reception, etc. Without the buffer, the timeline will break down easily. For example, when the makeup artist is running behind the scheduled schedule, it’ll delay photo time; when photo time extends to an event, it delays the ceremony start time; or a rushed ceremony could potentially delay meal count and toast times. A well-written timeline gives people the allowance to simply be human.
A spot where first-timers tend to neglect buffer time is prior to the start of the wedding ceremony. It is very rarely the case that guests just walk through a door and get to their seats. Most people will need help with parking, getting directions, using the bathroom, checking in their coats, greeting each other, or finding their assigned seats. When there are elderly guests or kids in attendance, when accessibility is an issue, or when the aisle or seating is outdoors, the time for seating can be longer than expected. The wedding party needs a moment before the ceremony to be ready to proceed. It can take time if there are cues from the musicians, if flowers need to be placed by the altar, if vows and rings need to be ready, or if the couple needs a final word with the officiant.
Wedding photos are another spot where timelines can be very confusing. While it may say simply “family photos” on a timeline, that can mean several more activities. People have to be located, called in, posed, photographed, sent on their way, and potentially located again. Divorce, large family sizes, kids, inclement weather, or travel to a photo location can easily delay the photo time. As a rule of thumb, try placing the list of photos next to the timeline and ask yourself if the photo session could be completed for that specific group or group of people in the allotted timeline slot. If you have doubts, you need to add more time for the photograph to be completed.
Try this on a sample wedding timeline to see how well it works. Create a sample from preparation to the first dance with small buffer periods between: traveling from a prep room to ceremony location, seating of guests, processional preparation, exit of ceremony, gathering for family photos, arrival at the reception area, speeches, cutting of the cake, and first dance. Then, next to the buffer, make a note of what could delay that event. This process will typically demonstrate that the wedding is not usually the most time sensitive, but the transition between events that have the least margin for error.
Even vendor times should have a bit more flexibility. A florist may need access to a venue before the guests arrive; the photography team could use a few minutes to capture close-ups; the musicians may need to test the sound system prior to guests being seated; and venues may have specific setup and break down times. These details often end up causing confusion if they are not included on the timeline. A timeline that includes all vendors should include the arrival times and contacts for each, a designated place to set up, where power needs to be plugged in, who will be responsible for taking down, and what venue rules will impact the day of the event.
It is easier to have a timeline that does not try to control every moment on the wedding day; rather a time that has built-in allowances for the big events to take place while not holding the wedding couple, their families, all their vendors, and even guests, responsible for the inevitable delays that occur. A good way to review a timeline is to examine the moments in a timeline when one event touches the other one without any kind of buffer in between. This is typically where the majority of stress for the wedding occurs. With buffers for those parts, the timeline can be easily shared with others, it becomes easier to stick to, and most importantly, the day becomes easier to adjust when things take longer than they should.