A well-planned wedding day timeline is the secret sauce for getting all the photos and footage you want without feeling rushed. As photographers/videographers, we’ve seen firsthand how a smooth timeline lets you relax and enjoy the day, and ensures every important moment is beautifully captured. If you’re getting married in Pittsburgh (or anywhere, really), here’s how to structure your day for maximum photo and video magic.

Start with Your Ceremony Time and Work Backwards

The ceremony is often the linchpin of the day – once you set that time (based on venue or officiant availability, sunset time, etc.), you can build the rest of the schedule. Working backwards: determine when you need to be ready (dressed, hair/makeup finished) before the ceremony. For example, if you have a 4:00 PM ceremony:

  • You’ll want to arrive at the ceremony location by 3:30 PM (to prepare for walking down the aisle).
  • If you’re doing a first look and portraits before the ceremony, you’ll need to finish those by ~3:15 PM.
  • To do first look & portraits, you’d likely start them around 2:15–2:30 PM.
  • That means hair and makeup should be completed by ~1:45 PM so you can get dressed and do the first look on time.
  • Counting further back, if hair/makeup typically takes 4-5 hours for a bride and bridesmaids, a start time around 9:00–10:00 AM might be needed.

By mapping out these key milestones in reverse, you’ll get a clearer picture of the day’s flow. Always add buffer time for traffic, bathroom breaks, and little delays. In Pittsburgh, if your ceremony and reception are in different parts of the city, pad in extra travel time (and consider that events like a Steelers game or road work could slow things down).

Getting Ready: Leave Room for Moments (and Mimosas!)

Morning Prep: Whether you’re at a hotel, salon, or at home, give yourself more time than you think for getting ready. It’s better to finish early (and enjoy a mimosa with your crew or some solo zen time) than to run late and start the day stressed. For photography/videography, we typically like to arrive when hair and makeup are about 70-80% done. This way we capture final touches and all the excitement as you and your friends get glammed up.

Details & Decor: While you’re getting ready, we also use this time to film or photograph your details – dress, rings, invitations, etc. To help, have those items together in one spot. We’ll likely stage some pretty shots by a window or nice background. If you’ve allotted time, we might also hop over to the ceremony or reception site before guests arrive to get detail shots of the décor (programs, centerpieces, venue wide shots). Coordinate with your planner or venue on when décor will be fully set up so we can capture it untouched.

Dress On & Reactions: Plan about 30 minutes for getting into your dress and any special “reveal” moments (like showing your parents or bridesmaids). These moments make for emotional photos – mom buttoning the gown, or your friends seeing you in full bridal attire for the first time. Build it into the schedule so it’s not hurried. For example, if makeup finishes at 1:30, block 1:30-2:00 PM for getting dressed and those reactions.

First Look (Optional): If you choose to do a first look with your fiancé, schedule that as a highlight of the pre-ceremony timeline. Find a private, picturesque spot (your venue or somewhere on the way to it). We’ll help arrange the meeting. Allocate ~15 minutes for the first look itself and your initial reactions (we won’t rush you – soak it in!). Many couples also exchange gifts or letters during this time, which is beautiful on video. Immediately after the first look, we jump into couple’s portraits while that sweet emotion is fresh.

If you’re skipping the first look (sticking to tradition), no problem – just know that you’ll need to do all couples’ portraits after the ceremony, so plan a longer cocktail hour (see below).

Ceremony: Capturing the Main Event

Aim to start your ceremony on time if possible, especially if it’s outdoors or if you have a tight schedule afterwards. For a church or venue ceremony, we typically need to be there at least 30 minutes prior to capture guests arriving, groom and groomsmen hanging out, ceremony site details, etc. So if ceremony is 4:00 PM, we’ll be at site by 3:30 PM (usually one shooter arrives earlier if needed while another is finishing photos with you).

Length: Most ceremonies in our area run about 20-30 minutes (civil or non-denominational) to 60 minutes (full Catholic mass or similar). Let your photo/video team know how long to expect and if there are any unique elements (unity candle, special readings, cultural rituals) so we can plan our coverage positions.

Unplugged or Not: Consider asking guests to be present and not block the aisle with phones/tablets. Nothing is worse than Aunt Martha stepping into the aisle for a shot of your kiss and ruining our angle. An “unplugged ceremony”announcement or sign is a great way to ensure our view (and thus your video/photos) are clear. We’ll capture all those moments to share later, so guests can relax and just watch.

Receiving Line or Venue Exit: If you plan a receiving line (greeting guests as they exit the ceremony), factor in time – about 20 minutes per 100 guests. This can eat into portrait time, so decide if it’s a priority. Alternatively, some couples do a quick exit from the chapel for a staged photo-op (like throwing confetti or petals) and skip a full receiving line. We love a celebratory exit shot, but make sure it’s coordinated (and your venue allows the material being thrown). If not doing one immediately after ceremony, you can also do a fun send-off later in the night (sparklers, etc.).

Post-Ceremony Photos: Right after the ceremony (if you didn’t do a first look), we’ll dive into family and wedding party photos. It’s helpful to have a pre-written list of the family groupings you want so this goes efficiently. Assign someone (a sibling or friend) who knows the family names to help round people up. Typically we budget 20-30 minutes for family formals and 15 minutes for bridal party group shots. If there are multiple locations (e.g., church steps, then a park), account for travel and herding time.

Cocktail Hour and Couple’s Portraits

While guests mingle at cocktail hour, that’s prime time for couple’s portraits if they haven’t been done yet. If you did a first look, you may already have many portraits done and can even join cocktail hour for a bit. But even with a first look, we love taking a few “just married” romantic shots after the ceremony when the adrenaline is high and the light may be different (closer to evening).

Timing: Standard cocktail hours are 60 minutes. If you have a large family or no first look, consider 90 minutes so you’re not rushed (and guests won’t mind extra appetizers and drinks). In our example, ceremony at 4:00, ends by 4:30, cocktail hour 4:30-6:00 gives plenty of time for photos until ~5:30, then you can enjoy the tail end of cocktail hour if you wish.

Location for Portraits: Pick portrait locations that are efficient to get to. Many Pittsburgh couples do photos at or near the venue to save travel time. If you want to hit a specific spot (like the Cathedral of Learning or a favorite park), plan the logistics (parking, permits if needed, etc.) and build in travel time + 15 minutes extra. Keep in mind travel can eat up precious minutes; sometimes staying in one great location yields more photos than spending half your portrait time driving. We’re happy to advise on scenic spots near your venue that won’t cause timeline stress.

Weather Plan: If it rains, don’t panic – just allocate a little flex time. We can do amazing photos under a porch, inside a cool doorway, or even with clear umbrellas (we always keep a few handy). The key is buffer; a quick rain shower delay is fine if we have cushion elsewhere.

Reception: Set the Pace for Fun

Once reception starts, a lot happens in a short time (entrances, first dance, dinner, toasts, cake, etc.). Work with your planner or venue coordinator on a reception timeline and share it with your DJ/band and us.

A common flow:

  • 6:00 PM – Reception Doors Open (guests find seats)
  • 6:10 PM – Grand Entrance of the couple and wedding party.
  • 6:15 PM – First Dance (some couples do this immediately, others wait until after dinner).
  • 6:20 PM – Welcome Toast or Blessing, then dinner service begins.
  • 7:00 PM – Toasts (often during dinner or right after main course). Coordinate with caterer to pause service and with us to be ready. Good to do while everyone’s seated and paying attention.
  • 7:20 PM – Parent Dances (if not done earlier).
  • 7:30 PM – Cake Cutting (signals dessert time).
  • 7:35 PM – Open Dancing Begins.
  • 9:00 PM – Bouquet and Garter Toss (if doing).
  • 9:50 PM – Last Song (if wrapping up by 10).
  • 10:00 PM – Couple Farewell/Exit.

This is just an example; adjust to what traditions you’re including. For instance, you might have cultural dances or an anniversary dance. Slot them in and tell the DJ to announce clearly so cameras are ready. Once open dancing is on, we typically capture the high-energy moments for a while. If you’re doing a formal exit (sparklers, etc.), plan it for the very end or consider a staged exit earlier if your coverage ends before the party does.

Sunset Shots: Check when sunset is on your date (especially in summer/fall). If there’s a pretty outdoor view at your venue, we LOVE sneaking you two out for 10 minutes around sunset for some golden-hour or night shots. Communicate with the DJ and us – we’ll find the opportune moment (usually after dinner before the dance floor gets too wild, or a quick break in dancing). These can be some of the most magical images of the day. For example, at a Pittsburgh golf club wedding, we slipped out at dusk to the 18th hole for gorgeous skyline-in-the-distance shots, and the couple was back before anyone missed them.

Keep it Moving (But Not Rushed): Try not to leave big gaps of inactivity (guests get antsy), but also avoid cramming too much back-to-back. Usually after cake cutting, the major formalities are done and you can just enjoy. We often see couples feel relieved at that point – schedule your night so that after those duties, you have at least 1.5-2 hours of solid dance party or mingling time. That’s when we get fun candid footage of Grandma doing the Twist or your college friends belting out “Sweet Caroline.”

Sample Wedding Day Timeline

To put it all together, here’s a sample timeline for a typical Pittsburgh wedding (with a first look) as an example:

  • 9:30 AM – Hair and makeup begins for bride and bridesmaids.
  • 1:30 PM – Photographer and videographer arrive at hotel to capture final getting ready moments, detail shots.
  • 2:15 PM – Bride gets into dress; bridal party gets dressed.
  • 2:30 PM – First look in hotel courtyard.
  • 2:45 PM – Couple’s portraits around hotel and nearby scenic spot.
  • 3:15 PM – Wedding party joins for group photos.
  • 3:45 PM – Travel to ceremony site (if different).
  • 4:30 PM – Ceremony begins (guests seated by 4:25).
  • 5:00 PM – Ceremony ends; couple exits to cheers.
  • 5:10 PM – Family formal photos at ceremony altar.
  • 5:30 PM – Couple signs marriage license / enjoys a private moment (we capture candids or venue details meanwhile).
  • 5:45 PM – Couple arrives at reception venue, hides while guests find seats.
  • 6:00 PM – Grand entrance into reception, go straight into first dance.
  • 6:10 PM – Welcome speech and dinner service.
  • 7:00 PM – Toasts by best man/maid of honor (photography of reactions).
  • 7:20 PM – Sunset couple photos outside (during a dinner lull or after eating).
  • 7:30 PM – Cake cutting.
  • 7:35 PM – Parent dances.
  • 7:40 PM – Dance floor opens to all guests.
  • 8:30 PM – Bouquet toss and/or garter toss (if doing).
  • 9:50 PM – Last dance (couple surrounded by friends in a circle).
  • 10:00 PM – Sparkler exit outside venue; photo/video conclude.

This is just one scenario, but it shows how everything can fit in a logical order. Your timeline may vary (earlier ceremony, after-party, etc.), but whatever it is, distribute it to your vendors and VIPs (bridal party, parents) a week before the wedding. That way, everyone is on the same page.

Final Thoughts: Stay Flexible and Enjoy

Even the best timelines can hit some snags – and that’s okay. The key is, with a solid plan in place, any minor delays won’t throw off the whole day. Build in a little flex time and things will catch back up. If something truly unexpected happens (limousine gets a flat tire, or the ring bearer has a meltdown), don’t panic. We’ve seen it all and will adapt. Often we can rearrange photo order or adjust on the fly to keep things flowing.

Most importantly, once the timeline is set, hand it over to the pros (planner, DJ, coordinator) on the day of. You shouldn’t be checking your watch – leave that to us! We’ll gently keep things on schedule so you can be present. If you’re having the time of your life on the dance floor, you won’t even notice that we nudged the cake cutting 10 minutes later because the vibe was too good to break – and that’s how it should be.

With a bit of thoughtful planning, your wedding day will have a nice rhythm that captures all your must-have memories while leaving plenty of room for spontaneous fun. We’ll be there every step, following the plan and capturing the magic. Need help crafting your timeline? We’re happy to give input based on your unique plans. A little planning goes a long way to ensure your wedding story is told perfectly through our lenses!