A Ceremony By Design

Running Sheet

Susan Artup

In my job sometimes I start communicating with a couple over a year before the wedding, we become friends on Facebook, and I get to share every step of their preparation.

One of “my“ brides was beyond organised! My kind of girl! She shared with me the running sheet, not only for the day of her wedding but for the day before: if you’re so inclined, you can’t go past this as a template for a running sheet for your celebration.

Remember – “if you fail to plan, you plan to fail”!

Update: I have provided a downloadable template - Download Now

Runsheet: Friday, 14th October

TimeActionVendorPerson ResponsibleAdditional Notes
9amBlowdry for brideHairdresserBride 
 Pick up fruit for breaky for the bridal party   
11amPick up flowers for the cake and drop to EssenceFloristFriend e.g. 
  Patisserie  
1pmBoys Golf Day Tee-offLeura Golf CourseGroomBoys are meeting for golf and then drinks at the 19th. Make your own way to/from.
1.15pmSpa TreatmentsSpaBride and friend 
3pm onwardsBridal party hotel room check-inHotelAll bridal partyPaid in full
   Bride - advise Florist of room numbers for flower drop off 
   Bride - leave menu/place cards + bonbonnieres with Hotel reception staff 
7.45pmBride having dinner with her MumOffsite  


Runsheet: Saturday, 15th October

TimeActionVendor/Person ResponsibleAdditional Notes
7.15 am - bride's SuiteMakeupMakeup artist7.15 am - Liz
   8.05 am - Nikki
   8.55am - Fetima
   9.45 am - Theresa
   10.35 am - Maria
   11.25 am - Grace
   12.10pm - Emma
   12.50pm - Lily
   1.45 pm - Abbey
10am - bride's SuiteHairHairdresser10 am - Nikki
   10.40am - Liz
   11.10 am - Maria
   11.40pm- Fetima
   12.20 pm - Abbey
   1.00pm - Grace
   1.40pm- Lily
   2.10pm - Emma
12.30 - 2pm bride's SuiteBride photosPhotographerMatron of honour, Dad and Mum will be in the room at various stages
1.00pmStylists and musicians arrive for set upStylists 
  MusiciansHotel to provide extension cord for musicians
  HotelIce Buckets/Water to be put out. These will be stored in the bride's Suite
1.45pmGroomsmen are dressed (apart from cufflinks and buttonholes) and move off for photosPhotographerGrooms's parents to meet groom for photos
   Groom to give boys their presents/ best man to give the bride's present to the groom
2 - 2.30pmPhotographers to move to grooms photosPhotographer 
2pmIce to be put in buckets at the ceremony locationDad 
2.30pmPhotographers to go to the ceremony location. Get detail shots, shots of the groom waiting, guests arriving etc.Photographer 
2.30pmCars to collect boys from Hotel LobbyWedding Cars3 cars
2.40pmCeremony music commencesMusicians 
2.50pmCars get girls from the lobbyWedding Cars3 cars
3pmThe band arrives for set upBandReception room
  Hotel 
3pmCeremony commencesMusicians 
  A Ceremony by Design Celebrant 
  Photographer 
3.45 - 4pmFamily PhotosPhotographerFor example:
   Parents of bride/groom
  (usher helping photographers)Mum of bride/groom
   Dad of bride/groom
   Siblings
   Grandparents
   Extended family
4.00 - 4.15pmBridal party photosPhotographer 
4.15pm - 6pmPhotos offsitePhotographerAll bridal party
  Wedding Cars4.15-4.30pm: travel to lookout
   5.25-5.40pm: travel back to the venue
   5.40-6 pm: photos at the venue
4.30pmFlorist Bump Out after view and arbour photosFlorist2 hrs includes the dismantle of ceremony arch, removal of any florals
5.30pm - 6pmDrinks & Canapes for guests - reception lobbyHotelHotel to move welcome signs from ceremony to reception venue
  MusiciansHotel Events team to move ice buckets into Suite where bride and groom are staying + leftover water bottles
6pmReception commences - guests enter and are seatedHotelBallroom ( reception room)
  Band [background music will be played through PA] 
6.10pmBridal party enters receptionHotelFamily and newlyweds enter as announced.
  MC 
6.15pm - 7.00pmSet 1 [background music]Band 
6.20pmEntrée servedHotel 
7.00pmMain meal servedHotel 
7.13 - 7.20pmSunset picturesPhotographerNewlyweds
7.20pm1st round of speechesPhotographyMaid of Honour:
   Father of the Bride:
  MCBride:
8.00pmDessert servedHotel 
8.10pm2nd round of speechesPhotographerMother of the Bride:
   Best Man:
  MCFather of the Groom:
   Groom:
8.50pmCutting CakeMC 
  Hotel 
  Photographer 
  Band 
9.05pmBride/Grooms First DanceMC 
  Photographer 
  Band 
9.10pmFather/Daughter dance followed by bridal party dance and then dance floor opens upMC 
  Photographer 
  Band 
10.20pmBouquet/Garter TossMC 
  Photographer 
  Band 
10.30pmReception officially concludesHotel 
 Welcome sign, Presents + guest book/card box to be collected and taken to friend's room (to be picked up following morning by newlyweds)Band 
  Photographer 
  Friends on present patrol 
10.45pmNewlyweds will leave the receptionMC 
 MC to announce that (depending on how we are feeling) newlyweds will meet guests in the lobby when the reception ends at 11 pm to kick on for drinks  
10.30pm-11pmGuests enjoy the remaining 30mins of the reception. The bar turns to cashBand 
 At 11 pm, MC announces that guests are to leave the Ballroom and proceed to the Lobby where they can continue drinks from there.Hotel 
  Photographer 
  MC 

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