Wedding Run of Show Template
A minute-by-minute wedding run of show for planners and vendors. It runs from getting-ready through send-off, with vendor contacts and day-of notes like the rain plan and load-out.
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Run of Day · Vendors & Family
Sofia_&_Daniel
Saturday, October 17, 2026 ◆ Olive Grove Estate, the Stone Barn
Ceremony
3:30 PMIn the olive grove
Toasts
5:45 PMBefore dinner
Dinner
6:15 PMFamily style, in the barn
Send-off
10:30 PMSparklers on the grove path
Updated Oct 16, 10:52 PM Family photos now 4:15 · Toasts before dinner · Nonna Rosa's speech is back in
I.
Getting ready Main house
11:00 AM Bridal suite
Hair & makeup begins
Two artists, five chairs. Bridesmaids first, then both mothers, Sofia last. Sofia is camera-ready by 1:45. A light lunch arrives at noon.
1:30 PM Bridal suite & Olive Room
Photographer arrives · getting-ready details
Maya photographs the dress, rings, invitation suite and Nonna Rosa's veil. Daniel and the groomsmen are dressed in the Olive Room by 2:00.
2:30 PM North grove
First look in the olive grove
Private, north row of the grove. Only Maya and Jo attend. Twenty minutes together, then couple portraits until 2:55.
II.
The ceremony Olive grove
3:00 PM Grove gate
Guests arrive · welcome lemonade
Rosemary lemonade and sparkling water at the grove gate. The Laurel String Trio plays the prelude. Ushers Chidi and Sam seat guests; reserved rows are marked with olive sprigs.
3:30 PM Grove arch
Ceremony in the grove
Twenty-five minutes, led by Rev. Anna Lindqvist. Processional to “Canon in D”. Clara reads Sonnet 116. Rings are with Theo.
4:00 PM Aisle
Recessional · confetti
“Signed, Sealed, Delivered” for strings. Dried-petal confetti cones wait on the aisle chairs; Maya shoots from the end of the aisle.
4:15 PM Grove arch
Family photos Updated
Moved up to straight after the ceremony, while the light in the grove is still golden. Grandparents first so Nonna Rosa can sit, then the Marino family, the Okafor family, and both families together. About 30 minutes; Theo gathers each group.
III.
Cocktail hour The terrace
4:15 PM to 5:30 PM Terrace
Cocktails on the terrace
Passed bites, an estate olive oil tasting and lawn games under the pergola. Runs alongside family photos. Sofia and Daniel join guests at about 4:45.
5:30 PM Stone Barn
Guests move to the barn
Andre announces the move. Escort cards hang on the olive-wood frame at the barn door. Candles are lit at 5:20.
IV.
The reception Stone Barn
5:45 PM
Toasts Updated
Now before dinner, while everyone is seated and listening. About five minutes each. Andre hands over the wireless mic at the head table.
- i. Theo Bennett best man 5:45
- ii. Clara Marino maid of honour 5:52
- iii. Nonna Rosa grandmother of the bride, in Italian; Clara translates New 5:59
6:15 PM Long tables
Dinner, family style
Platters down the long tables: burrata and heirloom tomatoes, wood-fired chicken, saffron risotto. Vegetarian and gluten-free plates are marked by place card. Vendor meals at 6:30 in the kitchen.
7:45 PM West window
Cake cutting
Olive oil and lemon cake by the west window, served with espresso and almond biscotti.
8:00 PM Dance floor
First dance, then dancing
Sofia and Daniel dance first; parents join halfway through. Then the floor opens. Last song at 10:15.
10:30 PM Grove path
Sparkler send-off
Jo hands out sparklers at 10:20 and lines guests along the grove path. Buckets of sand at both ends.
11:00 PM Main gate
Shuttle to the hotel
Two Valley Coach shuttles to the Harlow Inn from the main gate. The last one leaves at 11:30.
Olive Grove Estate_The Stone Barn & grove_
1180 Old Mill Road
Glen Ellen, California
Key contacts Call before you text
Planner · day-of lead
Jo Whitfield
Whitfield Events
(707) 555-0188
Venue coordinator
Marta Reyes
Olive Grove Estate
(707) 555-0142
Photographer
Maya Chen
Maya Chen Photography
(707) 555-0167
DJ & MC
Andre Lewis
Lowlight Sound
(707) 555-0123
Florist
Hannah Oduya
Wild Olive Floral
(707) 555-0194
Strings · shuttles
Laurel String Trio
Valley Coach: (707) 555-0159
(707) 555-0110
Notes for the day Read once
Updated Oct 16, 10:52 PM
What changed last night
- Family photos moved to 4:15 PM, straight after the recessional.
- Toasts moved to 5:45 PM, before dinner. Dinner starts at 6:15 PM.
- Nonna Rosa's speech is back in, last of the three toasts.
If it rains
Rain plan
The ceremony moves into the Stone Barn, facing the west window. Cocktail hour moves under the covered terrace. Jo and Marta make the call by 12:00 noon and text every vendor.
a.
Sunset 6:31 PM
Ten minutes of portraits during the first course. Maya meets the couple at the barn door.
b.
Vendor meals
6:30 PM in the estate kitchen. Twelve meals, two vegetarian.
c.
Gifts & cards
The card box goes to Marta at 10:00 PM. Theo takes it to the Harlow Inn.
d.
Load-out
All vendor items leave by midnight. Florals stay for Sunday brunch.
Related reading
Frequently asked questions
What is a wedding run of show?
A wedding run of show is the detailed, minute-by-minute schedule vendors and planners work from on the wedding day. It is more operational than a guest-facing timeline: it covers vendor arrival times, the rain plan, vendor meals, and load-out.
Who needs the wedding run of show?
The planner, photographer, DJ or band, caterer, and venue coordinator all need it. Each vendor uses it to know exactly when their part of the day starts, so give it to every vendor at least a week before the wedding.
What is the difference between a run of show and a wedding timeline?
A wedding timeline is often simplified for the couple and guests. A run of show is the working document for vendors, with contact numbers, a rain plan, vendor meal counts, and load-out instructions added on top of the schedule.
Is this wedding run of show template free?
Yes. You can customize the wedding run of show template for free and download it as a print-ready PDF to send to every vendor.
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