# Wedding Run of Show > 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. Source: https://buildpdfs.com/templates/wedding-run-of-show Category: Events 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. ## What's included - Getting-ready schedule with hair, makeup, and photographer call times - Ceremony schedule from guest arrival to recessional - Cocktail hour and reception run of show, minute by minute - Venue and key-contacts page for every vendor - Day-of notes: rain plan, vendor meals, gifts and cards, load-out - Sunset time and last-minute changes called out on the schedule ## Sample content 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 1. Family photos moved to 4:15 PM, straight after the recessional. 2. Toasts moved to 5:45 PM, before dinner. Dinner starts at 6:15 PM. 3. 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. ## 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. ## Related reading - [How to design a professional PDF](https://buildpdfs.com/guides/how-to-design-a-professional-pdf) - [From Word or Google Docs to a professional PDF](https://buildpdfs.com/guides/word-google-docs-to-professional-pdf) - [What "client-ready" means for a client deliverable PDF](https://buildpdfs.com/guides/client-deliverable-pdf-client-ready) [Use this template](https://buildpdfs.com/signup?templateId=wedding-run-of-show) — free, no credit card required.