Georgia & her girls.
Tried & tested tips & tricks to help your day run smoothly.
The recommendations on this page are just that: recommendations. After many years supporting many couples on this journey these tips that I strongly recommend you have support you so your day feels relaxed rather than rushed. A well-planned run sheet helps ensure a smooth experience for you, your wedding party, and your guests.
Secret Run Sheet Hack: Start with your ceremony time and work backward using our guide to determine when to begin preparations. If your wedding is in winter or the sun sets early, work backward from sunset time.
PREPARATIONS
Time Required: at least 60-90 minutes
Ideally, it would be me (your photographer) with you, and potentially another with your partner. If you’ve booked video coverage, the videographer will be with you as well.
(90 minutes may seem like a lot, but time flies! This ensures you don’t feel rushed, everyone has time to get dressed, and you can enjoy a glass of bubbly before the big moment.)
Key Timing:
- Hair and makeup should be completed 1 hour before photographers leave for the ceremony.
- Ideally, I would need to be at the ceremony venue at least 30 minutes before to capture styling details and guest arrivals.
CEREMONY STYLING & ARRIVALS
Time Required: 30 minutes before the ceremony
Photographer/s will be at the venue capturing the setup, décor, and guests arriving.
Getting ready on the day – the little details curated just by your
Friends and family – surrounded by love.
CEREMONY
- 30 minutes for casual weddings with a celebrant
- 1 hour for a church wedding
Important Note: If your ceremony is scheduled after 2:30 PM in winter, we may run out of daylight for couple portraits. I recommend scheduling earlier or considering a first look session before the ceremony.
CONGRATULATIONS & FAMILY/GROUP PHOTOS
Time Required: 30 minutes
Right after the ceremony, we’ll capture those heartfelt hugs and family group photos. Assign one or two people to help gather family members to keep this time efficient and have a list with each person in the group clearly labled.
COUPLE PORTRAITS & WEDDING PARTY PHOTOS
Time Required: 90 minutes (allow extra time if travel is needed)
For all-inclusive venues like Bendooley Estate/Stables, 45 minutes is usually enough. Other locations may require the full 90 minutes.
PRE-SUNSET PHOTOS
If the sun sets late, I recommend sneaking away 20 minutes before sunset for stunning golden-hour portraits. If I wait until the exact sunset time, it may already be too dark. This session lasts 10-20 minutes, depending on your preference.
RECEPTION TIMINGS
(Varies depending on your schedule and wedding planner.)
Meals for the Team: Please allow 30 minutes for myself (and additional team members) to eat when no speeches are happening so we can be ready to capture key moments later.
I am (Rachel) lactose intolerant, so I ask that you please take note of that.
START OF DANCING
Dancing typically starts an hour before RLP finishes. We ensure to capture at least 30 minutes of dancing coverage before wrapping up.
RLP TEAM FINISH TIME
I tentatively schedule the finish time one hour after the first dance to account for delays. I cannot always extend hours on the day, as I plan ahead for travel.
FREQUENTLY ASKED QUESTIONS
Do we need a wet weather plan?
Yes! Speak with your planner or venue about a backup plan. If rain is light, we can still capture outdoor portraits with clear umbrellas.
Do we need a photography permit?
Yes. It’s your responsibility to obtain permits for locations like parks or churches.
What if we don’t have a bridal party?
We still recommend 60 minutes for getting ready and 90 minutes for couple portraits to keep things relaxed.
Will the photographers shoot separately during getting ready?
Yes. One photographer will be with you, and the second will be with your partner.
When should hair and makeup finish?
At least one hour before the photographers leave for the ceremony. (Photographers typically leave before the couple to capture the venue setup and guests.)
FREQUENTLY ASKED QUESTIONS
Can I add additional hours?
Of course, you can have up to 12 hours for your day, and if there is a lot of travel between locations, then that is recommended. It is 400 per hour and $300 if you add more than 2 hours.
What if our ceremony is late and the sun sets early?
Consider a First Look session before the ceremony. If you prefer to keep things traditional, we will prioritise candid and natural light shots but will have limited posed portraits.
Will you take family photos on the day?
Yes! Assign a helper to gather family members to ensure we capture all requested group shots efficiently.
When will our photos be ready?
Within 6 weeks of your wedding day. If you’d like sneak peek within 48 days.
When will our video be ready?
If you booked video, your final film will be delivered within 13 weeks
SAMPLE RUN SHEETS
8-Hour Coverage with 2 Photographers
1:00 PM – Getting ready shots start (One photographer with you, one with your partner)
1:30 PM – Hair & makeup completed
2:30 PM – Photographers depart for the ceremony
3:00 PM – Ceremony styling & guest arrival shots
3:30 PM – Ceremony begins
4:00 PM – Ceremony finishes, hugs & family photos
4:30 PM – Couple & wedding party portraits (90 mins)
6:00 PM – Guests enter reception
6:15 PM – Couple enters reception
9:00 PM – RLP team finishes
10-Hour Coverage with 2 Photographers
12:00 PM – Getting ready shots start
12:30 PM – Hair & makeup completed
1:30 PM – Photographer 2 departs for venue
2:00 PM – Photographer 1 departs for venue
2:30 PM – Photographers capture venue setup & guest arrivals
3:00 PM – Ceremony begins
3:30 PM – Ceremony finishes, hugs & family photos
4:15 PM – Couple & wedding party portraits (90 mins)
6:00 PM – Guests enter reception
6:30 PM – Dinner service starts
7:00 PM – Speeches
8:55 PM – Cake cutting
9:00 PM – First dance & dancing coverage
10:00 PM – RLP team finishes
We hope this guide helps you craft the perfect wedding timeline! If you have any questions, feel free to reach out.
Rachel Levingston Photography