Event Timeline Calculator (Plan Backwards from the Ceremony)
Enter the ceremony time and get a full day schedule.
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Event Timeline Calculator (Plan Backwards from the Ceremony) by TheCalcTools
How the Event Timeline Calculator (Plan Backwards from the Ceremony) works
Enter the ceremony start time in 24-hour form, for example 16 and 0 for 4:00 PM.
Enter how long each stage takes. Setup, hair and makeup and the photographer are counted backwards from the ceremony.
Everything after the ceremony is added forward: cocktail hour, dinner and dancing.
The formula
Worked example
Using the default values shown in the calculator:
| Ceremony start hour (24-hour) | 16 |
|---|---|
| Ceremony start minute | 0 |
| Hair and makeup (hours before) | 3 |
| Photographer arrives (hours before) | 2.5 |
| Venue setup starts (hours before) | 5 |
| Ceremony length (minutes) | 30 |
| Cocktail hour (minutes) | 60 |
| Dinner (minutes) | 90 |
| Dancing (minutes) | 150 |
- Ceremony at 16:00. Setup 5 hours before starts at 11:00 AM; hair and makeup at 1:00 PM; photographer at 1:30 PM.
- Doors open 3:30 PM. After the ceremony: cocktails 4:30 PM, dinner 5:30 PM, dancing 7:00 PM, finish 9:30 PM.
Result:
| Venue setup starts | 11:00 AM |
|---|---|
| Hair and makeup starts | 1:00 PM |
| Photographer arrives | 1:30 PM |
| Guests arrive and doors open | 3:30 PM |
| Ceremony starts | 4:00 PM |
| Cocktail hour starts | 4:30 PM |
| Dinner starts | 5:30 PM |
| Dancing starts | 7:00 PM |
| Last dance and end of event | 9:30 PM |
| Event length from setup to end (hours) | 10.5 |
Frequently asked questions
How early should guests arrive?
Doors usually open 30 minutes before the ceremony, so guests are seated about 10 to 15 minutes before it starts.
Do I need buffers?
Yes. Add 10 to 15 minutes for photos and delays, and share the timeline with every vendor.
Sources and further reading
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This calculator gives estimates for information only. Check important results independently before you rely on them. See our disclaimer.