A filled example that shows how each row works
A useful running order records when people must be ready, what happens, who owns it and which cue starts it. This example uses an afternoon marriage ceremony followed by dinner, so you can see how to enter your own arrangements.
All times below are illustrative. The example assumes one morning location, followed by one venue for the marriage ceremony and dinner, with confirmed access at 13:45 and clearance by 21:45. These are not recommended timings for every wedding or service promises. Make-up numbers, traditions, travel, food service and statutory ceremony requirements all affect the plan. Ask each supplier to validate the relevant rows. The civil celebrant or Registrar must confirm ceremony timing and legal requirements; do not omit statutory steps to recover time.
“Ready by” means the people, items and space needed for that activity are ready. Roles illustrate ownership; replace them with people who have agreed to help. They do not imply extra staffing is included. Buffers are already inside each time slot, so do not add them twice. Keep meals and rest protected.
| Ready by | Start to finish | Activity / location | Illustrative owner | Start cue | Buffer already allowed | Contingency |
|---|---|---|---|---|---|---|
| 08:00 | 08:00–08:30 | Breakfast, water and a belongings check | Couple; belongings lead | Breakfast and checklist are ready | 10 minutes within this slot | A named helper deals with missing items while the couple eat. |
| 08:30 | 08:30–10:30 | Hair and make-up | Make-up team | Begin from the confirmed per-person schedule | 10 minutes within this slot | If more time is needed, agree an earlier start in advance; do not assume it can be shortened. |
| 10:30 | 10:30–11:00 | Dressing and final checks | Couple; outfit helper | Make-up is complete and outfits are ready | 10 minutes within this slot | Use an agreed workable outfit alternative and update the camera lead. |
| 11:00 | 11:00–12:00 | Agreed tea ceremony and family photographs | Ceremony lead; helper who knows the family | Relatives, tea items and photographer are ready | 10 minutes within this slot | Use the agreed family groups; arrange a later time for any missing group. |
| 12:00 | 12:00–12:45 | Lunch, rest and toilet break | Couple; schedule lead | The previous activity has finished and food is ready | 45 minutes protected for food and rest | Adjust other flexible activities rather than using this slot to recover a delay. |
| 12:45 | 12:45–13:45 | Boarding, travel and walking into the venue | Transport lead | Headcount and belongings are checked | 15 minutes within this slot | Update the venue from actual progress; do not ask the driver to rush. |
| 13:45 | 13:45–15:00 | Venue handover, touch-ups, AV tests and any rehearsal | On-site lead; specialist teams | Agreed access time has begun and the teams are present | 15 minutes within this slot | Prioritise what is needed first; the operator uses a tested AV alternative where agreed. |
| 15:00 | 15:00–16:00 | Guest welcome, seating and final ceremony checks | Reception lead; ceremony lead | Seating and ceremony arrangements are confirmed | 15 minutes within this slot | Seat late arrivals by the agreed route; the relevant lead confirms whether the ceremony can begin. |
| 16:00 | 16:00–16:45 | Marriage ceremony | Civil celebrant or Registrar; on-site lead | Legal and practical requirements have been checked and the ceremony lead confirms the start | Timing must be checked with the ceremony lead | If requirements are not met, follow the ceremony lead’s directions; do not omit statutory steps. |
| 16:45 | 16:45–17:30 | Grouped photographs | Camera team; family gathering helper | Each group is gathered from the agreed list | 15 minutes within this slot | Photograph complete groups first; reduce optional combinations only as agreed beforehand. |
| 17:30 | 17:30–18:30 | Couple’s snack, rest and outfit change; guest reception | Couple’s support lead; reception lead | The next outfit and refreshments are ready | 10 minutes within this slot; protect food and rest | Adjust optional photographs rather than using all the space to recover delays. |
| 18:30 | 18:30–18:45 | Dinner entrance and welcome | MC; on-site lead; AV operator | Couple, cameras, catering and AV confirm readiness | 5 minutes within this slot | The MC gives a brief update while the lead communicates a revised start time. |
| 18:45 | 18:45–20:45 | Dinner and selected speeches or films | Catering lead; MC; AV operator | Follow the agreed food-service and activity cues | 15 minutes within this slot; confirm meal arrangements separately | Reduce optional activities as agreed in advance; check food-service changes with the venue. |
| 20:45 | 20:45–21:15 | Farewells and final photographs | Couple; farewell lead | Food service and on-stage activities are finished | 10 minutes within this slot | A helper assists guests with transport deadlines first. |
| 21:15 | 21:15–21:45 | Belongings check, hired-item handover and clearance | Named handover lead; suppliers | Check the item list and venue requirements | 10 minutes within this slot | Record an owner, location and agreed arrangement for anything that cannot be returned immediately. |
How to adapt it for lunch, dinner or a ceremony only
- Lunch reception: work backwards from venue access and food service, then recheck make-up, travel and ceremony time. If the morning becomes crowded, discuss moving some traditions or photographs with your families, while keeping breakfast.
- Dinner reception: leave room between daytime ceremonies and dinner for food, rest and outfit changes. Check whether any team finishes earlier, returns later or needs an agreed extension.
- Ceremony only: retain document checks, guest arrival, any rehearsal, the ceremony, photographs and final handover. Remove reception activities while retaining all statutory requirements.
Blank worksheet to fill in and print
Entries stay on this page and are not sent or saved automatically. Reloading clears them, so print or copy your work first. On a phone, scroll the table sideways; keyboard users can focus the table region to explore it.
Enter confirmed times first, then add owners and cues. Keep private phone numbers, documents and details of valuables on a separate contact sheet shared only with the people who need it.
| Item / location | Ready-by and start-to-finish times | Action | Lead and backup | Start cue | Buffer included | Contingency and approver |
|---|---|---|---|---|---|---|
| Row 1 | ||||||
| Row 2 | ||||||
| Row 3 | ||||||
| Row 4 | ||||||
| Row 5 | ||||||
| Row 6 |
To test whether transfers fit, use the worked timing checks. If on-stage and backstage roles are still unclear, work through the responsibilities comparison together.
Every moment of a wedding day deserves care. A running order, often called a wedding rundown, helps the people around you be ready for moments that happen only once. Start with the less flexible timings: venue access, the marriage ceremony, food service and suppliers' finish times. Ask each team how much preparation and travel they need. The outline below is a starting point to adapt, rather than a timetable every wedding must follow.
Morning preparations: hair and make-up, dressing, breakfast, checking items and photographs. Family traditions: any agreed door games, tea ceremonies and family photographs, with named gathering and item helpers. Transfers: boarding, travel, walking and a pause, noting which people and belongings go in each vehicle. Venue preparations: decoration handover, outfit changes, sound and film tests, ceremony checks and rehearsal. Ceremony and photographs: seating, entrance, the agreed ceremony and grouped photographs. Reception: welcome, entrance, speeches, films, dinner and your chosen activities. Closing: farewells, belongings, hired items and outfit returns, and supplier departure.
For each line, record: start time; duration; location; activity; lead and backup; items; start cue; delay or weather alternative. Keep contacts and item lists separately where helpful, and limit personal information in widely shared versions. Before writing “MC announces the entrance”, establish who confirms the couple, venue and camera team are ready. Before writing “play film”, name the person who has tested it.
Ask the venue, photo and video, make-up, celebrant and transport teams to check for clashes. Add food, water, toilet breaks and breathing space. Have one lead circulate a dated version and communicate later changes. For a wedding rundown template or a question about your preparations, WhatsApp Harry on +852 6593 4441. You are welcome to ask even if you have not booked his services, and take the next step at a pace that feels right for you.
One small place to begin
Enter the fixed times first, then add a lead, start cue and alternative for each row. To request a template, WhatsApp +852 6593 4441.
These notes offer general planning guidance. Adapt them to your wedding, your family and the arrangements you agree with each team. Confirm what each service includes before booking.
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