Wedding Run Sheet vs Wedding Timeline: Which to Use?

You've asked two vendors about the schedule for your wedding day. One calls it a wedding run sheet; the other calls it a wedding timeline. They are describing the same document.

A wedding run sheet and a wedding timeline are the same thing - the minute-by-minute schedule of the wedding day, listing every event in order with times and responsible parties.

"Run sheet" is the Australian term. Managing Matrimony's guide to the wedding day schedule states it directly: "In Australia we say runsheet; in the US they say timeline."¹

"Timeline" is the standard US term for the same document. US planners, venues and online planning tools all use "timeline" or "day-of timeline." If your vendors are US-based or your planning content comes from US sources, timeline is the word they will use.

What is a wedding run sheet?

A wedding run sheet is the master schedule of the wedding day. It covers every event from getting-ready through to the send-off, with a time for each item and the person responsible. In Australia, your celebrant, photographer, caterer and DJ will all ask for the run sheet.

Where "run sheet" fits naturally in a sentence:

• "Can you send through the run sheet by Thursday?"
• "I need to update the run sheet - the ceremony has moved to 3:30pm."
• "Who holds the run sheet on the day?"
• "The DJ wants the run sheet so he knows when speeches start."
• "The venue coordinator follows the run sheet on the day."
• "My celebrant gave us a template but I need to fill in our run sheet."
• "We've been through four versions of the run sheet this week."
• "The run sheet goes to every vendor the week before the wedding."
• "The florist needs to be added to the run sheet."
• "Can you check the run sheet and confirm the photo block is long enough?"

What is a wedding timeline?

A wedding timeline is the same document under a different name - the minute-by-minute schedule of the day. US coordinators, venues and planning tools all use "timeline" or "day-of timeline." If your vendors are American or your planning tools come from the US, you will see this term everywhere.

Where "timeline" fits naturally in a sentence:

• "Can you share the wedding timeline with the caterer?"
• "We're building the timeline around a 4pm ceremony."
• "The coordinator needs the final timeline a week out."
• "The timeline is running late - the photographer needs an update."
• "First dance is at 7:45 on the timeline."
• "Has everyone got the updated timeline?"
• "Our florist wants to be on the timeline so she knows when to arrive."
• "I'm using a timeline app to keep everything in one place."
• "The timeline goes to eleven vendors on the morning of the wedding."
• "We put the send-off at 10pm on the timeline."

Which should you use?

Use whichever word your vendors use. If your wedding is in Australia and your suppliers are Australian, ask for the run sheet - that is what they call it. If your vendors are US-based or your planning tools come from the US, use timeline.

The document is the same either way. A PlannedBy run sheet for a 3pm ceremony places getting-ready at 11:00am, departure at 2:15pm, ceremony at 3:00pm and reception from 6:00pm. A US coordinator building a timeline for the same wedding uses the same events, the same sequence and the same times.

Frequently asked questions

Is a run sheet the same as a wedding itinerary?

Yes. Run sheet, itinerary, timeline and schedule of events are all names for the same document. Which term fits depends on where your wedding is and what your vendors call it.

Do I need both a run sheet and a timeline?

No. You need one master schedule for the day. Pick the name your vendors use and stick to it so nobody gets confused when you send it around.

Who needs a copy of the run sheet or timeline?

Every vendor working on the day: photographer, celebrant, caterer, DJ, stylist, venue coordinator. Send it at least a week before the wedding and again after any final changes.

Can the schedule change after I send it?

Yes - and it will. Build your run sheet or timeline in a tool that makes it easy to update and resend, rather than emailing a new PDF to a dozen vendors each time the ceremony time shifts.

Who creates the run sheet or timeline?

Usually the couple, their coordinator, or both working together. Some venues provide a template. One master document that everyone works from is easier than letting each vendor keep their own version.

Which word does your coordinator use for the day's schedule?