Free Wedding Reception Timeline Builder
Plan the flow of your reception, from guest arrival and cocktail hour to speeches, dinner, dancing and your final farewell. This free wedding run-sheet builder creates a starting timeline around your venue times, chosen formalities and what matters most to you.
Created by Riley Farlow, a Sydney marriage celebrant and wedding MC serving Western Sydney, the Blue Mountains and regional NSW.
Answer six short sections, generate your timeline, then swap moments and review the timing advice. You can print your run sheet or save it as a PDF. No account or email is required.
An example wedding reception run sheet
This example shows one way to organise an evening with a 6 pm entrance and an 11:30 pm finish. It is a guide, not a fixed order: confirm meal service, photography and closing arrangements with your venue and suppliers.
| Time | Moment |
|---|---|
| 4:45 pm | Guest arrival |
| 5:00 pm | Cocktail hour and mingling |
| 5:45 pm | Guests seated |
| 5:55 pm | Welcome and housekeeping |
| 6:00 pm | Wedding party and couple entrances |
| 6:15 pm | Entrée, followed by clearing |
| 6:45 pm | First speech block |
| 7:15 pm | Main course, followed by clearing |
| 7:55 pm | Second speech block |
| 8:05 pm | Cake cutting |
| 8:12 pm | First dance, then open dancing |
| 11:15 pm | Final song |
| 11:20 pm | MC farewell briefing |
| 11:25 pm | Farewell tunnel setup and couple’s exit |
| 11:30 pm | Reception concludes |
Questions about planning your reception
What is the difference between a reception timeline and a run sheet?
A timeline shows when the main moments happen. A supplier run sheet can add responsibilities, song cues, names and contact details. Use your generated timeline as the starting point, then confirm those details with your MC and venue.
Should housekeeping happen before or after entrances?
This builder starts with housekeeping before entrances, so guests can hear practical information before the couple arrives. You can choose after entrances or swap the opening events to suit your celebration.
How do meal times affect the schedule?
Enter your venue’s confirmed service times when you have them. The builder allows time for eating and clearing around entrée and main course. If you use estimates, confirm them with your venue before sharing the final run sheet.
Where should speeches go?
Look for clear gaps between meal service and other formalities. The builder splits larger speech lists into smaller blocks where possible. Tell each speaker their allowance and confirm the order with your MC.
Can I change the order or leave out traditions?
Yes. Select the moments you want and leave out those you do not. After generating, use the move handles or arrow buttons to swap supported events. Meal anchors and the closing sequence remain fixed; Riley’s timing check flags clashes.
Can I save or share my timeline?
Use Print / save PDF after generating your timeline, then choose your browser’s PDF option. Answers stay in the current tab, so save your finished run sheet before closing it.
Does this replace planning with my venue or MC?
No. It creates a practical draft. Your venue and suppliers should confirm service windows, access, photography, music cues and the hard finish. A wedding MC can help adapt the plan when timings change on the day.
A little help from Riley
I created this builder to help couples see how their choices fit together and leave room to enjoy the celebration. For more examples and planning advice, read the Reception Run Sheet Guide.
Want someone to help shape the plan and guide the night? Explore my Wedding MC services or check availability for your date.