Event Day Master Timeline (Weddings)

Last Updated: 01/27/2026

Applies To: Event Lead, Event Staff, Bar Team

Used During: Event Day

1. Purpose

This SOP outlines the standard flow of a wedding day at Little Lights on the Lane. While every wedding is unique, this timeline ensures that staff, vendors, and the couple experience a smooth, calm, and well-paced event from start to finish.

Our goal is simple:

Be prepared, stay flexible, and make it feel easy for everyone.

2. Responsibility

  • Event Lead – Owns the timeline and overall flow of the day

  • Event Staff – Executes setup, guest support, and transitions

  • Bar Manager – Manages beverage service timing and readiness

3. Pre-Arrival (Before Staff Call Time)

Event Lead

  • Review BEO and couple’s timeline

  • Confirm vendor arrival times

  • Check weather and backup plans

  • Walk the venue for cleanliness and readiness

4. Staff Arrival & Venue Opening

(Typically 4–6 hours before guest arrival)

  1. Staff clocks in and checks in with Event Lead

  2. Venue is unlocked and lights turned on

  3. Restrooms checked and stocked

  4. Ceremony and reception spaces inspected

  5. Trash, recycling, and back-of-house areas prepped

Standard

  • Venue must be fully open and calm before vendors arrive

5. Vendor Load-In & Setup

  1. Vendors are greeted warmly upon arrival

  2. Direct vendors to assigned setup areas

  3. Confirm ceremony and reception layouts

  4. Monitor setup to protect venue property

  5. Answer vendor questions or escalate to Event Lead

Hospitality Note

A friendly welcome goes a long way. Vendors who feel respected tend to work better with everyone.

6. Couple & Wedding Party Arrival

  1. Greet couple and wedding party by name

  2. Show them to getting-ready spaces

  3. Confirm ceremony time and cues

  4. Answer last-minute questions calmly

Standard

  • Never rush the couple

  • If issues arise, handle them quietly and away from the couple

7. Pre-Ceremony Guest Arrival

(Typically 30–60 minutes before ceremony)

  1. Parking flow monitored and guided

  2. Ushers or staff direct guests

  3. Restrooms checked every 20–30 minutes

  4. Ceremony space remains tidy and quiet

8. Ceremony

  1. Staff stationed discreetly

  2. Late guests seated quietly

  3. No unnecessary movement during ceremony

  4. Prepare reception space for transition

9. Cocktail Hour & Reception Transition

  1. Guide guests from ceremony to cocktail hour

  2. Bar opens on schedule

  3. Ceremony space reset if needed

  4. Reception space finalized before guest entry

Standard

  • Bar must be fully ready before cocktail hour begins

10. Reception Service

  1. Monitor guest flow and comfort

  2. Maintain clean restrooms and common areas

  3. Support vendors as needed

  4. Adjust pacing with Event Lead if timeline shifts

11. Last Call & Event Wind-Down

  1. Announce last call per contract timing

  2. Begin quiet breakdown of non-guest areas

  3. Prepare for couple send-off (if applicable)

12. Event End & Breakdown

  1. Guests depart

  2. Vendors load out

  3. Bar closes and secures alcohol

  4. Trash and recycling removed

  5. Final venue walk-through completed

  6. Lights off and doors locked

13. Standards & Notes

  • Always prioritize calm, clear communication

  • When in doubt, ask the Event Lead

  • Protect the couple’s experience above all else

14. Related SOPs

  • SOP – Opening the Venue

  • SOP – Vendor Load-In & Load-Out

  • SOP – Bar Setup & Breakdown

  • SOP – End of Night Close

Chris GrebnerWedding, Event Lead, Event Staff, Bar Team