Start with the day
Write down the times other people are counting on. Start with the ceremony, dinner service and when the venue opens. Then pick your own priorities. You might want half an hour of canapés with your friends, a picture with Nan before she leaves, or both.
For each move, count getting everyone into cars, parking and the walk to the photo spot. A five-minute drive can still take you away from guests for half an hour.
A 3 pm ceremony
Here’s how I’d run a summer wedding on one property. The portrait spot is a short walk from dinner. For winter, use the evening swap just below the table.
| Time | What happens |
|---|---|
| 2.00 pm | Finishing touches and time together before the ceremony |
| 3.00 pm | Ceremony |
| 3.30 pm | Congratulations and time with your guests |
| 4.00 pm | Family photographs from a short, agreed list |
| 4.30 pm | Couple portraits nearby |
| 5.15 pm | Back from portraits. Freshen up and catch up with your guests before the reception entrance. |
| 5.45 pm | The MC welcomes you into the reception. Walk straight to the cake and cut the first slice together before you sit down. |
| 6.00 pm | Dinner. Agree the speech breaks with the caterer so guests get their food hot. |
| 6.30–7.30 pm | Speeches and toasts, with a pause between speakers if the next course is coming out. |
| From 8.00 pm | In summer, step outside for 10–15 minutes of portraits if the light is right. Ask the MC to wait until you’re back before calling everyone to the dance floor. |
| 8.00–8.30 pm | First dance. Aim for 8.30 pm if you go outside at 8 pm. For an 8 pm dance, dance first and catch the light afterwards. |
If portraits run late, have the MC gather everyone while you walk back. You can still make the entrance and the cake cutting one moment before dinner.
The winter evening swap
In winter I’d keep the main couple portraits at 4.30 pm and check sunset for your date. In June, that afternoon walk may be your sunset session. If you’d also like a 6 pm portrait, I’d use the lit doorway or step outside with a flash. Here’s where I’d put dinner and speeches so you’re in the room for every toast.
| Time | What changes |
|---|---|
| 6.00–6.10 pm | Step out together for a short portrait while guests settle. Confirm the spot and the light with your photographer. |
| 6.15 pm | Dinner is served once you’re back. Agree this slightly later service with the kitchen. |
| 7.00–8.00 pm | Move the speeches here. The MC checks you’re both seated before introducing the first speaker. |
| Around 8.15–8.30 pm | First dance, with a few minutes after the final toast to clear the floor and cue the music. |
For a winter date when the sun is still up near 6 pm, that same ten-minute break can catch the last daylight. See how summer and winter sunset portraits differ.
Keep family photos simple
Give your helper a page with names, the group’s meeting place and the order you want to call people. Put anyone who needs a seat, little ones and guests leaving early near the top. Tell the photographer privately about combinations you’d like to avoid.
| Group | Write in before the day |
|---|---|
| Grandparents or kaumātua | Names, who can bring a chair, and who will walk over with them. |
| Both of you with each chosen family group | Names in each group and anyone who needs to step out between photos. |
| Siblings, mates or chosen whānau | Individual names and the helper who can recognise everyone. |
Leave room for the light
Check sunset for the date and town, then ask which part of your venue falls into shade first. A reception lawn behind tall trees can lose direct light well before the sun sets. See the 2027 Taranaki date guide.
If canapés with your guests are a priority, move portraits before the vows. Compare two first-look timelines.