You spent hours building a beautiful timeline. Then you email it to your vendors and half of them don't open it, one asks for a different format, and the caterer shows up 30 minutes late because they looked at the wrong version. Sound familiar?

The timeline is only useful if everyone reads the same version. Here's how to actually make that happen.

When to Send the Timeline

• 2 weeks before the event — Send the first version. This gives vendors time to flag conflicts ("We can't set up at 2 PM, the venue doesn't open until 3").
• 3 days before — Send the final version. Mark it clearly: "FINAL TIMELINE — [Event Name] — [Date]". No more changes after this unless something major shifts.
• Day-of — Have printed copies at the venue. Yes, printed. Phones die, emails get buried, WiFi fails.

What Format to Use

Different vendors prefer different formats. Here's what works:

• PDF — Universal. Every vendor can open it, print it, save it. This should be your default. EventRundown lets you export directly to PDF with a branded cover page.
• Shareable link — Send a link to the hosted timeline page. Vendors can view it on their phone without downloading anything. If you update it, the link always shows the latest version.
• Image (PNG) — Good for quick reference. Vendors can save it to their phone's camera roll for fast access during the event.

What to Include for Each Vendor

Don't just send the timeline — add context:

• Their specific load-in/setup time — highlighted or bold
• Point of contact name + phone number — who do they call if they're lost or running late?
• Venue address + parking instructions — "Enter through the north gate, unloading zone is behind Building B"
• Their cue times — "DJ starts at 6:00 PM" is more useful than making them scan 30 line items to find their part

The Follow-Up That Prevents Disasters

• Ask for confirmation. After sending, follow up with: "Can you confirm you received the timeline and the times work for your team?" A read receipt isn't enough.
• Call the day before. A 2-minute call: "Just confirming you'll be at [venue] at [time] tomorrow." This catches 90% of problems before they happen.
• Designate one person as the day-of contact. Every vendor should have one phone number to call. Not the bride's, not the groom's — the coordinator's or a trusted friend who's handling logistics.

Want more vendor coordination tips? Read our 7 tips for keeping vendors on time. Comparing timeline tools? See our event timeline software comparison.