eventrundown.com
A coordinator-perspective schedule from 8 AM setup through 10:30 PM load-out. Lists every vendor arrival, setup window, transition cue, and breakdown time in one document.
View a sample vendor run of show
Final venue walkthrough, review floor plan and setup notes, confirm vendor arrival schedule
Tables, chairs, and linens delivered; setup begins per floor plan with planner quantity confirmation
Ceremony florals installed, reception centerpieces prepped, bouquets and boutonnieres staged
Bridal party styling starts with photographer coordinating detail shots and planner monitoring timeline
Catering team arrives, bar setup begins, final rentals confirmed
Give florists, caterers, photographers, and rentals a single timeline with their exact arrival and setup windows.
Map transitions between ceremony, cocktail hour, and reception so vendors know when to flip spaces and set up.
Download as an image or share a link vendors can pull up on their phones throughout the day.
Start with the template above or create a custom schedule tailored to your venue and vendor team.
AI GeneratorEvery vendor arrival time, setup window, key cues (processional, entrances, toasts), transition periods, and breakdown/load-out times. Include contact info for the day-of coordinator so vendors know who to call.
Send a draft 2-3 weeks before the wedding for vendor review, then a final version 3-5 days out. This gives vendors time to flag conflicts and confirm their team's arrival.
A vendor run of show starts earlier (setup and load-in), includes behind-the-scenes transitions like ceremony-to-reception flips, and ends later with breakdown. Guests only see ceremony through send-off.
Add 15-30 minutes of buffer between major transitions (ceremony to cocktail hour, cocktail hour to reception). Vendor setup windows should have at least 30 minutes of cushion before the next arrival.
Used by wedding planners and coordinators nationwide