You’ve booked your dream entertainment, confirmed song choices, and finalized every vendor detail. But without a wedding run sheet template keeping everything in sync, even the best plans can unravel—leading to missed cues, awkward timing gaps, or your photographer disappearing right before the cake cutting.
A detailed wedding run sheet is the blueprint that ensures seamless coordination between your DJ, band, MC, venue, and photographer. After 35 years in wedding entertainment, I’ve seen what works—and what doesn’t. Here’s how to build a run sheet that guarantees your day flows perfectly.
Why You Need a Wedding Run Sheet
Your run sheet is the master timeline guiding everyone involved. Without it, assumptions take over—and that’s when things go wrong.
A proper wedding run sheet prevents:
- The band starting speeches while meals are still served
- Photographers missing key moments
- The MC skipping important introductions
- Lighting or sound cues triggering at the wrong time
Think of it as the conductor’s score for your wedding symphony.
Key Elements Every Wedding Run Sheet Should Include
- Exact Timing – Use precise times (“7:15 PM,” not “around 7”).
- Responsible Person – Assign who cues each moment: MC, coordinator, or bandleader.
- Song Details – Include artist, version, and duration.
- Technical Cues – Lighting, sound, or spotlight notes.
- Contingency Notes – What gets skipped if things run late.
Sample Wedding Run Sheet Template
5:30 PM – Vendor Arrival & Setup
- Band load-in and sound check
- Photographer arrives for detail shots
6:00 PM – Guest Arrival
- Cocktail jazz trio plays
- Bar opens; venue staff direct guests
6:30 PM – Bridal Party Entrance
- MC announces each pair
- Photographer positioned at entrance
6:35 PM – Bride & Groom Entrance
- Song: “You Make My Dreams” – Hall & Oates
- Spotlight on entrance doors
6:40 PM – First Dance
- Song: “Can’t Help Falling in Love” – Elvis Presley
- Parents join at 1:45 mark
6:45 PM – Welcome Speech
- Father of bride (5 minutes)
- MC introduces and manages timing
6:50 PM – Dinner Service Begins
- Band plays soft background set
- Vendor meals served at 7:00 PM
7:40 PM – Speeches
- Best man (7 mins), Maid of honor (5 mins), Groom (3 mins)
8:00 PM – Cake Cutting
- Song: “Sugar, Sugar” – The Archies
- Photographer cue and lighting focus
8:05 PM – Parent Dances
- Father-daughter: “My Girl”
- Mother-son: “What a Wonderful World”
8:15 PM – Dance Floor Opens
- Song: “Signed, Sealed, Delivered” – Stevie Wonder
- Bridal party leads the charge
8:15–9:00 PM – Band Set 1
9:00–9:15 PM – DJ Break Music
9:15–10:00 PM – Band Set 2 (Peak energy)
10:15–10:50 PM – Band Set 3 (Final push)
10:50 PM – Last Dance Announcement
- “Don’t Stop Believin’” – Journey
- Confetti cannons approved by venue
11:05 PM – Reception Ends
- Band pack-down
- Guests directed to exit or transport
Build Buffer Time
Everything runs late at weddings. Add 15–30 minutes of buffer so delays don’t derail your evening. Never schedule back-to-back activities or end entertainment exactly when venue time expires—leave breathing room for real life.
Who Needs a Copy
Send your finalized wedding run sheet template to:
- Must receive: entertainer, venue coordinator, photographer, videographer, celebrant, MC
- Should receive: best man, maid of honor, and parents
Email a PDF one week before and print copies for the day.
Avoid These Common Mistakes
- Being vague: “Around 8ish” is useless to vendors.
- Overcomplicating: Too many tiny moments create stress.
- Ignoring reality: Guests need transition time.
- No contingency: Decide beforehand what’s cut if speeches run long.
- Not sharing updates: Everyone needs the final version.
Who Oversees the Schedule
Appoint one point person—ideally your venue or day-of coordinator—to communicate with vendors and handle adjustments. Let your bridal party enjoy the night instead of managing logistics.
For complete guidance on entertainment planning from booking through execution, grab “Secrets to Booking the Best Wedding Entertainment.”
