Napa Valley Wedding – Full Coordinator Timeline
Morning & Setup
9:00 a.m. – Rental & Décor Deliveries
- Tables, chairs, linens, flatware, and glassware delivered to venue.
- Event manager checks inventory against rental contract.
- Lighting company begins hanging bistro lights over reception space.
10:30 a.m. – Floral Delivery
- Florists unload bouquets, boutonnieres, and altar arrangements.
- Ceremony arch decorated onsite.
- Centerpieces staged but not placed until linens are secure.
11:00 a.m. – Catering Arrival
- Kitchen team unloads and sets up prep area.
- Wine pairings delivered and checked by sommelier.
- Staff meeting: service flow, plated vs. family-style review.
12:00 p.m. – Venue Opens to Wedding Party
- Couple and attendants check into bridal and groom suites.
- Hair/makeup stylists begin setup.
- Photographer arrives to capture décor setup.
Getting Ready & Pre-Ceremony
12:30 p.m. – Hair & Makeup Begins
- Bride, bridesmaids rotate with stylists.
- Makeup artist tracks time; final touch-ups reserved for 3:30.
1:00 p.m. – Groom’s Party Prep
- Groom and groomsmen change into suits/tuxes.
- Best man confirms rings, marriage license, and vows are on hand.
1:30 p.m. – Photography Begins
- Detail shots: invitations, rings, dress, shoes, vineyard estate backdrop.
- Bridesmaids in robes, champagne toast.
- Groomsmen toast with local sparkling wine.
2:00 p.m. – First Look (Optional)
- Private vineyard setting or olive grove for couple’s reveal.
- Portraits of couple taken before ceremony to reduce post-ceremony photo time.
2:45 p.m. – Family Portraits (Round One)
- Immediate family photos to be completed pre-ceremony.
- Shot list reviewed with photographer.
3:15 p.m. – Guests Begin Arriving
- Transportation shuttles begin drop-offs at vineyard.
- Guest book, gift table, and signage positioned.
- Music begins (string quartet or guitarist).
3:30 p.m. – Ushers & Greeters in Place
- Distribute ceremony programs and direct guests.
- Water, lemonade, and light refreshments available at welcome station.
3:45 p.m. – Final Prep
- Bride’s veil and bouquet delivered to suite.
- Officiant checks mic and ceremony order.
- Processional lineup rehearsed quickly with wedding party.
Ceremony
4:00–4:30 p.m. – Vineyard Ceremony
- Guests seated overlooking vineyard rows.
- Processional order: grandparents, parents, attendants, ring bearer/flower girl, bride with escort.
- Ceremony (20–25 min) includes welcome, readings, vows, rings, pronouncement, and kiss.
- Recessional leads directly to cocktail area; coordinator cues musicians to switch songs.
Cocktail Hour
4:30–5:30 p.m. – Vineyard Lawn or Courtyard
- Passed hors d’oeuvres: seasonal small bites paired with sparkling wine.
- Bar open: signature cocktails + Napa Valley selections.
- Music: jazz trio or acoustic set.
- Photographer takes remaining family portraits and golden-hour couple shots.
- Guest book signing and mingling.
- Coordinator checks dinner tables for candles lit, menus placed, chairs aligned.
Dinner Reception
5:30 p.m. – Guests Seated
- MC/DJ announces couple’s grand entrance.
- Couple enters directly to first dance (optional) or seated for welcome toast.
5:40 p.m. – Welcome & Blessing
- Family member or officiant offers short words of welcome.
5:45–6:45 p.m. – Dinner Service
- Plated: salad, entrée, dessert OR family-style shared platters.
- Wine pairings served with each course.
- Coordinator ensures dietary restrictions delivered to correct guests.
- Toasts scheduled after main course: Best Man, Maid of Honor, Parents.
Evening Celebration
6:45 p.m. – Cake Cutting
- Couple cuts cake with photographer + videographer staged.
- Cake sliced and plated for guest service or dessert station opens.
7:00 p.m. – Special Dances
- First dance followed by parent dances.
- Open dance floor launched with upbeat track.
7:30–9:30 p.m. – Dancing & Entertainment
- DJ or live band alternates sets to keep energy high.
- Lounge area with cigars/whiskey or dessert wines available.
- Late-night snack trays (mini sliders, flatbreads) circulated around 9:00.
9:45 p.m. – Last Call for Bar
- Coordinated with venue policy.
10:00 p.m. – Final Songs & Send-Off Prep
- Guests gather sparklers, bubbles, or glow sticks.
- Coordinator lines up transportation.
10:30 p.m. – Grand Exit
- Couple departs through vineyard courtyard under sparkler arch.
- Photographer captures final images.
Post-Event
10:45–11:30 p.m. – Vendor Breakdown
- Rentals packed, florals gifted or composted, lighting struck.
- Catering cleans and clears prep areas.
- Final walkthrough with venue manager.
