A successful wedding day runs on a shared timeline — and this form is how you build it. Designed for coordinators, photographers, and venue managers, this wedding day details form collects every key data point: venue addresses, ceremony and reception times, music selections, and special moment notes so every vendor shows up prepared.
Free for non-commercial projects, with unlimited forms and responses.
Last updated
A wedding day details form is the operational backbone of every wedding coordinator's toolkit. While most of the planning happens months in advance, the critical day-of information — exact venue addresses, ceremony start time, when hair and makeup begins, which songs play when — often lives scattered across emails, texts, and spreadsheets. This form brings it all together in one structured request.
For photographers especially, knowing the timeline in advance is essential. A photographer who knows that hair and makeup starts at 8 AM, ceremony at 3 PM, and the first dance at 5:30 PM can plan their shot list, schedule their second shooter, and arrive with the right lighting equipment for each environment. The same applies to DJs, videographers, and live bands — every vendor benefits from a complete timeline delivered in one document before the wedding day.
formformform makes it easy to send couples this form as part of a final planning checklist, 4–6 weeks before the wedding. All the information lands in your dashboard, organized and ready to transfer into your coordinator's run-of-show document. The form is completely free and can be sent as a link via email or embedded on your planning portal.
Use your own copy to change labels, remove questions and add the details you need. Try the preview alongside this guide to see what respondents will be asked.
Review the starting questions and choices. You can change them in your own copy.
Sam & Jordan Taylor
you@email.com
St. Mary's Cathedral, 100 Church St, Boston MA 02101
The Grand Ballroom, 200 Park Ave, Boston MA 02102
8:00 AM
3:00 PM
4:00 PM
5:00 PM
'Perfect' by Ed Sheeran
'My Girl' by The Temptations
'You Are the Best Thing' by Ray LaMontagne
'Don't Stop Believin'' by Journey
Grand entrance, cake cutting time, bouquet toss, photo slideshow, sparkler sendoff, any special moments that need to be timed — share everything your vendors need to know...
Suggested uses, and why this starting point can help. Adapt the questions to your own process.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Wedding Date” in particular and adapt it to the detail you need.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Hair and Makeup Start Time” in particular and adapt it to the detail you need.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Ceremony Start Time” in particular and adapt it to the detail you need.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Cocktail Hour Start Time” in particular and adapt it to the detail you need.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Reception Start Time” in particular and adapt it to the detail you need.
Accommodates multiple ceremony segments across different cultural traditions — puja, ring ceremony, reception — each with their own start and end times.
Click "Use this template" to open the form in your formformform account with all sections pre-structured.
Add or remove music selection fields based on your typical wedding structure — not all weddings have a mother-son dance.
Customize the notes field placeholder with examples specific to your venue's typical special moments (e.g., sparkler sendoff, balloon drop, photo booth timing).
Set your coordinator or vendor team's notification email so timeline forms land in the right inbox automatically.
Include this form in your 6-week-out vendor coordination checklist or wedding planning portal.
Share the link directly with the couple via email or embed it in your planning client portal.
early enough to use the information for final vendor communication, late enough that the couple has locked in their details.
even experienced vendors occasionally go to the wrong location. A fully written address with city and zip code prevents day-of disasters.
this anchors the entire getting-ready timeline and tells photographers exactly when to arrive for bridal prep shots.
even if you have a DJ questionnaire separately, having first dance and special song information in the timeline form means every vendor is aligned.
the divider and heading fields in this form separate venues, timeline, and music so the couple doesn't feel overwhelmed by a long list of questions.
use the submitted information to create a PDF run-of-show and send it back to the couple for approval before distributing to vendors.
Extends the timeline with must-have family grouping combinations, specific venue locations for portrait sessions, and golden hour scheduling preferences.
Captures the full reception music timeline including cocktail hour background style, dinner playlist genre, and any do-not-play songs to avoid.
Collects getting-ready location, ceremony site orientation, key moments to prioritize for film, and same-day edit preference for the reception.
Comprehensive version with vendor contact numbers, load-in times for each vendor, parking logistics, and emergency contact information for the day-of team.
Collects decor vendor arrival times, floral delivery windows, cake delivery slot, and audio-visual setup schedule coordinated with the venue's in-house team.
Accommodates multiple ceremony segments across different cultural traditions — puja, ring ceremony, reception — each with their own start and end times.
Structured around Baraat arrival, Jaimala, pheras, and reception timing with fields for Pandit contact and vidai coordination.
Includes fields for Kabbalat Panim, Bedeken, Chuppah, and reception sequence with ketubah signing time and yichud room logistics.
Adds weather contingency plan fields, generator and power access timing, tent setup completion deadline, and outdoor lighting activation time.
Simplified version for two-person ceremonies — collects ceremony location, officiant arrival, photographer window, and celebration dinner reservation time.
Designed for weddings with separate ceremony and reception sites including transportation buffer time, guest shuttle departure schedule, and venue crossover logistics.
Collects local contact information at the destination venue, time zone acknowledgment for remote vendor coordination, and welcome dinner evening timeline.
Asks about rental equipment delivery slots, catering setup window, restroom trailer placement logistics, and noise ordinance cutoff time for the evening.
Captures daylight window for outdoor portraits, indoor warming station setup time, coat check management, and weather contingency reception flow.
Streamlined for small gatherings with a single venue, fewer transitions, and a relaxed schedule that prioritizes candid moments over formal ceremony timing.
Couples typically don't send this form to vendors — their coordinator or planner sends it to the couple as part of the planning process. The coordinator then uses the collected information to build a run-of-show document and distribute it to all vendors.
Ideally 4–6 weeks before the wedding. This gives coordinators time to build the timeline document, share it with vendors, and make adjustments before the final walkthrough.
Yes. You can add short text fields for each vendor's name and phone number — photographer, DJ, caterer, florist — to create a complete day-of contact sheet alongside the timeline.
Yes. formformform is completely free. You can create this form, send it to as many couples as you have on your calendar, and collect unlimited responses at no cost.
Yes. Add short text fields for each planned moment — 'Cake cutting time', 'Bouquet toss time', 'Grand exit time' — or use the open notes field to capture all of these together.
That's normal. All fields except the venue addresses and ceremony time should be optional. Couples can leave unknowns blank and you can follow up on those specific items separately.
Collect wedding RSVPs online with meal choices, guest counts, and song requests.
Reach out to any wedding vendor with your date, vision, and budget details.
Collect attire sizes, dietary needs, and accommodations from every member of the wedding party.
Capture date, guest count, ceremony style, and budget from couples inquiring about your venue.
Handle registrations for conferences, workshops, and any live event.
Help couples share their menu vision, service style, and dietary needs with caterers.
Explore how formformform fits the forms you need to build.
Opens with product context and a link to this page.
Free for non-commercial projects, with unlimited forms and responses.
Use this template