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.