When a wedding stretches over two or three days, guests need more than a ceremony time. They need to know when to arrive, what to pack for each event, how to get from the hotel to the venue and when they can finally rest. A clear itinerary answers all of that in one place and saves you dozens of messages. This guide covers what to include, how to word it and when to share it.
What goes on a wedding weekend itinerary
For each event, give guests the same seven facts, in the same order:
| Fact | Example | Why guests need it |
|---|---|---|
| Day and date | Friday, June 11, 2027 | Guests book flights and time off by date |
| Start and end time | 7:00 to 9:00 pm | An end time helps guests plan dinner and transport |
| Place and address | Hotel terrace, Rua das Flores 12 | Guests copy the address into their maps |
| Who is invited | All guests | Avoids awkward questions at the door |
| Dress code | Smart casual | Guests pack differently for each event |
| Getting there | Ten minutes' walk from the main hotels | Guests plan taxis, parking or the shuttle |
| A note, if needed | Outdoors on grass; bring a layer | Shoes, weather and accessibility |
Write the time zone once at the top if guests are travelling from abroad. Our destination wedding website checklist covers flights, hotels and travel documents; this guide is about the events themselves.
A sample itinerary you can adapt
All times are local time.
Friday, June 11, 2027
- Welcome drinks · 7:00 to 9:00 pm · Hotel terrace, Rua das Flores 12 · All guests · Smart casual · A ten-minute walk from the main hotels
Saturday, June 12, 2027
- Shuttle from the hotels · 3:15 pm · Hotel entrance · For guests without a car
- Ceremony · 4:00 pm · The Olive Grove garden · All guests · Cocktail attire; the ceremony is on grass
- Dinner and dancing · 6:30 pm until late · The Olive Grove barn · All guests
- Last shuttle back · 12:30 am
Sunday, June 13, 2027
- Farewell brunch · 11:00 am to 1:00 pm · Café on the square · All guests, come and go as you like · Casual
Keep each event on one or two lines. Guests read itineraries on a phone, often while walking.
Events not everyone is invited to
Many wedding weekends include events for a smaller group: the rehearsal dinner, a family lunch or a morning with the wedding party. Keep these off the public itinerary. The Emily Post Institute's wedding website tips warn that posting the rehearsal dinner where all guests can see it can make some think they are expected.
Instead:
- Send invitation-only events in a personal message or a separate card to the people who are invited
- Give the wedding party their own version of the itinerary, with call times for photos and hair and makeup
- If an all-guest event has a separate invitation-only part, say so plainly: "Dinner for family follows at 8:00 pm"
Leave room to rest
A full itinerary looks generous on paper and feels exhausting in practice, especially for guests who have travelled.
- Leave the morning of the wedding free for all guests
- Put at least two hours between the end of one event and the start of the next
- Mark optional activities clearly as optional ("If you're free…")
- Give the farewell brunch a window rather than a start time, so guests can leave for flights
- Suggest one or two things to do nearby for free time, rather than scheduling it
Getting between events
Transport is the detail guests worry about most and couples think about least.
- Give the exact pick-up point and time for every shuttle, and the time of the last one back
- Say whether there is parking at each venue, and whether it is free
- Name a taxi company or ride option for late nights, especially in rural venues
- Name one contact for the day who is not you or your parents, with a phone number
When to share the itinerary
| When | What to share | Where |
|---|---|---|
| With the save the date | The days of the weekend and the main event | Your website, a short line on the save the date |
| With the invitation | The full itinerary, with times, places and dress codes | Your website, and a details card if you print one |
| One week before | Any final changes, shuttle times and the weather | A short message to guests, and the website |
| On arrival | A printed card in the welcome bag, if you prepare one | The hotel or the welcome drinks |
If something changes after you have shared the itinerary, update the website first, then send a short message only to the guests affected. Our guide on when to send your wedding website and invitations has the full timeline.
Wording for each event
Short, warm lines work best. Adapt these:
- Welcome drinks: "Join us the night before for a drink and a chance to say hello before the big day."
- Ceremony: "Please arrive by 3:45 pm; the ceremony starts at 4:00 pm sharp."
- Reception: "Dinner, toasts and dancing until late. The last shuttle leaves at 12:30 am."
- Farewell brunch: "Drop by any time between 11:00 am and 1:00 pm to say goodbye. No need to RSVP."
For the welcome message and the rest of the website, see our wedding website wording guide, and for questions guests ask about the weekend, our wedding website FAQ examples.
Itineraries on our wedding websites
The order of the day on your website holds the wedding day itself: up to 10 rows, each with a time and, if you like, a place. Times appear in your wedding's time zone, and guests can add the wedding day to their calendar with Apple or Outlook, or with Google Calendar. For events on other days, such as welcome drinks or a farewell brunch, add them to your questions and answers or send them in a personal message. The printable invitation in your design can include the schedule on its back side. See the features, open the Olive & Ivory demo, or start with how to make a wedding website on your phone.
FAQ
What should a wedding weekend itinerary include?
For every event: the day and date, start and end time, place and address, who is invited, the dress code, how to get there, and any note about weather or ground. Add the time zone at the top if guests travel from abroad, and name one contact for questions on the day.
Should the rehearsal dinner be on our wedding website?
Not if only some guests are invited. Etiquette guidance warns that posting it publicly can make other guests think they are expected. Send it in a personal message or a separate card to the people who are invited, and keep the public itinerary to events for all guests.
When should we send the wedding weekend itinerary?
Share the days of the weekend with the save the date, so guests can book travel, and the full itinerary with the invitation. Send a short update about a week before with any final changes, shuttle times and the weather forecast.
Do guests have to attend every event of a wedding weekend?
No. Guests are expected at the ceremony and reception, but welcome drinks and a farewell brunch are a kindness, not an obligation. Say so in your wording, for example "come and go as you like", and ask in the reply form who plans to attend each event.