FOR LOVE & LIFE | PHOTO + FILM

WEDDING TIMELINE

Kelsey + Richard

August 15, 2026 O’Brien’s Sleepy Hollow

Coverage

12:30 PM - 8:30 PM

8 hours of photo + video coverage with a three-person team

Ceremony
4:30 PM - 5:00 PM
Dinner
6:15 PM - 7:15 PM
Sunset
Approximately 8:16 PM

Wedding Party + VIPs

Wedding party
7 bridesmaids + 5 groomsmen
Flower girls
Capri + Blake
Ring bearer
Daxton
Children
Alexa, Daxton, Capri + Blake
Speeches
Carl + Danny
Creative team
2 photographers + 1 videographer

01

The Day at a Glance

A simple top-to-bottom overview of the day. Continue scrolling for the complete details, photo combinations, and important reminders.

Getting Ready + First Looks

12:30 PM - 4:20 PM

Rick + groomsmen at the Airbnb
Drive to O’Brien’s
Bridal details + venue coverage
Finishing touches + bridesmaid moments
Kelsey gets into her dress
Kelsey reads Rick’s letter
Bridesmaid reveal
First look with Dad, Carl
First look with Stepdad, Danny
First look with Papa + Grandma
Kelsey’s family portraits
Kelsey with the children
Kelsey + bridesmaids
Kelsey tucked away + guest candids
Rick sees the memorial signs
Final ceremony preparations

Ceremony

4:30 PM - 5:00 PM

Ceremony

Family + Wedding Party Portraits

5:00 PM - 6:00 PM

Immediate family portraits
Full wedding party
Just-married portraits

Reception + Sunset

6:00 PM - 8:30 PM

Reception introductions
Private cake cutting
Carl’s speech
Sit-down dinner
Danny’s closing speech
Formal dances
Open dancing
Sunset portraits
Final dancing coverage
Photo + video coverage ends

Important prep note

Kelsey’s hair and makeup should be completely finished by approximately 1:45 PM, and she shouldn’t be scheduled last. All bridal details should be gathered together in one box before coverage begins.

02

Details + Getting Ready

The photo and video team will begin with Rick and the guys, then move to O’Brien’s for Kelsey’s details and final getting-ready moments.

12:30 - 1:00 PM

Rick + the Groomsmen

Location: Airbnb, 721 Ostrander Road

  • Rick’s details
  • Jacket, tie, cufflinks, and boutonniere
  • Rick reading Kelsey’s letter aloud
  • Best Man helping Rick
  • Groom portraits
  • Rick with all five groomsmen and with each groomsman
  • Fun, natural moments with the guys
  • Rick with his Best Man before the ceremony

Rick should already have his pants and shirt on when coverage begins. His jacket, tie, and boutonniere can be added for photo and video. Kelsey’s letter should be waiting at the Airbnb. The team will collect Rick’s letter for Kelsey and bring it to O’Brien’s.

1:00 - 1:10 PM

Drive to O’Brien’s

1:10 - 1:40 PM

Bridal Details + Venue Coverage

Kelsey’s Details

  • Dress and dramatic veil
  • Shoes
  • All three rings
  • Invitation suite
  • Pearls from Kelsey’s mom
  • Jewelry, perfume, and accessories
  • Handwritten letters
  • Bouquets and florals

Venue + Sentimental Details

  • Reserved signs for Rick’s dad and best friend
  • Ceremony and reception details
  • Venue exteriors and establishing footage
  • Hair and makeup finishing touches
  • Natural moments between Kelsey and the girls
1:40 - 2:00 PM

Finishing Touches + Bridesmaid Moments

  • Hair and makeup finishing touches
  • Matching pajama photos, if everyone is ready
  • Champagne, laughter, and natural interactions
  • Bridesmaids helping Kelsey prepare

Matching pajama photos aren’t a major priority. If hair and makeup runs behind, this is the first part that can be shortened.

2:00 - 2:25 PM

Kelsey Gets Into Her Dress

Kelsey’s mom and MOHs can help her get dressed.

  • Buttons and final adjustments
  • Pearls, jewelry, and shoes
  • Placing the veil
  • Mom looking at Kelsey from behind
  • Bridal portraits
  • Close dress and veil details
2:25 - 2:35 PM

Kelsey Reads Rick’s Letter

Kelsey will read Rick’s letter aloud privately. The room should be quiet with any music turned off so the video team can capture clean audio for their wedding film.

03

First Looks + Kelsey’s Portraits

A meaningful series of reveals, family moments, and high-priority photographs with the children before the ceremony.

2:35 - 2:45 PM

Bridesmaid Reveal

2:45 - 2:55 PM

First Look with Dad, Carl + Gift Exchange

2:55 - 3:05 PM

First Look with Stepdad, Danny + Gift Exchange

3:05 - 3:15 PM

First Look with Papa + Grandma

Paul and Phyllis will join Kelsey for this special first-look moment.

Ready by 2:40 PM

Carl, Danny, Paul, and Phyllis should all be fully dressed and at the venue by 2:40 PM so these moments can begin on time.

3:15 - 3:30 PM

Kelsey’s Family Portraits

Everyone should be gathered and waiting before this block begins.

  • Kelsey with Mom Katy and Stepdad Danny
  • Kelsey with Mom Katy and Dad Carl
  • Kelsey with Dad Carl and Stepmom Mary
  • Kelsey with Katy, Danny, Carl, and Mary
  • Kelsey with Papa Paul and Grandma Phyllis
  • Kelsey with all siblings: Alexis, Cassidy, Lynsey, Brenden, Mitchell, and Tyler
  • Kelsey with her full immediate family

Individual photographs with Carl and Danny will already be captured during their first looks.

3:30 - 3:45 PM

Kelsey with the Children

These are some of Kelsey’s highest-priority photographs.

  • Kelsey with Capri and Blake
  • Kelsey with Capri
  • Kelsey with Blake
  • Kelsey with Alexa
  • Kelsey with Daxton
  • Kelsey with all four children

A family member should help with snacks, comfort items, and gathering the children. If Blake’s nap affects this block, the timeline can flex. The goal is to photograph the children when they’re happiest, even if a few combinations move to after the ceremony.

3:45 - 4:00 PM

Kelsey + the Bridesmaids

  • Kelsey with all seven bridesmaids
  • Kelsey with each bridesmaid
  • Kelsey with Alexis and Lynsey
  • Traditional group photographs
  • Fun, candid, and movement-filled photographs
4:00 - 4:10 PM

Kelsey Is Tucked Away

  • Kelsey returns to the bridal suite
  • Reception and ceremony details are completed
  • Guests arriving, hugging, and greeting one another
  • Parents and grandparents arriving at the ceremony
  • Rick and the groomsmen preparing for the ceremony

04

Memorial Signs + Ceremony

The memorial-sign reveal is a deeply important private moment and should happen only after the full photo and video team confirms they’re ready.

4:10 - 4:20 PM

Rick Sees the Memorial Signs

Kelsey had reserved signs created for Rick’s dad and best friend, both of whom have passed away. She wrote a personal message on each sign and wants Rick’s first reaction documented.

  • A designated family member or venue coordinator alerts the photo and video team before bringing Rick in
  • Rick doesn’t approach the signs until the full team confirms everyone is ready
  • The signs are placed before Rick enters the ceremony area
  • Rick is given time to read both messages naturally
  • His reaction is captured without interrupting the moment
  • Individual photographs are taken of the signs and reserved seats
4:20 - 4:30 PM

Final Ceremony Preparations + Candids

4:30 - 5:00 PM

Ceremony

  • Full processional
  • Rick’s reaction when he first sees Kelsey
  • Kelsey walking down the aisle
  • Groom and Best Man interaction
  • Parent, grandparent, and child reactions
  • Wide ceremony views
  • Vows and rings
  • First kiss
  • Recessional
  • Guest cheering and reactions

05

Family + Wedding Party

Family members should remain at the ceremony location instead of entering cocktail hour. Children and grandparents will be photographed first so they can be released quickly.

Before portraits begin

A designated family helper should have this list and gather the next group while the current group is being photographed.

Priority order

Children and grandparents first, followed by parents, siblings, and the larger combined family groupings.

5:00 - 5:35 PM

Immediate Family Portraits

Children + Kelsey’s Family

  • Kelsey + Rick with the officiant
  • Kelsey + Rick with Alexa, Daxton, Capri, and Blake
  • Kelsey + Rick with flower girls Capri and Blake and ring bearer Daxton
  • Rick with all four children
  • Rick with his three daughters: Alexa, Capri, and Blake
  • Kelsey + Rick with Katy and Danny
  • Kelsey + Rick with Carl and Mary
  • Kelsey + Rick with Katy, Danny, Carl, and Mary
  • Kelsey + Rick with Paul and Phyllis
  • Kelsey + Rick with Kelsey’s siblings
  • Kelsey + Rick with Kelsey’s full immediate family

Rick’s Family + Combined Groups

  • Rick with Mom Marcella
  • Kelsey + Rick with Marcella
  • Kelsey + Rick with Katy and Carl
  • Kelsey + Rick with all parents and stepparents from both sides
5:35 - 5:45 PM

Full Wedding Party

  • Kelsey + Rick with the entire wedding party
  • Full wedding party with the flower girls and ring bearer
  • Kelsey + Rick with the bridesmaids
  • Kelsey + Rick with the groomsmen
  • Kelsey with the groomsmen
  • Rick with the bridesmaids
  • Traditional group portraits
  • Fun, movement-filled photographs and video
5:45 - 6:00 PM

Just-Married Portraits

  • Romantic and intimate portraits
  • Happy, laughing moments
  • Dramatic veil photographs
  • Wide environmental photographs
  • Walking and movement
  • Close portraits

Kelsey and Rick will receive another 25-minute portrait session at sunset, giving them approximately 40 minutes of couple portraits across the day.

06

Reception

Introductions, dinner, formal dances, sunset portraits, and a final burst of dance-floor coverage before the team wraps for the night.

6:00 PM

Reception Introductions

6:05 PM

Private Cake Cutting

The cake cutting won’t be announced to all guests. The DJ should know in advance that this is a private moment rather than a formally announced reception event.

6:10 PM

Carl’s Speech

Kelsey’s dad will give a short speech before dinner begins. There won’t be traditional Best Man, Maid of Honor, or Matron of Honor speeches.

6:15 - 7:15 PM

Sit-Down Dinner

Three vendor meals will be needed for the two photographers and videographer. The team should be served close to when Kelsey and Rick are served so everyone is finished before the closing speech, formal dances, and sunset portraits.

Kelsey’s two Maids of Honor and two Matrons of Honor are creating a private video for her to watch after the wedding. It won’t be played during the reception. If it’s shared afterward, portions may be incorporated into the final wedding film.
7:15 PM

Danny’s Closing Speech

Kelsey’s stepdad will close out dinner with a speech.

7:20 - 7:35 PM

Formal Dances

  • Kelsey + Rick’s first dance
  • Father and daughter dance
  • Mother and son dance
7:35 - 7:50 PM

Open Dancing

  • Guests joining the dance floor
  • Wedding party and children
  • High-energy photographs and video
  • Family and guest interactions
7:50 - 8:15 PM

Sunset Portraits

Sunset is approximately 8:16 PM.

If dinner runs late, sunset portraits should remain protected. The formal dances can happen immediately before or after sunset if needed.

8:15 - 8:30 PM

Final Dancing Coverage

8:30 PM

Photo + Video Coverage Ends

The planned private last dance around 11:00 PM falls outside the scheduled photo and video coverage.

07

Photo + Video Priorities

What Matters Most

  • Kelsey’s high-priority photographs with Alexa, Daxton, Capri, and Blake
  • A flexible approach around Blake’s nap and the children’s comfort
  • Rick’s private reaction to the memorial signs for his dad and best friend
  • Clean audio of both handwritten letters being read aloud
  • Emotional first looks with Carl, Danny, Paul, and Phyllis
  • A mix of romantic, joyful, candid, and movement-filled portraits
  • Dramatic veil photographs and close dress details
  • Parent, grandparent, and child reactions during the ceremony
  • Protected sunset portraits at approximately 8:16 PM
  • High-energy dance-floor photographs and video before coverage ends

Final Day-Of Reminders

  • Rick should be in his pants and shirt before coverage begins at 12:30 PM.
  • Kelsey’s letter should be waiting at the Airbnb.
  • Gather every bridal detail together in one box before the team arrives at O’Brien’s.
  • Kelsey’s hair and makeup should be complete by approximately 1:45 PM.
  • Carl, Danny, Paul, and Phyllis should be fully dressed and at the venue by 2:40 PM.
  • Assign one person to support and gather the children with snacks and comfort items.
  • Assign a family helper to keep family portraits moving quickly after the ceremony.
  • Don’t bring Rick to the memorial signs until photo and video confirm they’re ready.
  • Serve three vendor meals close to when Kelsey and Rick are served.
  • Protect the 7:50 PM sunset portrait window if reception timing shifts.

This timeline is designed to protect the most meaningful moments while keeping the day relaxed and flexible. Small shifts are completely normal, and the photo + video team will guide the flow as needed.