At Petik Bunga, we begin the decoration discussion with the time guests will arrive, the approved installation window and the moment each space needs to be ready. These details help flowers and styling fit the programme.
Work backwards from the ceremony
First agree the ceremony time with the venue and the people conducting it. If photographs around sunset matter to you, ask your photographer to advise on timing for your date and location. Do not copy a fixed sunset time from another couple’s wedding.
Then allow time for guest seating, personal flowers, photographs before the ceremony and any travel between locations. Your installation deadline should come before guest arrival, leaving space for the venue and suppliers to check the finished setup.
An example afternoon and evening programme
The following is an illustrative running order, not a booking schedule or a statement of local sunset times. Adjust it for the ceremony format, dinner service, travel and venue rules.
| Example time | Activity | Decision to agree |
|---|---|---|
| 14:00–16:00 | Approved supplier access and setup | Loading, installation sequence and venue inspection |
| 16:00–16:30 | Sound check and final preparation | Microphones, music cues and flowers handed over |
| 16:30–17:00 | Guest arrival and seating | Welcome contact, seating and refreshments |
| 17:00–17:30 | Ceremony | Entrance cues and ceremony lead |
| 17:30–18:30 | Family photographs and reception transition | Photo list and who looks after waiting guests |
| 18:30–20:30 | Dinner and planned speeches | Catering service and microphone handovers |
| 20:30 onwards | Music and celebration | Venue finish time and agreed supplier hours |
| After guest departure | Collection and venue handover | Collection window and responsibility for hired items |
Give suppliers a more detailed version
Guests need a simple invitation or itinerary. Suppliers need the exact locations, contacts, arrival instructions and cues. Include the names of the people authorised to approve changes. Mark which times are fixed by the venue and which have some flexibility.
Ask the photographer how much time is needed for family groups. Give the emcee the correct pronunciation of names and the agreed order of speeches. Confirm when catering needs a clear room and when sound checks can happen without interrupting another event. See our music and emcee guide and photography booking guide.
Build a second running order for the alternative space
If your ceremony or dinner is outdoors, the backup plan needs its own setup timings. Moving an arch, sound equipment and tables takes work. Agree who decides to use the alternative space, when the decision must be made and which suppliers must be notified.
Do not assume that decorations can be moved while guests walk between venues. Confirm a clear route, sufficient time and the people doing the work. Our beach wedding backup guide covers the questions to resolve.
Protect the final hour as carefully as the first
Check the music finish time, guest transport arrangements, collection of hired items and any extra supplier hours. Nominate someone to receive gifts and personal belongings. Give the venue a clear handover contact so the couple can finish the evening without sorting through equipment and boxes.
Send us your venue, ceremony time and draft programme to discuss flowers and decoration for your wedding day. We will use the agreed schedule when discussing setup, any relocation and collection.