Wedding website schedule of events: so guests know where to be

Guests rely on your schedule more than any other page. They use it to book travel, plan childcare, choose outfits and arrive on time. A clear wedding website schedule of events answers where, when and what for every part of the celebration, and makes it obvious which events each guest is invited to.

What to list for each event

For every event, include:

• the name of the event, such as "Welcome drinks" or "Ceremony";
• the date and start time, and when guests should arrive;
• the venue name and full address, with a map link;
• dress code, if it differs between events;
• food, so guests know whether to eat beforehand;
• transport and parking notes;
• an end time, if you know it.

Wedding website schedule of events: an example

Friday 13 August

Welcome drinks · 7pm–10pm The Rooftop at Casa Azul, Rua das Flores 12, Lisbon Relaxed: smart casual. Light bites and drinks.

Saturday 14 August

Ceremony · Please arrive by 3.30pm for a 4pm start Jardim da Estrela, Lisbon The ceremony is outdoors on grass; flat shoes recommended.

Reception · 5pm until late Palácio do Mar, a 10-minute walk or short shuttle ride Dinner, speeches and dancing. Cocktail attire.

Sunday 15 August

Farewell brunch · 11am–1pm Café Jardim, Avenida da Liberdade 30 Drop in whenever suits you.

Arrival times guests can trust

State when guests should arrive, not only when the ceremony starts. If seating takes time, or there is a walk from parking, add a buffer. Guests appreciate knowing "please arrive by 3.30pm for a 4pm start".

Invite-only events

If some events are for family or the wedding party only, do not list them publicly. Options:

• personal schedules, where each household sees only its invited events after entering a code;
• a separate page shared only with the people involved;
• direct messages for small private events.

Our guide on multiple wedding events online RSVP wording explains how to make guest-specific invitations clear.

Transport between events

If guests move between venues, explain how:

Shuttles leave the ceremony at 4.45pm and return from the reception at 11pm and 1am.

Add walking times and taxi notes. Our guide on how to help guests travel to your wedding covers transfers.

Time zones and international guests

For guests travelling from abroad, use the local time at the wedding, and say so. If you are live-streaming the ceremony, include the time in the main time zones of remote guests.

Children and older guests

Note whether events are child-friendly, how late the reception runs, and whether there is somewhere to rest. Parents and older guests plan around this.

Keep it updated

Finalise times a few weeks before the wedding and avoid late changes. If anything does change, update the website and message affected guests directly. A note at the top, such as "Updated 1 August: shuttle times changed", helps.

Mobile-first

Many guests will read the schedule on their phones on the day. Keep each event short, use clear headings, and test it on a small screen. Our guide on how to make a wedding website includes a mobile checklist.

On the day

Add a contact for the day, such as a coordinator or a calm friend, so guests can ask where to go without calling you.

Schedules for different guests

Not everyone needs the same level of detail. The wedding party needs call times, rehearsal details and where to meet; close family may need photograph times; general guests need arrival times and venues. Keep the public schedule focused on what every guest needs, and send role-specific schedules directly to the people involved. This keeps the public page short while making sure everyone with a job knows exactly where to be.

A quick checklist

1. List every public event with date, time and place.
2. Give arrival times, not just start times.
3. Add dress code, food and transport notes.
4. Keep invite-only events private.
5. Note time zones for remote guests.
6. Finalise early and flag any changes.

A clear schedule removes most of the questions guests would otherwise send you in the final weeks, and helps everyone arrive relaxed and on time.