CloudHerd Blog

Drafting a Killer Run Sheet (that will make your vendors love you)

We cannot stress enough just how important a thorough and well-prepared run sheet for your wedding day is! This will be the go-to document on the day and, besides anything else, will give you peace of mind that everyone knows where they need to be and when. Your run sheet should include things like what time vendors will arrive, when the ceremony will be, allocated time slots for photos and video, when the first dance will happen, when the cake will be cut, who will be making speeches when etc. etc. It’s a big job but if you get it right, it’s TOTALLY worth it! A Practical Wedding have some great free templates available for download if you don’t know where to start. They can be found here:

Once you’re ready to get started, here are a few little things to consider that will make a big difference!

Start with a contact list

The first thing on your runsheet should be a contact list including all your vendors and key people involved in the run of the day. If everyone can contact everyone, there is a much smaller chance of you receiving panicked phone calls when you’re trying to sip champagne and have your photo taken like the relaxed dream babe you are. Yes, we are indeed suggesting you let everyone else stress, while you’re none the wiser.

Be super generous with time

If you think it will take 10 minutes, allow 30. If you think it will take 30 minutes, allow at least 45. There is so much that is out of your control on the day, no matter how much planning you do, and the last thing you want to feel is rushed. So Just. Be. Generous.
Literally the worst case scenario here is you having more time to spend with your guests if you overestimate. Do it!


Now we hate to be the bearers of bad news but literally no one in the world is as interested in your wedding as you and your fiancé (well, maybe your mum but that’s about it) so if you have told someone something verbally and think that will suffice, it won’t. Weddings are an emotional rollercoaster for everyone involved. People laugh, cry, get stressed, and are elated – you name it, it happens. When you’re in this kind of state, you forget shit, plain and simple. So anything you want anyone to remember – PUT IT IN YOUR RUN SHEET!

And, to get even more pedantic, we recommend including the day before and day after, so nothing gets missed. These days either side may include final beauty appointments or clothing alterations, vendor deliveries and collections, venue set up and pack down, the list goes on. Be sure to give a copy to your coordinator, MC, bridal party, photographer, videographer, musicians, celebrant and anyone else that should be in the know.

Time your photoshoot

Think about the time of day you will be taking the majority of your photos and film footage. If you’re having an afternoon/evening wedding, we suggest taking advantage of the beautiful pre-sunset light and scheduling in a couple shoot before the sun goes down. Optimal timing is (as a minimum) from 25 before the sun sets till 5 minutes after. If your wedding is in winter, this will often fall right between the ceremony and reception anyway. If you’re having a summer wedding, sneaking out after your meal has been served (making sure of course that yours comes first!) can be a great plan. Your guests will then be busy chowing down on their delicious meal and you don’t have to miss out too much time with them. You can check the sunset time for any given date and location here:

In case you can’t tell, we are big ol’ run sheet fans and like to receive the first draft as soon as possible. This gives everyone plenty of time to iron out any potential kinks and avoid last minute stresses!