We’re already seeing 2026 couples dive into planning mode, and while the excitement is real, so are the timing mistakes that can derail even the most beautiful weddings. After coordinating 200+ weddings, we’ve seen these issues play out over and over again… but the good news? They’re completely avoidable.

Here are the five biggest timing mistakes we’re seeing couples make (and exactly how to fix them before they become problems):

1. Waiting Too Long to Book Key Vendors

The mistake: Couples think they have plenty of time because their wedding is “over a year away,” so they push vendor bookings to the back burner while they focus on the fun stuff like dress shopping and Pinterest boards.

The reality: The best photographers, musicians, and coordinators book 12-18 months in advance, especially for peak season dates. By the time you circle back to vendors, your top choices are already gone.

The fix: Book your venue, then prioritize the vendors that can’t take on more than one event in a day. Your photographer, band or DJ and coordinators set the tone for celebration. Our books open 12 months out!

2. Underestimating Setup and Breakdown Time

The mistake: Couples have a beautiful reception layout in mind without considering how long it actually takes to set up. Or they don’t have a full understanding of how the venue rental time will shake out with their vision.

The reality: Setting up 150 place settings, arranging florals, and coordinating rentals takes HOURS. And we’d never want to make adjustments that eat into the energy of your celebration. 

The fix: Budget for setup time within your venue contract. We know that certain venues otherwise open to the public are not going to have this flexibility. For those that do, make sure you have a good understanding of their rental period. A 10 hour window for a  5-6 hour event, may not always cover the amount of load in/out time needed for each vendor. If your venue allows an extension, build an extra hour or two into your initial budget. Once our team completes the final walk through, we’ll determine if we need that time or if that money can go back into your pocket!

3. Not Understanding How Much Happens During Cocktail Hour

The mistake: Couples think cocktail hour only needs to be 30-45 minutes, OR they want over an hour to socialize.

The reality: Cocktail hour isn’t just about drinks, it’s when your guests are settling in, reconnecting with people they haven’t seen in years, and transitioning from ceremony mode to celebration mode. It’s also when you could be taking family photos and couple portraits. During this time, your vendor team may also need to repurpose florals, light candles and touch up tables in time for your photographer to capture the smallest details you may not get to see otherwise. 

The fix: Plan for a full hour of cocktail hour, with additional time needed to welcome guests to their seats. This keeps everyone relaxed and not wondering what’s next.

4. Not Preparing for your Getting-Ready Schedule

The mistake: Couples create a getting-ready timeline that’s so tight, there’s zero room for delays. 

The reality: Your hair and makeup team needs time to create magic. Bridesmaids need bathroom breaks. Someone forgot their jewelry. The dress needs last-minute steaming. But these movements in the morning can put the schedule behind. 

The fix: Start to get ready the night before. Steam your dresses, layout your accessories and box up your details for your photographer to focus on first thing. Anyone getting hair and makeup services should arrive when the schedule kicks off. This allows for a fun and carefree start to the day!

The Bottom Line

Wedding timelines aren’t just about what time things happen, they’re about creating realistic expectations that allow you to enjoy your day without constantly watching the clock. The couples who feel the most calm and present on their wedding day are the ones who built breathing room into their plans from the start.

If you’re planning a 2026 wedding and want a coordination team that knows how to create timelines that actually work in real life, we’d love to help. And if you need design support to bring your vision to life before we step in, check out our partnership with Cohost. They handle the creative side while we handle the logistics, and together we make sure your day looks incredible and runs flawlessly.

Ready to avoid these timing mistakes? Get in touch and let’s start planning.

2025 Wrapped

What our couples and their families are saying:

ETC Coordinators is the reason my wedding went PERFECTLY! Sarah, my lead coordinator took care of every detail and executed my vision down to the minute. I felt that everything was handled and I trusted her to take care of everything. Thank you to Sarah and her team for creating the best day of our lives!! I am forever grateful!!

My wife and I worked with Elizabeth at Etc. Coordinators and she was fantastic! Elizabeth was friendly and supportive throughout the process, and the weekly check-ins were invaluable. Our wedding day was completely seamless, and it was all thanks to Elizabeth!

Jodi and her team were AMAZING! They took care of everything so my beautiful daughter and I could enjoy the day and be stress free. Both of us have very high expectations and do not trust people to do things for us, however Jodi showed us throughout the process that she would handle all of the details, the vendors, the timing, the wedding party, the family etc. They organized everything and made the day a smashing success!! If you are looking for a planner for your wedding or your child’s wedding, don’t look any further, HIRE them, you will not be disappointed.

Have we had a hand in making your wedding a smashing success this year? We would love your Google review!