Small Wedding Run Sheets for Hong Kong: Half-Day and Full-Day Templates with Tea Ceremony and Outdoor Vows

These two run sheets are designed for weddings up to ~80 guests. They prioritize realistic buffers, vendor alignment, and guest comfort, and can be copied as-is.

A) Half-Day Template (Daytime vows + lunch reception, sample 10:00–16:30)

08:30–09:30 Hair/makeup complete; photo team arrives for prep shots
09:30–10:00 Final venue checks (signing table, sound, seating, rain kit)
10:00–10:20 Guest arrival and seating (light music)
10:20–10:30 Micro-rehearsal (couple, MC, witnesses, photo team)
10:30–11:00 Civil ceremony (vows, rings, signing, recessional)
11:00–11:30 Family and group photos
11:30–12:00 Transition to canapés/refreshments; portraits with elders
12:00–14:00 Lunch reception (entrance, cake, toasts, highlight reel if any)
14:00–14:30 Farewell and photos at exit
14:30–16:30 Strike and handover (equipment, deposits, venue checklist)

B) Full-Day Template (Door games + tea ceremonies + outdoor vows + dinner, sample 07:30–22:00)

06:00–07:30 Hair/makeup; photo/video details
07:30–08:15 Door games (optional) and pick-up
08:30–09:30 Bride’s family tea ceremony; family portraits
10:00–11:00 Groom’s family tea ceremony; additional portraits
11:00–12:00 Transfer to ceremony venue (cars + guest logistics)
12:00–12:20 Sound check and brief rehearsal
12:30–13:00 Outdoor vows (shift indoors or under tent if rain plan triggers)
13:00–13:40 Group photos and light bites
14:00–16:00 Rest and touch-ups; venue flips for dinner; detail shots
16:30–17:30 Guest arrival and cocktail
18:00–21:30 Dinner program (entrance, parent speeches, first dance, toasts, cake)
21:30–22:00 Farewell, photos, red packet and media handover

Vendor Alignment Checklist

MC/Host: bilingual needs, scripts, rain announcements.
Photo/Video: shot list with names, must-capture moments, spare batteries/cards.
Hair/Makeup: touch-up windows and travel between locations.
Florals/Decor: movable design for reuse; strike timing.
AV/Lighting: indoor/outdoor settings; wireless mics; playlist; test slots.
Catering: dietary flags for veg/halal/no-pork; kids’ meals.
Venue: floor plan, routes, storage/changing rooms; security/parking.
Transport: shuttles and drivers’ contacts and timing.
Documents: certificates, witnesses, rings, vow cards, red packets.
Contingency: rain SOP, first-aid kit, sewing kit, hydration.

Buffers and Risks

Urban traffic: 30–45min between districts.
Elder comfort: add 10–15min slack per segment.
Weather: heat/rain supplies; cable/weatherproofing.
Tech: backup mic, adapters for screens/projectors.

Finishing Touches

Clear signage and bilingual mini-programs on seats.
Interactive corner: guest notes, instant prints, photo wall.
Unified visuals across invites, signage, menus, and backdrop.
Inclusive menus and clear allergy labels.

Closing:
A good run sheet reduces stress and increases joy. Align vendors to the same timeline, protect buffers, and keep a single communication lead for the day.