T-minus schedule (sample)
Adjust for guest count, plated vs family-style, and whether bar opens before ceremony.
| Time | Kitchen / F&B | Villa / planner |
|---|---|---|
| 10:00–12:00 | Final shop; protein & produce QC | Confirm power, water, fridge space, parking |
| 13:00 | Brigade arrives; load-in; station setup | House rules briefing; banjar/noise windows |
| 14:30 | Canapé prep; sauce work; dessert finish | Table plan final; dietary cards to FOH lead |
| 16:00 | Ceremony canapé tray ready; water stations | Guest arrival flow; ushers briefed |
| 17:00 | Ceremony: still water / welcome drinks | Ceremony start |
| 17:45 | Cocktail hour canapés + bar open | Photos; family groups |
| 19:00 | Guests seated; first course fire | Speeches window agreed |
| 19:30–21:30 | Plated or family-style service | Timeline buffer for speeches |
| 21:45 | Late-night snack or dessert station | Dance floor / DJ cue |
| 22:30–23:30 | Breakdown; kitchen deep clean | Vendor load-out coordination |
Staffing checkpoints
For packages that cover ceremony canapés through late kitchen under one brigade, review wedding catering ranges before you design florals around an empty pass.
- Confirm headcount lock 7 days out; dietary final 5 days out
- Name one FOH lead who holds the dietary matrix and allergy notes
- Bar opens only when glassware, ice and water stations are live
- Speeches never start during main-course fire without kitchen sign-off
- Cleanup complete means bins out, surfaces wiped, and villa fridge restored
Common failure points
Understaffed cocktail hours, alcohol arriving after guests, and dessert plated during speeches are the three most common villa wedding F&B failures. Build 15-minute buffers between ceremony end and dinner seat — traffic and photos always eat the gap.
Frequently asked
How early should the catering team arrive?
For 40+ guests, plan load-in 5–6 hours before dinner service. Intimate dinners under 20 guests can compress to 3 hours if the villa kitchen is fully equipped.
Who owns the timeline document?
One person — usually the planner or catering coordinator — not a shared WhatsApp free-for-all. Version the PDF the morning of the event.