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Wedding day timeline drafts for wedding planners

ChatGPT, Claude or Gemini turn your supplier times and venue notes into a draft running order for you to check. Free to about $27£20€24A$38C$38 a month.

At a glance

  • What it costsFree–$27Free–£20Free–€24Free–A$38Free–C$38 a month

  • Worth, in extra profit or time saved in the worked example$233£175€208A$336C$329 a month

  • Pays for itselfIn a few days

  • Sign up and configure; no technical skills neededEasy to set up

Figures come from the worked example below, using its stated assumptions. Tool prices checked . How we check prices

The problem

Every wedding needs a running order for the couple, the venue and each supplier, and building it from scattered emails takes hours. At 3 hours per wedding for the first full draft, a planner doing 3 weddings a month spends 9 hours a month on timelines alone.

What the AI does

Paste your notes into ChatGPT, Claude or Gemini: ceremony time, travel times, sunset, the photographer's slots, the caterer's service times and the venue's curfew. Leave out names, phone numbers and guests' dietary or medical details. Ask for a running order in 5-minute slots, plus a short version for each supplier showing only their arrival, set-up and finish times. Then check every time against the suppliers' own confirmations and the venue's rules before anything is sent.

A worked example

A one-person wedding planner in Edinburgh runs about 3 weddings a month in summer. The planner now pastes each wedding's confirmed times into an assistant and edits the draft rather than starting from a blank page.

Before

3 timelines a month at 3 hours each: 9 hours

After

If a draft plus checking takes 1 hour 20 minutes each: 4 hours

What it's worth

About $233£175€208A$336C$329 a month saved in season, at no cost on the free plans. About 5 hours a month saved (9 hours down to 4), worth about $233£175€208A$336C$329 at an assumed $47£35€42A$67C$66 an hour, if the checking takes about 1 hour 20 minutes per wedding (an assumption to test on one wedding). The free plans of ChatGPT, Claude and Gemini can do this; a paid plan is about $27£20€24A$38C$38 a month for one person.

How to set it up

  1. Collect the confirmed times from each supplier and the venue in one note.
  2. Paste the note into ChatGPT, Claude or Gemini, without names, phone numbers or guests' dietary details, and ask for a running order in 5-minute slots.
  3. Ask for a short version for each supplier showing only their arrival, set-up, key moments and finish.
  4. Check every time against the suppliers' written confirmations, the venue's rules and travel times, and fix anything that doesn't fit.
  5. Send the final version to the couple and suppliers yourself, and keep it as the one version everyone works from.

What goes wrong

  • Assistants can get time arithmetic wrong, such as overlapping slots or a gap that disappears. Add up the day yourself.
  • It doesn't know the venue. Load-in rules, curfews and noise limits have to come from you.
  • Don't paste guests' allergies, medical needs or contact details into a consumer AI account; they are personal data, and some are health data under UK GDPR.
  • A draft that looks finished tempts you to skip the supplier check. Confirm times in writing with each supplier.

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  • Easy to set up

Last updated October 17, 2026.