Run of show software for wedding planners
AisleTimeline holds the master wedding day timeline in one place and gives the photographer, the caterer, the band and the venue their own view of it. Move a block and everyone who is affected hears about it before you put your phone down.
The Saturday problem
Every planner has the same Friday night: version nine of the run of show, a fresh PDF, fourteen separate emails, and a quiet fear that the second shooter is still working from version seven. The rebuild is not the hard part. The distribution is.
A single start time moves and you reopen the document, push every downstream block, re-export, rename the file and resend it. Most planners we surveyed do this four to seven times per wedding.
3.5 hours of unbilled admin per event
The florist prints on Wednesday, you revise on Friday, and nobody knows which PDF is live. One late load-in pushes the ceremony flip and the guests watch you fix it.
1 in 6 weddings starts late by 15 minutes or more
The DJ wants his call time, the caterer wants vendor meal placement, the photographer wants the golden hour window. All of it is already in your document, and all of it arrives as a text message.
Roughly 40 inbound messages per wedding week
When a vendor misses a cue, you have no way to show that the update went out and was opened. The conversation turns into your word against a forwarded email thread.
Disputed vendor errors cost $400 to $1,900 each
How it works
AisleTimeline is not a project manager wearing a veil. It is a run of show, structured the way coordinators actually write one: anchored blocks, buffers, call times, and a vendor attached to every line.
Start from a blank sheet or from one of your saved shapes, a church ceremony with a separate reception venue, an all-in estate weekend, a Sunday brunch send-off. Drop in blocks from getting ready through last dance, then mark the ones that cannot move: ceremony start, sunset, the venue curfew.
Every block gets the vendors it touches. The band gets sound check and first dance, the caterer gets vendor meals and cake cutting, the transportation company gets shuttle loops. Each vendor also carries load-in notes, a contact, and the certificate of insurance you already collected.
Each vendor opens a private web view showing only the blocks that involve them, with the full day available underneath if they want the context. No account, no password, no app download. The link stays correct for the life of the event.
Push the first look back fifteen minutes and everything downstream reflows against your buffer rules. AisleTimeline works out who is affected, writes the plain language change notice, and sends it by text message and email. You approve the send in one tap or set it to go on its own.
What is inside
We cut every feature that did not survive a real Saturday. What is left is the toolkit a lead planner uses between the final walkthrough and the last shuttle out.
One master run of show produces eleven different reads of the same day, so the hair and makeup team never scrolls past the sparkler send-off. Each view carries only that vendor's call time, cues, contacts and load-in door.
Drag one block and the rest of the day reflows against the buffers you set, while anchored items such as ceremony start, sunset portraits and the noise ordinance hold their ground. You see the new shape before you commit to it.
Every revision produces a plain language notice naming what moved, by how long, and which of that vendor's cues changed. It goes out by text message and email to the affected vendors only, never to the whole list.
See who has opened the current version and who has tapped to confirm their call time, listed as a simple board you can scan on Thursday night. Anyone still unconfirmed gets one polite nudge without you writing it.
Keep plan B as a live alternate version of the same wedding, with its own flip window, ceremony location and shuttle timing. Call it at 2 p.m. and every vendor view switches at once, with a single notice explaining the change.
A stripped phone view shows now, next and the two blocks after that, with one tap to mark a block complete or running long. Your assistant coordinator sees the same board from the other side of the property.
What changes on your calendar
These come from 612 planning businesses that agreed to share anonymized event data between January 2024 and December 2025. They are medians, not best cases.
The rebuild and resend loop disappears. Planners stop exporting PDFs and stop writing the same explanation email to eleven vendors, which is where the bulk of those hours were sitting.
Confirmation tracking plus one automatic nudge takes the pre wedding confirmation rate from a self reported 61 percent on email to 96 percent, usually by Wednesday of the event week.
When every vendor is reading the same current version, the day drifts less. Across tracked events the gap between planned and actual ceremony start fell from 23 minutes to 7.
Studios that moved their whole book onto AisleTimeline booked an average of 2.4 times as many events per coordinator without adding staff, because Friday admin stopped setting the ceiling.
From the trade
My bride's grandmother was late to the ceremony and we held for eleven minutes. By the time I sat back down, the photographer, the caterer and the string trio all had the new sunset portrait window on their phones. I did not type a word.
I coordinate other people's weddings, so I inherit somebody else's timeline half the time. Building the vendor views takes me about twenty minutes and then the whole team stops asking me what time they eat. That question alone used to eat my Thursday.
We called the rain plan at 1:40 in the afternoon for a hundred and eighty guest tented wedding. One tap, and the rentals crew, the band and the shuttle driver all had the covered ceremony timing. Three seasons ago that call cost me an hour on the phone.
Plans
Every plan carries unlimited vendor views, unlimited change notices and the full day of mode. What changes between tiers is how many events you keep open and how many coordinators sit inside the account.
$35 per month
For the planner who runs the day alone and books eighteen to thirty weddings a season.
$89 per month
For a small team with a lead planner, two coordinators and a full Saturday calendar.
$179 per month
For multi planner agencies and venue groups running weekends in more than one market.
Every plan is billed monthly in US dollars and can be cancelled at any time from your account settings, with access running to the end of the period you already paid for. There is no setup fee, no per vendor charge and no annual contract. Text message notices are included in the Studio and Agency plans at up to 1,500 messages a month.
Questions we get on the demo call
Solo Planner is $35 per month, Studio is $89 per month and Agency is $179 per month, all in US dollars. Vendors are never charged and never counted, so inviting a fifteen person team costs the same as inviting three. The only variable is how many events you keep open at once and how many coordinator seats you need. Text message notices are included up to 1,500 messages a month on Studio and Agency.
Most planners have their first full run of show built in about 40 minutes, and the second one takes closer to fifteen because you save the shape and reuse it. If you send us an existing timeline as a document or spreadsheet, our team rebuilds the first two events for you at no charge and hands them back inside two business days. Nobody has to sit through a training call, though we run a 30 minute session on request.
You do, entirely. Your timelines, vendor contacts and couple details belong to your business and we act only as a processor on your instructions. Data is stored on encrypted infrastructure in United States regions, backed up daily, and never sold, rented or used to train anything. You can export every event as CSV or PDF whenever you like, and a full account deletion removes your records within 30 days.
Each event publishes a read only calendar feed that subscribes into Google Calendar, Apple Calendar and Outlook, so your call times land next to the rest of your week. You can import a timeline from a CSV export out of most planning suites, and push finished run sheets back out as branded PDFs for clients who want paper. The Agency plan adds a simple API and webhooks if you run your own operations dashboard.
You cancel yourself in account settings and keep working until the end of the month you already paid for. There is no cancellation fee and no contract to see out. Before your access ends you can export every event, vendor list and change history, and any vendor links already sent stay readable for 60 days so nobody is stranded on a wedding that has not happened yet. Come back later and your archive is still there.
No, and this is the objection we hear most. A vendor gets a plain link by text or email, taps it, and sees their own view of the day in a browser. There is no account to create, no password to remember and nothing to install, which is why vendor open rates on AisleTimeline links sit around 94 percent. If a caterer still wants paper, print their view as a one page call sheet and hand it over at load-in.
Run of Show, our magazine
Nine working pieces on timelines, venue paperwork, room flips and what a coordination fee really pays for, written for planners and day of coordinators and edited by Jimenez Julien.
practical guide
Sunset fixes the one time on the day you cannot move, so the schedule gets built in reverse from it. Here is the order to place portraits, the ceremony, travel, and getting ready, and where the buffers belong.
comparison
Three service tiers, three very different workloads. What each package covers, when the handoff starts, who holds the vendor contracts, and the contract language that keeps a coordination job from becoming full planning.
regulation and compliance
Venues ask for a certificate of insurance, an additional insured endorsement, and sometimes a permit. What each document proves, who issues it, and the deadlines that decide whether a vendor gets through the gate.
Talk to us
Book a 25 minute call and bring a real event: the estate wedding with two ceremony sites, the Sunday with a 9 p.m. curfew, the one where the band and the caterer disagree about the buffet. We will lay it out on the spine while you watch, then hand you the account with that wedding already inside it.
Peak season runs March through October. If your first event is inside three weeks, say so in the message and we will move you to the front of the queue.
A real person reads every message and answers within one business day, peak season included. If a form is not your thing, write to jimenezjulien42@gmail.com and we will pick it up from there.