Gathering information to make decisions about your wedding day timeline is a great start to incorporating all of the important events you want included as part of your perfect day. Obviously I'm happy to talk to you on the phone to share my experience as well as my ideas.
So, let's roll up our sleeves, grab a pencil, and get started! First, when should you plan your timeline? You can plan it anytime you like, but waiting until the last minute is definitely not what you want to do; this will stress out your bridal party, vendors, and family. Putting your timeline together between 1 and 3 months out is probably going to be best. Much earlier than that, and too many things are changing and you may end up having to revise your timeline unnecessarily. You will invariably have to plan a few things way in advance; ceremony and reception start times must be planned in advance as they will go on your invitations. Discuss these times with your fiancé, event planner, venue coordinator, photographer and DJ as early as possible. That may sound like overkill, but this may save you extra expenses with vendors. If your ceremony and reception times are spaced too far apart and cannot be altered, you'll end up having to pay for more coverage from certain vendors or run into other conflicts.
So, let's roll up our sleeves, grab a pencil, and get started! First, when should you plan your timeline? You can plan it anytime you like, but waiting until the last minute is definitely not what you want to do; this will stress out your bridal party, vendors, and family. Putting your timeline together between 1 and 3 months out is probably going to be best. Much earlier than that, and too many things are changing and you may end up having to revise your timeline unnecessarily. You will invariably have to plan a few things way in advance; ceremony and reception start times must be planned in advance as they will go on your invitations. Discuss these times with your fiancé, event planner, venue coordinator, photographer and DJ as early as possible. That may sound like overkill, but this may save you extra expenses with vendors. If your ceremony and reception times are spaced too far apart and cannot be altered, you'll end up having to pay for more coverage from certain vendors or run into other conflicts.
Sample timelines can be found here.
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Enjoy your day! As you begin planning, keep in mind that it is important you enjoy your wedding day. It's only going to happen once and will go by lightning fast. You're going to want to optimize your day in order for it to run smoothly and efficiently, while allowing you to enjoy your family, friends, and some newly-wedded bliss! |
True Story: Scroll to the bottom and read the story of a bride who planned her day without coordinating her services and vendors. Why it is crucial for your vendors to work together and what happens when they can't. |
Will You Be Doing A First Look?
If you and your partner still can’t agree after going through these first look photo pros and cons, here are some compromises worth considering.
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Alright now we’re finally getting to the good stuff!
Even if you have decided with certainty you think you want to skip a first look and go the traditional route, I'm going to suggest you look at both sides first. If after looking at both sides you are still determined to pass on a first look, then you are ready to move forward. But, likewise looking at the other side is always a great way to go just in case there are things you haven't thought of. So let's take a look at this together! Timeline Pros:
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First Look final thoughts....
Every photographer anticipates this question. We know after doing so many weddings that the flow of the day goes much more smoothly with a first look. There are more opportunities to get varied shots, while helping clients enjoy the day a whole lot more. Doing a first look allows us to get all your necessary pictures out of the way before the ceremony so you can attend your own cocktail hour, eat those fancy appetizers and focus on spending time with your guests. |
Bridal Parties. Herding cats and other good times.
Bridal parties are an integral of and couples' big day. They bring a ton of hype and energy to the wedding day. Whether they are your best friends, siblings, or cousins, it is time well-spent before the ceremony. However, larger bridal parties require more time, effort, and coordination. You will undoubtedly need more time built into your schedule to keep everyone coordinated and on the same page. If you’re not doing a first look, consider staging and photographing the bridal party groups separately before the ceremony. Herding cats can be easier than rounding up a large bridal party for a giant photo after the wedding. If you’re doing a first look it’s not as difficult as they are all together and still relatively energized.
Family Formals.
With a First Look, all your family formals can be completed prior to the ceremony, assuming all your family members are in attendance. This will allow you to move right into your reception and minimize the time your guests are waiting.
If you have opted out of a First Look, then we will stage both families separately and consecutively to capture as many images on the shots list as possible prior to the ceremony. The remaining ones can be done right after the ceremony. We try to keep that list as short as possible and get you in to your reception!
If you have opted out of a First Look, then we will stage both families separately and consecutively to capture as many images on the shots list as possible prior to the ceremony. The remaining ones can be done right after the ceremony. We try to keep that list as short as possible and get you in to your reception!
Help! I need somebody!
Besides that famous Beatles song, we need your help! Dedicate one person (possibly the maid of honor) to help the photographer point out names with faces during the family portrait time. We send out a questionnaire with a suggested shots list prior to the wedding where you can detail for us all the combinations of family members you would like to include during the family portrait time. We print out this list and reference it during the family portraits. The second shooter will coordinate groupings of family members with your designee while the primary shooter keeps everything moving along efficiently.
What will your guests say?
So while this is not going to be your number one priority, it should definitely make your list of considerations. Do you want them talking about how amazing your wedding was for years to come? Consider the last time you attended a wedding. Did you wait for what seemed like an eternity while photos were taken? Was there a great cocktail hour and entertainment while the family photos were being done? Waiting for a reception to start while eating peanuts out of plastic cups likely won't leave guests with a five-star impression of your day. A good flow to your day will allow them to have a great time and enjoy the celebration right alongside of you. Pro-Tip: Talk with your DJ or Planner. They are experts in entertainment and should be able to advise you on planning activities and entertainment for your guests, especially if you are scheduled foa a marathon shoot!
Logistics 101: Planning for the sunset ceremony.
When contemplating this option, think about what time the sun will set. This will absolutely impact your schedule for the entire day.
Why is this important when it comes to photography, especially during the winter and summer months? If you have long dreamt of a sunset ceremony, consider a few important factors. During the winter, your entire day will need to start earlier. Hair, make-up and bridal prep will need to start earlier. Much, much earlier. Summer weddings will provide you the luxury of time before y our ceremony. You can sleep a little later, spend more time on hair and make-up, and in general, not be quite so ruched before your ceremony. But, your sunset ceremony will then limit the length of your reception, and many older and younger guests will leave fairly early into the reception.
A first look will be fairly crucial in order to get all of your family formals done before the ceremony; other wise, we will be shooting these in the dark. Sunset is gorgeous lighting, but it’s not always ideal for a ceremony. The sunlight can end up in your guests' eyes; squinty guests do not a pretty picture make. If your schedule gets behind, you may find yourself having a moonlight ceremony. Finally, natural lighting changes very rapidly after the sun sets below the horizon. The skies can look beautiful, but it will pose a multitude of challenges for your photographer, videographer, and DJ. So, your vision may include that dreamy golden light shining onto your vows, but Mother Nature is unpredictable. Always try to plan with a balance between what is safe and what is ideal.
Planning is key.
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Some venues provide coordinators or catering managers who have a wealth of experience managing the wedding day flow on their property. If you are working with a coordinator or manager of the venue, we highly recommend bringing them into the loop on the flow of your day. They will be very experienced with knowing the best times to start and end things.
Likewise, if you have gone to the added effort and expense to hire a wedding planner, make certain that they are able to communicate with your venue coordinator, if there is one. This is vitally important and a step that I see neglected often. The last thing that you want is for your wedding planner and venue coordinator to be working independently of one another. While we work with many venue coordinators, at the end of the day their primary focus is to keep your time line moving along in a timely fashion so that you, your guests, and your other vendors vacate the premises on time. A professional wedding planner is in YOUR corner and will advocate on your behalf as well as coordinate the vendors and manage the details of your day. |
Do you want every little thing documented? Or do you just need the big moments captured? We suggest you consider both longer and sorter coverage options. Talk about it with your fiancé and other friends who have been married in the last few years. This will help guide your choices and decisions with regard to pricing options for photography. Additionally, for some couples, being followed by photographers and videographers all day is daunting. In this case, limiting that coverage with a smaller package might be the right choice. Some couples love the hype and the fun! Having everything possible documented is a great way to go back and relive such a momentous day. They benefit from an all-inclusive or all-day package. Finally, we suggest you discuss this with your planner or event coordinator to make certain that you have considered all of the possibilities for ample coverage. |
Pro Tip:
Why getting your planner and photographer
on the same page is important.
Professional Wedding and Event Planners and Venue Coordinators are experts at sharing resources, making connections, formulating timelines, logistics, managing people and many other valuable skills which will make your day run smoothly, potentially eliminating unnecessary stress. That being said, they are not experts in photography. Often, coordinators plan and time events based on a streamlined, smoothly run day. That IS after all, why you hired them. But, you hired your photographer to capture and create the most beautiful and emotional images possible for your day. Therefore, we highly recommend discussing your priorities with each of them, and then as a couple deciding what is important to you. Once you are both on the same page, let your photographer and planner know, so that everyone can communicate and be on the same page well ahead of your big day.
If you and your fiancee have been dreaming of a sunset session on your wedding day, talk to your photographer. What can he or she suggest? How much time will this take? Will your planned ceremony and reception time allow for this? Next, talk to your planner. Tell her it is a priority that this be worked into your schedule. Planners have all of the vendor information and are coordinating multiple people and events; they will know best if there are conflicts with your sunset session. They will know how to accommodate your request so that you, as newly weds, can take advantage of that gorgeous sunset with your photographer and capture a memory that will last a life time.
We all live in a Yellow Submarine.
Remember That Your Vendors Most Likely Have Never Worked Together..... Despite that we will all be closely tied together on your big day, we may be working completely independently of one another. Hence the Yellow Submarine reference. Most of the vendors you hire have yet to work with one another. While you have carefully selected each vendor for his or her skills, talents, and price, they will each have specific needs. This is why the timeline is so helpful. It puts all the vendors in check for when things are happening. That way, if there are any conflicts, they can be resolved by consulting a solid timeline. It will help all parties to do what they do best at the appropriate times without overlap or interference. Never assume that your wedding day will work itself out. Put a solid schedule together and your wedding day will go smoothly.
Newlywed Minis.
These mini-sessions produce the creative shots…the shots where your photographer has some time to scout out a lovely spot and set up for a Newly Wed Mini. This is our time to flex our creative muscles. It’s in these moments that we can often come away with the best shots of the day.
Are You Able To Sneak Away During The Reception? Our favorite distraction for us is post-cake-cutting. A highlight for many people, eating cake will occupy guests for just enough time to allow us the luxury of grabbing Golden Hour or a colorful sky at twilight for newlywed portrait. If this is hampered by a predictable weather forecast, we can always work it in earlier in the day. But as always, have a back up plan. 
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Golden Hour.
I've always wanted a sunset wedding!
Golden Hour. I've heard of it. But why does it matter to me? Very simply, this is the time during the day that occurs one hour after sunrise and one hour before sunset. Since most weddings are during the day, we like to use the evening sunset as our Golden Hour opportunity. This sunny sweet spot can produce some amazing looking photos of the bride and groom in a very little amount of time. Twenty minutes is usually sufficient for this mini-session. We use this handy Sunrise Sunset website to determine exactly when and where the sun is setting for our wedding locations. Once you know what time the sun is setting then you’ll have an idea on how to fit everything in your schedule around it. |
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Two Photographers. Really? |
Videographers and Photographers.
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Absolutely. This answer will vary from photographer to photographer, but I feel very strongly about a second shooter. Many people don't think they need a second photographer. And maybe you don't. Until you do. It's a lot like car insurance. But, unlike insurance which is just a little card that takes up space in your car's glove box, a second photographer is so much more than insurance. A second shooter provides an additional perspective and the ability to have photography happening simultaneously.
First, I choose second shooters who are competent, experienced main shooters. Should I incur an emergency just prior to your ceremony, you will not be left without a photographer. Either myself or the other photographer will then immediately hire a replacement second shooter. Worrying about a back-up photographer is one of the main reasons couples hire large, nation-wide photography companies. It's a valid concern, and that is a driving force behind the vast majority of my collections having a second shooter standard. 
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Video coverage has gained popularity over the last few years. It's a great way to document your vows, and adds another layer to the memories of your wedding day. Incorporating a videographer into your day will shift the dynamics for your photography team. We work with videographers all the time, and the most symbiotic relationships are always born of excellent communication and cohesive logistics.
The unfortunate part of this equation is when they spiral down a path of competitive interference, unable to find mutual compatibility over the course of the day. We have worked events where videographers set up a camera in the aisle less than six feet from the bride and groom, virtually destroying any chance of a photograph of the first kiss without a camera and tripod in the way. Photographers aren't innocent bystanders, either. They have been known to frequently walk or stand directly in the camera's line of sight. So, if you decide to hire a videographer, just like your planner, you're going to want him or her to be in the loop and part of the planning process as soon as possible. Incorporate them into the dialogue well before your wedding day and make sure that they have an opportunity to speak with your photographer and your wedding planner or coordinator. This will help provide the best experience possible for your entire team. Working seamlessly together is crucial so that everyone can capture as much genuine footage as possible. |
These images were all the product of second shooters.
Some are mine, taken as a second shooter, some are that of second shooters working with me.
Some are mine, taken as a second shooter, some are that of second shooters working with me.
Table Photos, Speed Photos and Photo Booths.
An old-school way to get pictures of as many guests as possible before photo booths were invented. But, if you don’t know what this is, it’s basically walking around to each table during the reception and getting a shot with everyone at the table. This is kind of an old school thing to do, but sometimes we still get requests for it. Instead of doing table shots, we prefer to get more candid looking shots of people interacting and enjoying the start to your reception party. We find table shots to be an inconvenience to guests. They aren't terribly receptive to being separated from their hors d'oeuvres or conversations. Furthermore, the sheer number of guests present can lengthen this process out quite significantly. It can take a lot of time. And there’s always that one guy who just happened to be in the restroom that you’re waiting for to return before getting your shot. Multiply 10 minutes by the amount of tables you have and that will give you an idea if it’s worth it.
Speed Photos can be a great alternative. Speed what? It is the same idea, but with a twist. Your DJ announces that this will be happening and asks everyone to sit down and refrain from heading off to the restroom or to the buffet. The bride and groom go from table to table and get one quick shot with each table grouping. We can usually shoot all of the tables in the time it takes to play a fun song!
As a substitute, we really like to encourage our guests to add on a photo booth for their reception. These are really great for grabbing all those distant cousins, fraternity brothers, co-workers, you name it.
Your reception is not a balloon. It shouldn't deflate before the end of the night.
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This where an expert DJ comes into play. Just because someone spins tunes on a giant board covered in pretty lights doesn't mean he or she is a DJ with real MC experience. And despite everything, experience matters.
Usually receptions become a drag because of the mixed crowds, lengthiness or the lack of activities. Not every group wants to dance until the morning. So mixing it up throughout the night is very important. Sure dancing may be going on the entire time but make sure to provide other things to make the reception interesting to everyone, or you may have some sneaking out on you. Mixing up your events will keep your event from stagnating. An experienced DJ will not only read your guests and keep them engaged, he will serve as a focal point and conduit to a streamlined event that flows smoothly all night. |
Photo booths, as mentioned before, are an awesome way to get people loosened up and having a good time. Late-night mini snacks and drinks are especially welcomed for your night-owls. Food Trucks are a fast and easy way to accomplish this; asking your cater about adding them on is also a great idea. Dance floor glow sticks are fun for everyone; adults and children everywhere love wearing them! And of course, an experienced DJ knows how to engage your guests and has multiple tricks up his sleeve. What ever you do-have fun and let your imagination run wild.
A true story...
An example of why discussing packages, options, hours of coverage, accessibility with your most vital vendors is critical is assembling a stress-free day. Here is why:
One of our brides booked an 8 hour package at her venue, six hours with us (her photographer) and four hours with the limo and party bus. She contracts the venue from 4pm- midnight. The venue is unwilling to allow vendors access prior to the start of the contract, but she has already sent out her invitations listing the cocktail hour starting promptly at 5 and reception to follow at 6. She already has a conflict, and she's less than 6 months away from her wedding. Her choices are very limited; the hotel has only one moderately-sized freight elevator which is at the complete opposite end of the property from the ballroom. Three vendors, heavily laden with gear, are going to physically need a significant portion of time to haul, unload, and set up their gear for her event. An hour--for all three to utilize the elevator simultaneously-- was a physical impossibility for these vendors in this scenario. She is going to have to pay extra for additional access to the venue to accommodate her vendors or adjust her entire schedule and send new invitations. Again, we cannot stress the importance enough of talking to the vendors with whom you want a contract, prior to signing anything.
Her next conflict arose with the groomsmen who were booked into an Airbnb near the reception location, which also happened to be 40 minutes north of the church. The limo picked up the groomsmen one hour prior to the ceremony start time, which was a bit tight, and then it was to wait for the duration of the ceremony. It was then allocated to the family members for their transportation. The parents were to have the limousine drive them from the church to their hotels-- as they were from out of town-- and then finally deliver them to the ballroom. The conflict arose when the contracted time on the limousine ran out before cocktail hour even started. The parents were nearly stranded at their hotel with no way to get to the reception.
If you've gotten this far and you're thinking ahead, you're going to realize that there was likely no way a six-hour photo package was going to cover her day. You’re right! She had a lengthy getting-ready process that had a variety of religious traditions that she wanted covered. It started four hours prior to the ceremony, with the final two hours being the most significant. She had a 2-hour photo session planned with her bridal party at a favorite landmark. A six hour package would have run out before we ever made it to the reception. Fortunately, as photographers, we generally tend to be more flexible and can easily add hours to our packages if the bride's budget will allow it. This is why it is so critical to dialog heavily with your vendors prior to finalizing contracts.
One of our brides booked an 8 hour package at her venue, six hours with us (her photographer) and four hours with the limo and party bus. She contracts the venue from 4pm- midnight. The venue is unwilling to allow vendors access prior to the start of the contract, but she has already sent out her invitations listing the cocktail hour starting promptly at 5 and reception to follow at 6. She already has a conflict, and she's less than 6 months away from her wedding. Her choices are very limited; the hotel has only one moderately-sized freight elevator which is at the complete opposite end of the property from the ballroom. Three vendors, heavily laden with gear, are going to physically need a significant portion of time to haul, unload, and set up their gear for her event. An hour--for all three to utilize the elevator simultaneously-- was a physical impossibility for these vendors in this scenario. She is going to have to pay extra for additional access to the venue to accommodate her vendors or adjust her entire schedule and send new invitations. Again, we cannot stress the importance enough of talking to the vendors with whom you want a contract, prior to signing anything.
Her next conflict arose with the groomsmen who were booked into an Airbnb near the reception location, which also happened to be 40 minutes north of the church. The limo picked up the groomsmen one hour prior to the ceremony start time, which was a bit tight, and then it was to wait for the duration of the ceremony. It was then allocated to the family members for their transportation. The parents were to have the limousine drive them from the church to their hotels-- as they were from out of town-- and then finally deliver them to the ballroom. The conflict arose when the contracted time on the limousine ran out before cocktail hour even started. The parents were nearly stranded at their hotel with no way to get to the reception.
If you've gotten this far and you're thinking ahead, you're going to realize that there was likely no way a six-hour photo package was going to cover her day. You’re right! She had a lengthy getting-ready process that had a variety of religious traditions that she wanted covered. It started four hours prior to the ceremony, with the final two hours being the most significant. She had a 2-hour photo session planned with her bridal party at a favorite landmark. A six hour package would have run out before we ever made it to the reception. Fortunately, as photographers, we generally tend to be more flexible and can easily add hours to our packages if the bride's budget will allow it. This is why it is so critical to dialog heavily with your vendors prior to finalizing contracts.