As a wedding photographer, we serve as the primary recorder of the days events, big and small. However, we typically fill another role as well (especially if there is not a wedding planner), and that is the timeline provider. You not only hire us to capture your day, but also to ensure there is enough light to accomplish all of those beautiful pictures you envision before the sun sets.
If you have not hired a wedding planner, it typically becomes our job to provide guidance on when hair and makeup should be done, and how long you will need for family and bridal party pictures, and when the best time of the day is to do the bride and groom photos. Actually most consultants will still coordinate with the photographer in terms of light and how they handle these different aspects of the day, but sans wedding coordinator, we often (by natural default) help keep things on track for much of the wedding day. Typically this is a natural part of the job if it's simply keeping things moving from the photography and lighting standpoints. However, occasionally it can take us away from recording key moments if the job evolves into bigger tasks. For example, if we need to locate the venue's onsite coordinator, or certain family members, we may miss key moments that could have made for a poignant photograph. The primary reason you hire us is to make sure don't miss those key moments that can arise at any time.
So when planning your wedding timeline, I have complied 10 tips I think are important to consider. Experience has shown that the more organized the day ahead of time, the more smoothy it runs in general. And most of these tips especially apply if you cannot fulfill #1 suggestion. If you can fulfill #1, they will take care of most of these for you::
1. Hire a wedding planner/consultant. I promise they will make your wedding planning and actual day less stressful. I know weddings are not supposed to be stressful, and that the real reason you are there is the celebrate and honor your love for one another. But anyone who has actually been through the planning process, knows that the details (and costs) have a way of snowballing, feelings get hurt, and often, family relationships can get strained due to different expectations and desires. It is sad, but true.
So when planning your wedding timeline, I have complied 10 tips I think are important to consider. Experience has shown that the more organized the day ahead of time, the more smoothy it runs in general. And most of these tips especially apply if you cannot fulfill #1 suggestion. If you can fulfill #1, they will take care of most of these for you::
1. Hire a wedding planner/consultant. I promise they will make your wedding planning and actual day less stressful. I know weddings are not supposed to be stressful, and that the real reason you are there is the celebrate and honor your love for one another. But anyone who has actually been through the planning process, knows that the details (and costs) have a way of snowballing, feelings get hurt, and often, family relationships can get strained due to different expectations and desires. It is sad, but true.
If you simply cannot afford a wedding planner, one will be appointed to you. Oops, wrong line.
Actually, consider asking one of your very organized and efficient friends to help keep things on track and serve as your go-to person for the day for any issues that may arise. (She really should not be a member of your bridal party, as they have other things to help you with.) If you have that super-well-organized-and-efficient-friend-who-plans-everything (and we all have one of those) who agrees to help you, buy her something very very nice and include her in all your pre-wedding bridal party festivities, because it's a big job, and she simply will not get to enjoy your wedding nearly as much as she would otherwise.
Keep in mind that most professional wedding consultants will work with different budgets and often tailor services accordingly. Options will range from full service wedding coordination where they handle everything, to simply day-of coordination where they manage the day for you, and I have found that those brides who had a professional on board, even if only on W-Day, were significantly less stressed on the big day and in the week ahead. (See #8 for on-site venue coordinators.)
******
******
If you don't have a coordinator helping you, here are some things to consider when planning out your day, including when to start your ceremony, preparations, and more::
2. Pad your time. Understand that your wedding will not be 100% on schedule. I have yet to photograph a wedding that started exactly on time (okay, maybe 1, but she was a highly organized bride with a fantastic onsite coordinator), so it is important to pad your time. And this means taking into consideration any bridal party or family members who have a tendency to run late. If you have an always-latey in the group, pad their time significantly, and DO NOT TELL THEM!
*****
3. Know that hair and makeup takes longer than projected. It always does. Pad this time too. If you desire preparation coverage, this will vary from photographer to photographer as to when they show up as well as how much coverage the bride wants during this time. The majority of my couples do not want me there all day and find that arriving approximately 1 to 1-1/2 hours prior to putting on the gown is sufficient. But if you want your photographer to hang out with you (especially if there is a golf outing or something else) all day, let them know. Most photographers will tailor packages to suit your needs.
*****
4. Don't rush your picture time. Generally speaking, family formals can take anywhere from 15 minutes for small families, to up to an hour for very, very large families or lots of combinations. I have photographed 150 family members at one time, and that took awhile to get everyone in one place (aka, away from the bar). If you know your family runs late and tends to scatter, anticipate more time. I tell my couples it takes me about 3 minutes per regular size family grouping, on average.
Bridal party "portrait" time can run anywhere from 15-45 minutes depending on the size of your party, and bride and groom portrait (aka, fun, editorial, traditional, artistic, interactive pj) time can average 20-40 minutes. Some photographers request an hour with the bride and groom, and most will want to save those photos for the best light of the day (if possible), which is those final 30-60 minutes before sunset, or at least when the sun is lowest in the sky.
None of this takes into account driving from multiple locations if your ceremony and reception (and prep time) are in different locations.
******
5. If you would like to enjoy your cocktail hour with your guests, consider moving your ceremony up 30-60 minutes so you can finish all those pictures in time. Because what often ends up getting cut is adequate bride and groom time if the couple is ready to go drink with friends.
*****
6. If you desire some family formals (and 95% of families do request these), work with your photographer to establish a set time and location for your family and bridal party to meet for photos. Stress that it's important that everyone be there on time so it can move efficiently. The quicker the process, the sooner everyone can go drink! Consider sharing this general info at the rehearsal dinner verbally, or inside a nice thank you card to your bridal party and family members.
*****
7. Consider seeing each other before the ceremony. This is especially helpful in the late fall and early spring months when the sun sets (in Arizona) much earlier. If you have an early November wedding (a very popular wedding month in AZ) and plan your ceremony for 4:00 PM, and it does not start until 4:10 PM because it will likely start a few minutes late, that leaves only 45-50 minutes following your average-20-minute-ceremony and license signing to get all of your photos done. If you have a small-to-medium wedding with a few groupings, this is doable, but if your ceremony lasts longer or guests wander off, light and time are now of the essence. This is the number one thing I think most couples need help with planning because they often don't know how little light they will have after the ceremony. I always ask this question before a couple even signs the contract, so that I know ahead of time what to expect and can help them modify, if necessary, before the invites go out.
I know many couples prefer to not see each other before, however there are major pros to it, aside from the light and time factor. Those couples that do it always are so thankful they did. Not only do they get some private moments together they would not have had otherwise, I have actually seen more grooms well up this way when they can hug and kiss and talk to their bride-to-be beforehand. The expressions are heartfelt and emotional this way and we are able to put on our long lenses to capture those moments for you. And honestly, it does not replace the image of you walking down the aisle. I think the power of the moment is in the fact that you are walking down the aisle to begin your new life together and he knows he is about to be a married man. Whether he has seen you before this moment or not, you are still a vision, and the moment is still powerful, which is part of what makes him well up anyway.
However if culture or tradition or choice prevents you from not seeing each other before, just take into account the light and timing issues and consider moving your ceremony up so you can accomplish all that you hope for photographically.
A great resource for the sunset times is here. It lists all the States with the sunset times for each day of each month. Google your state with the words "sunrise sunset" for an even better interface.
*******
8. If you are getting married at a resort or golf club (actually, almost any venue), you will also get an on site coordinator/catering manager/event coordinator. Prior to booking, ask how they handle the day of and perhaps even request some references of couples who were married there before you. Ask them how their experience was in this regard. I have worked with wonderful site coordinators who are hands-on and help run your ceremony and day, keep a pulse on things and anticipate what you might need. And I have worked at some venues where the onsite coordinator was completely MIA. Brides were very frustrated because no one could find so-and-so and everyone was left wondering where the party should gather prior to the ceremony. An onsite coordinator is different than a full service wedding planner/consultant. The latter will take care of EVERYTHING for you, on the day-of and before. Except maybe yell at your Mom or your Groom if they are late. But don't quote me on that.
******
9. Try not to ask your photographer to find people who are missing, including said on-site coordinator. We are most happy to help where needed, but if we are looking for people, we are missing your moments. Ask another family member or friend to help locate those who wander off :)
******
10. Don't underestimate the amount of time your wedding coverage will take! This is one I see a lot with couples who feel they only need 4 to 6 hours of time, but don't take into account all of the above factors, or how long things really do take, including travel time, late starts, late people, or sunset factors.
*****
3. Know that hair and makeup takes longer than projected. It always does. Pad this time too. If you desire preparation coverage, this will vary from photographer to photographer as to when they show up as well as how much coverage the bride wants during this time. The majority of my couples do not want me there all day and find that arriving approximately 1 to 1-1/2 hours prior to putting on the gown is sufficient. But if you want your photographer to hang out with you (especially if there is a golf outing or something else) all day, let them know. Most photographers will tailor packages to suit your needs.
*****
4. Don't rush your picture time. Generally speaking, family formals can take anywhere from 15 minutes for small families, to up to an hour for very, very large families or lots of combinations. I have photographed 150 family members at one time, and that took awhile to get everyone in one place (aka, away from the bar). If you know your family runs late and tends to scatter, anticipate more time. I tell my couples it takes me about 3 minutes per regular size family grouping, on average.
Bridal party "portrait" time can run anywhere from 15-45 minutes depending on the size of your party, and bride and groom portrait (aka, fun, editorial, traditional, artistic, interactive pj) time can average 20-40 minutes. Some photographers request an hour with the bride and groom, and most will want to save those photos for the best light of the day (if possible), which is those final 30-60 minutes before sunset, or at least when the sun is lowest in the sky.
None of this takes into account driving from multiple locations if your ceremony and reception (and prep time) are in different locations.
******
5. If you would like to enjoy your cocktail hour with your guests, consider moving your ceremony up 30-60 minutes so you can finish all those pictures in time. Because what often ends up getting cut is adequate bride and groom time if the couple is ready to go drink with friends.
*****
6. If you desire some family formals (and 95% of families do request these), work with your photographer to establish a set time and location for your family and bridal party to meet for photos. Stress that it's important that everyone be there on time so it can move efficiently. The quicker the process, the sooner everyone can go drink! Consider sharing this general info at the rehearsal dinner verbally, or inside a nice thank you card to your bridal party and family members.
*****
7. Consider seeing each other before the ceremony. This is especially helpful in the late fall and early spring months when the sun sets (in Arizona) much earlier. If you have an early November wedding (a very popular wedding month in AZ) and plan your ceremony for 4:00 PM, and it does not start until 4:10 PM because it will likely start a few minutes late, that leaves only 45-50 minutes following your average-20-minute-ceremony and license signing to get all of your photos done. If you have a small-to-medium wedding with a few groupings, this is doable, but if your ceremony lasts longer or guests wander off, light and time are now of the essence. This is the number one thing I think most couples need help with planning because they often don't know how little light they will have after the ceremony. I always ask this question before a couple even signs the contract, so that I know ahead of time what to expect and can help them modify, if necessary, before the invites go out.
I know many couples prefer to not see each other before, however there are major pros to it, aside from the light and time factor. Those couples that do it always are so thankful they did. Not only do they get some private moments together they would not have had otherwise, I have actually seen more grooms well up this way when they can hug and kiss and talk to their bride-to-be beforehand. The expressions are heartfelt and emotional this way and we are able to put on our long lenses to capture those moments for you. And honestly, it does not replace the image of you walking down the aisle. I think the power of the moment is in the fact that you are walking down the aisle to begin your new life together and he knows he is about to be a married man. Whether he has seen you before this moment or not, you are still a vision, and the moment is still powerful, which is part of what makes him well up anyway.
However if culture or tradition or choice prevents you from not seeing each other before, just take into account the light and timing issues and consider moving your ceremony up so you can accomplish all that you hope for photographically.
A great resource for the sunset times is here. It lists all the States with the sunset times for each day of each month. Google your state with the words "sunrise sunset" for an even better interface.
*******
8. If you are getting married at a resort or golf club (actually, almost any venue), you will also get an on site coordinator/catering manager/event coordinator. Prior to booking, ask how they handle the day of and perhaps even request some references of couples who were married there before you. Ask them how their experience was in this regard. I have worked with wonderful site coordinators who are hands-on and help run your ceremony and day, keep a pulse on things and anticipate what you might need. And I have worked at some venues where the onsite coordinator was completely MIA. Brides were very frustrated because no one could find so-and-so and everyone was left wondering where the party should gather prior to the ceremony. An onsite coordinator is different than a full service wedding planner/consultant. The latter will take care of EVERYTHING for you, on the day-of and before. Except maybe yell at your Mom or your Groom if they are late. But don't quote me on that.
******
9. Try not to ask your photographer to find people who are missing, including said on-site coordinator. We are most happy to help where needed, but if we are looking for people, we are missing your moments. Ask another family member or friend to help locate those who wander off :)
******
10. Don't underestimate the amount of time your wedding coverage will take! This is one I see a lot with couples who feel they only need 4 to 6 hours of time, but don't take into account all of the above factors, or how long things really do take, including travel time, late starts, late people, or sunset factors.
Occasionally I receive inquiries saying: "We only need the ceremony covered and then a few formals after," where the expectation is that this should take about 1 hour. Most documentary style photographers will not even consider this because they simply cannot capture what we know (from experience) what you really want out of your photos and 1-2 hours typically is not enough to accomplish all that. But it doesn't hurt to ask. All photographers are different and willing to take on different challenges. Just don't be upset with your photographer if you don't end up with any great candids or story telling shots if they were only hired for 1-2 hours and you wanted them to primarily focus on formals.
*******
And finally, this does not necessarily have a lot to do with the timeline, but I find it can affect the overall experience of your guests and family members. If you hire a photojournalist/contemporary artistic photographer for your wedding, let your family members know that we will be there much of the day capturing not only your moments, but the details, candids, prep time, and more. We may lay on the floor, hold the camera directly over your head, and crouch in weird positions finding different angles (which sometimes will garner a strange look or two from those over 50). I find this is mostly a generational issue, since this style of photography did not exist 20 years ago. There is a method to our madness, and you know what it is, so the more you can explain upfront that this is the style of your photographer, the more comfortable everyone will be on the big day.
******
And finally, this does not necessarily have a lot to do with the timeline, but I find it can affect the overall experience of your guests and family members. If you hire a photojournalist/contemporary artistic photographer for your wedding, let your family members know that we will be there much of the day capturing not only your moments, but the details, candids, prep time, and more. We may lay on the floor, hold the camera directly over your head, and crouch in weird positions finding different angles (which sometimes will garner a strange look or two from those over 50). I find this is mostly a generational issue, since this style of photography did not exist 20 years ago. There is a method to our madness, and you know what it is, so the more you can explain upfront that this is the style of your photographer, the more comfortable everyone will be on the big day.
******
For additional resources on timeline planning, check out this blog by wedding & event planner Liene Stevens. She is the owner of Blue Orchid Designs and her blog is a great resource for brides, especially her "30 Days to Plan a Wedding" category.
Happy Planning!
Happy Planning!
Labels: RESOURCES
3 Comments For This Post ~ Add A New Comment...
