Helpful Tips

Photography Planning Timeline

When to handle key photography-related tasks during event planning.

6-12 months

Initial Photography Booking

Contact photographers to check availability for your date. Review portfolios, discuss coverage style, and compare packages. Popular dates book early, especially during peak wedding season.

Research photography services and review portfolios
Check photographer availability for your date
Schedule consultation meetings with potential photographers
Confirm booking and sign contracts

3-6 months

Detailed Planning Meeting

Meet with your photographer to discuss specific requirements, must-have shots, family groupings, and timeline coordination. Share venue details and any special considerations.

Provide venue information and contact details
Discuss important moments you want documented
Share family photo grouping lists
Coordinate with other vendors

1-2 months

Timeline Finalization

Finalize your event timeline and share it with your photographer. Confirm arrival times, key moment timing, and any last-minute changes to plans.

Share final event timeline with all vendors
Confirm photographer arrival and departure times
Discuss backup plans for outdoor events
Provide final guest count if relevant

1 week

Final Confirmation

Final check-in with your photographer to confirm all details, address any last-minute questions, and ensure everyone has current contact information.

Confirm all timing and location details
Share emergency contact numbers
Clarify any remaining questions
Verify equipment and backup arrangements

Event Day Preparation

How to prepare for smooth photography coverage on your event day.

Build in Buffer Time

Schedule extra time in your timeline for photography. Formal portraits, family photos, and group shots often take longer than expected. A rushed timeline leads to missed shots and stressed participants.

Recommended: Allow 30-45 minutes for family portraits, 15-20 minutes for couple portraits, and 20-30 minutes for wedding party photos.

Create Photo Lists

Prepare a list of important family groupings and specific shots you want. Share this with your photographer in advance so they can plan accordingly and ensure no important combinations are missed.

Include: Family groupings, specific detail shots, important guests to photograph, and any special moments or traditions you want documented.

Consider Lighting Conditions

Think about lighting when scheduling outdoor photos. Harsh midday sun creates unflattering shadows. Golden hour (the hour before sunset) provides beautiful natural light for outdoor portraits.

Timing tip: Schedule outdoor couple portraits during golden hour when possible. Indoor venues have more consistent lighting throughout the day.

Scout Photo Locations

Identify attractive spots at your venue for portraits and group photos. Share these ideas with your photographer, who can assess lighting and suggest additional locations you might not have considered.

Look for: Interesting backgrounds, good lighting, enough space for groups, and locations that won't be crowded with guests during photo time.

Designate a Photo Coordinator

Assign someone (not you) to help gather people for family photos. This person should know family members and be able to quickly locate people when needed for group shots.

Ideal coordinator: Someone organized who knows most guests, is comfortable directing people, and won't be in all the photos themselves.

Have Weather Backup Plans

For outdoor events, discuss backup plans with your photographer. Identify indoor locations that could work for portraits if weather doesn't cooperate. Flexible thinking helps salvage photo opportunities.

Backup options: Covered areas, indoor spaces with good natural light, or rescheduling portrait time to a window of better weather.

Wedding Photography Considerations

Specific guidance for couples planning wedding photography coverage.

Getting Ready Coverage

If you want getting ready photos, ensure preparation spaces have good natural light. Clear clutter from backgrounds. Hang your dress in an attractive location before the photographer arrives. Detail shots of rings, shoes, and accessories look better against clean, uncluttered surfaces.

Coordinate timing so both partners finish preparations around the same time. This prevents one photographer from waiting while the other shoots, maximizing coverage efficiency.

First Look Considerations

A first look (seeing each other before the ceremony) allows more time for couple portraits and reduces stress. It also means you can take all family photos before the ceremony, freeing up time for cocktail hour.

If you prefer a traditional first look at the ceremony, plan extra time after the ceremony for portraits. Guests will wait during cocktail hour while you take photos.

Ceremony Photography Etiquette

Discuss ceremony photography rules with your officiant and venue. Some churches restrict photographer movement during ceremonies. Understanding these limitations helps your photographer plan appropriate coverage positions.

Consider an unplugged ceremony (asking guests not to use phones/cameras). This prevents guests blocking the photographer's view and ensures everyone experiences the moment rather than watching through screens.

Corporate Event Photography

Guidance for businesses planning event documentation.

Define Documentation Goals

Clarify what you need photos for: social media, internal communications, marketing materials, or historical records. Different uses require different coverage approaches and editing styles.

Share brand guidelines with your photographer including logo usage, color preferences, and any visual standards that should be maintained in event documentation.

Identify Key Moments

Create a list of important moments: keynote speeches, award presentations, executive appearances, product demonstrations, and networking sessions. Ensure your photographer knows who the important people are.

Provide name spellings and titles for key individuals so photos can be properly captioned if needed for publications or press releases.

Consider Branding Opportunities

Plan photo opportunities that showcase your branding: step-and-repeat backgrounds, branded signage, product displays, and company logos. These elements make photos more useful for marketing purposes.

Coordinate with your event designer to ensure branded elements are well-lit and positioned for effective photography.

Turnaround Time Communication

Discuss delivery timelines early. Some corporate events need quick turnaround for social media or press releases. Express these needs during booking so your photographer can plan accordingly.

Rapid delivery might require additional editing staff or affect pricing. Clear communication prevents mismatched expectations.

Communication & Coordination

How to work effectively with your event photographer.

Be Specific About Preferences

Share examples of photos you like and explain what appeals to you. This helps photographers understand your aesthetic preferences. Also share examples of styles you don't want.

Trust Professional Judgment

While you should communicate preferences, trust your photographer's expertise about technical decisions like lighting, positioning, and timing. They know what works photographically.

Share Vendor Contacts

Provide contact information for your event coordinator, venue manager, and other key vendors. This allows your photographer to coordinate directly if needed on the event day.

Respect Delivery Timelines

Professional editing takes time. Your contract specifies delivery timelines. Avoid requesting early delivery unless discussed and agreed upon in advance, as this may incur additional fees.

After Your Event

What to expect during editing and photo delivery.

Editing Process

Photographers select the images for editing, removing duplicates, test shots, and technically flawed images. They then edit selected images for color, exposure, and retouching.

You receive edited, high-resolution images ready for printing and sharing. Raw, unedited files are typically not included in standard packages.

Online Gallery Access

Most photographers provide images through an online gallery where you can view, download, and share photos. These galleries typically remain active for several months.

Download your files promptly and back them up in multiple locations. While galleries stay active for a period, you're responsible for long-term storage of your images.

Printing Recommendations

High-resolution files can be printed at any size. For large prints, use professional printing services rather than consumer photo kiosks for optimal quality.

Your photographer can recommend reputable print labs if you're unsure where to have images printed professionally.

Sharing and Social Media

You're free to share your images on social media and with family. Many photographers appreciate being credited when you share photos publicly.

Respect your photographer's copyright. Don't edit their work or remove watermarks if present. Contact them if you need images in different formats or sizes.