Planning Guide
so You're getting married...
This guide is designed to help you throughout the planning process and is full of helpful tips so you can move confidently toward your wedding day. We hope that we are more than just your video team. We want to be helpful with planning so the entire wedding experience is that much easier! After all, we are here to capture smiles on your wedding day, and want to make sure everything is set up for success so we have many to capture.
Inquire about your day
And we are SO excited for you!
where to start
What is important to you?
Planning your wedding can be so exciting, but it can also be overwhelming. There are so many decisions you will be making! Our best advice is to decide on the things that are absolutely important to you. Just because someone else had a bouquet toss, doesn't mean you have to! Try something different like a flower grandma, or a flash mob first dance. Don't let tradition keep you in a box. Your wedding day is one of the most special days of your life! Embrace the parts of tradition that you've been looking forward to, and also don't be afraid to let other things go just because it's "normal". Imagine what the best day ever would look like, and plan it! Also start thinking about how you want your day to feel (maybe you want a cozy, intimate feel, or maybe you want a BIG party!) -- this will help you make decisions down the line too.
Lean on your team!
We know that for most of our couples, this is your first time, and hopefully last time planning a wedding haha! We never expect our couples to be experts, that's our job! We always recommend working with a planner or a coordinator, this is by far the easiest ways to relive stress for your wedding day, but don't forget that we and your other vendors are here for you too! Believe me, when I say, we've seen it all... Take the advice from your vendors because we know how to have the best chance for a smooth wedding day! You don't have to figure it out on your own!
videography tips
01. Lighting in Key
Lighting is the single most influential factor when it comes to the image quality of your film. As amazing as our editor is, if you're standing in harsh light overhead, you will have shadows on your face commonly known as "raccoon eyes", he's not magic. Similarly, if your venue is all indoors and they use yellow lighting, it can make skin tones look quite funky. The ideal lighting is natural (from the sun) and even (not splotchy). Keep this in mind when choosing your locations. If you want to shoot outside, stick to areas that are fully shaded or plan for shooting during "Golden Hour" (the hour before sunset). When indoors, stick to spaces with lots of windows. It's actually best to turn off the inside lights and just let the window light create a soft glow if it's not too dark. There are two kinds of light, daylight "white" light, and tungsten "yellow" light. Any situation where you have both at the same time can be quite unflattering because cameras can only be set to adjust for one light temperature. Try to stick to only one light source and it will look so much prettier!
02. Add some Movement
As our shooters are filming alongside your photographer throughout the day, there's one tip to help make your time so much more efficient! As you can imagine, your photographer is going to pose you during the day for tons of great shots! While these poses look great as photos, you can
imagine how awkward a video can look of someone standing perfectly still. What video needs is movement! This will help the pose look great for your photographer and natural for your film at the same time. When your photographer poses you, simply add some movement. For example, if they pose you looking into each other's eyes, add some movement by running your hand up your partner's neck and pull them in for some quick kisses. You don't have to change the pose, simply move within the pose. For help coming up with movements, just think of what you would naturally do in this position. How would you get there? Play with your hands and your eyes, and remember kisses are never off limits! Just avoid standing completely still, and move however it feels natural! Remember we can edit out anything that comes out awkward, so don't hold back!
03. Don't forget Audio
Another aspect that makes video unique is audio. It's so special to include sound bits from moments like your vows and receptions toasts! Audio helps tell your story in the film, and make it unique to you and your family! It's not just a music video. For this reason, we HIGHLY recommend writing custom vows! This allows us to capture more of what makes your wedding yours! Feel free to watch our portfolio for examples of what this can look like!
For some quality tips, there are three common mistakes to watch out for, and some steps you can take to make a huge difference. First, if it's outdoors and windy, turn your back to block the wind from the mic or plan for a decor piece to block the wind where you will be standing. Second, especially for the reception toasts, avoid setting up any speakers near or pointing toward where the speakers will stand. Loud speakers will overpower the person speaking and the mic will record the sound of the speaker (distorted) instead of the actual person, even if the mic is up to their lips. You can still use speakers, just make sure they're not pointed at the person speaking! Finally, our last tip is to speak as loud as you can! When it's time for your vows, emotions are high, and you may be holding back tears... you may also be tempted to mumble your vows! Since we do not typically mic up the bride (difficult to hide in wedding dresses), this is even more important for the bride. Speak as loud and clear as possible during your vows. We know this is a lot to ask, but it's just something to keep in mind if you're hoping for good audio to remember those vows!
04.Inform your VIPS
Not everyone is familiar with Wedding Videography! The amount of times a guest has mistaken us for photographers would surprise you. What we want to avoid is issues interacting with your VIPS. It's helpful to let your wedding party know we will be around during prep ahead of time. Communicate with those who will be giving speeches so they know when to come find us prior to their toast to get mic'd up. There's nothing worse than a Groom refusing to wear a mic seconds before walking down the aisle because his (almost) wife forgot to mention she hired videography (yes, that has happened). Anyone who will be speaking or included in main shots should be informed ahead of time that we will be taking video for you, and their cooperation is out of respect for your choice to hire us.
Find the perfect space
When choosing your getting ready location, look for somewhere that is nice and open with lots of natural light. This is your wedding day, so you want to feel comfortable! If the space your venue offers for getting ready does not seem like a good fit, consider renting out a cute air bnb or boutique hotel room nearby.
getting ready
share your timeline
Obviously, you and your planner will know the timeline, but it helps to share it with everyone else! We recommend creating a few different timelines for each group! No need for your bridesmaids to have the catering schedule. Make timelines for everyone in your wedding party for each
of their events so they know when and where they are needed, with minimal
confusion! The Groomsmen-only timeline is especially helpful ;)
getting ready
first looks
Before we chat about the timeline, let's touch on first looks...
It is no secret that both wedding videographers and photographers LOVE first looks. Why? Not just for the special moment and beautiful, emotive shots we get to capture when you do one, but also for the more relaxed timeline first looks allow us to create.
When you do a first look, this allows us to get shots of the two of you and group photos BEFORE your ceremony. This means we can knock out couples shots, wedding party shots, and even some family shots if you want! Doing these before your ceremony allows for a far more relaxed/enjoyable video and photo-taking experience.
Without a first look, we will need to take ALL couples photos, wedding party photos, and family photos after the ceremony. This is a ton to squeeze into a short time frame, and you + your family/wedding party will likely be eager to get to your reception and celebrate. Plus, if you are getting married in the fall or winter, the sun goes down much earlier in the day and this may not leave us with any natural light for all of these important photos.
Finally, if you're choosing to swap pre-ceremony letters, it's much better to read them to each other during your first look rather than by yourself in your prep room. It helps make the emotions even more real, and the words come out way more natural when you're actually speaking to a person!
If having a stress-free, intentional day is a priority for you, we highly recommend doing a private first look and taking advantage of the time it carves out for just the two of you (which is rare on your wedding day!). Seeing your partner can calm your nerves. You will likely get more photos by doing a first look. And lastly, the moment of you walking down the aisle will STILL be incredibly special!
01. Prep Scenario #1:Same Venue/location
If you are getting ready with both parties (guys/girls) at the same address (ie. same hotel with different rooms or same venue with different suites) then you have the option to split shooters during prep so one is with each party for coverage.
TIMELINE TIPS
prev
/
next
02. Prep Scenario #2: 2 Different locations
When getting ready with parties at different addresses (ie. different houses/airbnbs/hotels) we recommend staggering your prep so that our team can work most efficiently to capture footage with both parties. As a reminder, our shooters work in tandem and do not drive to separate locations, so must be within walking distance at all times.
In order to most efficiently capture footage with both parties, this is our recommendation for coverage: Start with the bridal party for the last 30 minutes of hair and makeup, pj/robes shots, and getting into dresses. Meanwhile, have the groom's party arrive to their prep location and start putting on the basics (ie. pants, shirts, shoes). Then once finished with the girls, our team will move to work with the guys to catch the final accessories (ties, cufflinks, and boutonnieres).
Keep in mind accounting for driving time in your itinerary. One option to save time, is to build in time for shooting the guy's prep at the ceremony venue (if different from their prep location) before the ceremony starts, to reduce the total driving between locations.
TIMELINE TIPS
prev
/
next
03. buffer time
We always recommend couples build plenty of buffer time into their timelines. For example, if you expect something to take 30 minutes, build 45 minutes into your timeline so that you will not feel stressed or rushed if things are running behind. Hair and makeup can often take longer than expected! Remember the one thing we cannot manipulate is the sun. Once it has set, we cannot bring it back up for photos. You can never add too much buffer time!
TIMELINE TIPS
prev
/
next
04. grand exits/entrance
If you're crunched for time, consider having a mock-send-off! Simply grab your sparkles in the middle of dancing rather than the end. Our shooters only need an hour of open dance floor coverage (after this it becomes a bit overkill), and families with kids or guests who've travelled will often leave early. This allows you to have the most guests around for your send-off, and use more coverage hours with your photo and video teams earlier in the day. Simply run back through and continue dancing after. Not to mention, if you have an open bar, you may not want all the late-night shenanigans included in your wedding film. What happens after 10 pm often isn't best on camera ;)
TIMELINE TIPS
prev
/
next
2:00
3:00
3:10
3:40
4:00
4:30
5:00
5:40
6:10
6:30
6:45
7:00
7:45
8:00
8:15
8:30
9:30
9:45
10:00
Bridal Prep (HMU, PJ Pics, Bride into Dress)
Drive to Groom's Prep Location
Groom + Groomsmen Prep
Drive to Ceremony Location
First Look with Couple / Read Letters / Couple's Photos
Immediate Family & Wedding Party Photos
Ceremony
Family Portraits
Couple's Sunset Session
Sunset / Prep for Reception (bustle, HMU touchups)
Grand Entrance
Dinner
Toasts
Cake Cutting
First Dance / Parent's Dances
Open Dance Floor
Bouquet Toss / Garter Toss
Private Last Dance
Send Off
Bridal Prep (HMU, PJ Pics, Bride into Dress)
Drive to Groom's Prep Location
Groom + Groomsmen Prep
Drive to Ceremony Location
First Look with Couple / Read Letters / Couple's Photos
Immediate Family & Wedding Party Photos
Ceremony
Family Portraits
Couple's Sunset Session
Sunset / Prep for Reception (bustle, HMU touchups)
Grand Entrance
Dinner
Toasts
Cake Cutting
First Dance / Parent's Dances
Open Dance Floor
Bouquet Toss / Garter Toss
Private Last Dance
Send Off
sample timeline
Simply adjust based on the sunset for your time of year and what activities you are/aren't including! Don't forget to add plenty of travel time if you're using multiple venues!
having an
Unplugged Wedding
We get it, your wedding day is exciting and your friends & family are probably eager to snap some phone photos! During certain parts of the day (such as the reception), this is completely acceptable; however, many guests do not realize that certain moments (such as the ceremony) are not the time to be on their phone.
We have seen many instances where a guest sticking their phone out into the aisle obstructs not only the moment as it unfolds, but also the videos we are taking as the hired videographer. To avoid having phones dangling out of the aisle and to allow guests to be more present, we strongly suggest having an unplugged ceremony.
We recommend asking your officiant to make a brief announcement before the ceremony, asking all guests to turn off their cell phones and please refrain from taking photos during the ceremony. This way your photos and videos will not be ruined by phones or iPads, and your guests will be free to enjoy the moment and be present with you!
Why to consider having one..
wedding self-care
Don't let wedding planning consume your whole life! Try setting aside certain days to plan, meet with vendors, etc. You can also make wedding planning a date with your partner! Grab your favorite take-out food and make it something fun together. Lastly, if you feel overwhelmed, consider hiring a wedding planner. They are worth the investment and can not only help take some pressure off of you but help us focus on our job rather than having to be impromptu day-of coordinators trying to keep everyone on schedule. The smoother the day goes, the better we can capture it!
Set aside time to plan.
It's best to accept it now. Something will go wrong. Maybe even a few somethings. There are so many pieces coming together on your wedding day. Do your best to plan ahead for margin. Seriously, we've seen Groomsmen make last-minute Walmart trips for shoes, and florists show up 3 hours late. Extra time will always be helpful. But go into your day knowing that there may be unexpected bumps. Rather than letting it stress you out, keep in mind that what matters most is that you are getting married! (And all of your people are going to be there, celebrating with you). The couples who have the BEST time at their weddings are the ones who really focus on what matters, and don't sweat the little things. The mistakes just become great stories down the road anyways!
Focus on what matters.
COMMON QUESTIONS
Please review this full Planning Guide to help prepare with all the information to create an amazing day. Between 3-4 months out from the big day we will initiate the next steps with our Style Questionnaire to gather your styles preferences. We will rope your planner/coordinator in at this stage so they can help you complete the information as well if you prefer. Then we will follow up with the final questionnaire between 1-2 months out to gather the completed timeline and details. Once you have filled out the final questionnaire, we have everything we need and will see you on the big day!
Yes! We will bring lavalier microphones that are small and will fit inside the jacket or back pants pocket of the officiant and groom for capturing ceremony audio. We will use these same mics for any other audio throughout the day such as toasts, letter reading etc...
They are self contained, and will not interfere with any event audio equipment set up by your venue or DJ since they are not transmitting a frequency.
In our final questionnaire a few months prior, you will select which hours you would like to designate for coverage! However, what most couples do, and what we recommend for our best work is to begin coverage with the final 30 minutes of hair and makeup. No need to cover what may be hours of getting ready, it's only the final touchups that we need! Then we will continue coverage through the remainder of prep, into the ceremony, and through the reception. We suggest ending the night with a send-off, in which case our shooters would conclude coverage after that is complete. However, if you're not interested in a send-off and instead want to leave the dance floor open into the evening, we recommend an hour of coverage on the dance floor! After all, your wedding film will feature the dance floor, but by no means will it be half of the film, so it's unnecessary to capture 3 hours of dancing anyways! Please reference our sample timeline above to see exactly how we recommend breaking up the days events.
You will meet your team the day of the wedding! As a reminder, all prior communication (and after the wedding as well) is directly with us. Our shooters simply work for us as day-of camera operators, and do not make decisions about your project. All information concerning style preferences, timeline, ideas etc... must be communicated to us directly as we have full creative control over your films.
They will be fully briefed on your specific day-of needs ahead of time so they can capture it according to your style and content preferences. If you need name cards, "Videographer 1 and Videographer 2 is standard".
Nope! Compared to other industries with lots of equipment and staff on site, our service has a very small footprint and works on the go. Our team members are used to working at new venues every week, so they need no prior introduction to capture your day and are already prepared for every kind of setting. Not to mention, the most important factors to picking shot locations such as lighting, changes daily based on weather and time etc... so it is no benefit to see the location before the actual event because these will simply change anyways.
Prior to and after the wedding, you will communicate directly with James. He oversees every single step, and make all decisions top-down. We will complete the booking, planning and editing/delivery process with you via email, and our shooters will work directly with you during the wedding day to operate the camera and audio equipment to capture the day to our standards and your preferences.
The majority of day-of communication will be directly with our team. Please remember we do not share their personal contact information, as you will communicate with them in person. They will be given your POC contact information should they need to reach out.
However, should a unique need or emergency arise, we have a special dedicated line for you to reach us directly. For any day-of needs, TEXT (we do not answer calls at this number) 213.255.5044. This will receive the fastest response, so please share this with your planner as well. Any needs should be texted to this number so we can consult with your team and respond accordingly.
Some examples of information/situations where you should text this number:
1. You have obtained the hotel room numbers the morning of the wedding.
2. You need to request to add coverage hours day-of due to schedule delay.
3. Any emergency that impacts our services.
Some examples of information that you should not text:
1. To ask for our team's ETA prior to the coverage time.
2. To "check in" prior to arrive time. If anything is wrong, you will hear from us.
3. Any requests that are not relevant to the day-of (such as editing requests) that do not require an immediate response.
We totally understand that wedding days can fall behind schedule and you may need additional coverage to include all the events you originally hoped to capture. While coverage can not be guaranteed unless purchased ahead of time, we frequently extend last minute to help accommodate a timeline that has gone over. First, please confirm with your team members whether they are available and willing to stay the additional time needed. They may have other commitments and are unable to extend. If they are able to continue, please text us at the number in the previous FAQ, the number of hours (whole hours only) that you are adding so we can update your proposal and send a revised invoice. You do not need to complete the invoice immediately, simply text to confirm the extra hours, and complete the additional invoice the next day and enjoy the rest of your night!
As per our agreement, please reserve one meal per shooter (no specific dietary preferences) for the event. Please remember you also agreed to ensure that our team is plated first, before guests, to allow time for them to have 30 minutes for dinner, uninterrupted. Dinner time is the most efficient time for them to eat, as we do not capture footage of guests eating, so this the best natural down time for them to eat as well. Please reserve a vendor table or designated place for them to eat so they are still near the event and can ensure nothing is happening without them present. Per our agreement, if toasts are next in the timeline, please remember to build in 15 minutes after the 30 minute dinner time to prepare equipment and mic your speakers before beginning toasts. The time between them getting their food and the first reception speech should be no less than 45 minutes minimum.
Please know that tips are in no way required! However, most couples do tip and often ask for guidance on how to tip so here are some helpful recommendations. Our teams work long hours on their feet for your special day, so it's incredibly appreciated if you choose to tip them. If you would like to tip them, please set aside cash for the day-of the wedding that you can give to each shooter individually. Please do not make out checks to our company as they cannot cash them. The amount is completely up to you and whatever you feel comfortable with, however it may be helpful to know that the typical tip they receive is around $50 per shooter.
