Basic Guidelines

SAMPLE TIMELINES

Click here to see sample timelines!


ARRIVAL TIME

Please let us know the exact time you'd like the team to arrive. This is when your coverage hours begin. Hours are continuous. They do not stop until the team departs at the end of the event. The entire team must arrive and depart together at the same time. If you'd like the team to spend time walking around the venue and scouting locations, this must be included as part of their regular paid coverage hours.

Some couples and planners get confused by this section, so please read carefully. We want to be as helpful as possible! 

Your team cannot arrive at exactly the same time as your First Look or Ceremony. The arrival time must be at least 30 minutes before a First Look, included as part of the regular paid hours.

If the first event you'd like us to capture on your timeline is a First Look or Ceremony, your team must arrive 30 minutes in advance as part of their regular paid coverage hours. This only applies if a First Look or Ceremony is the very first event you want the team to capture. If your First Look or Ceremony happen in the middle of your timeline, no need to worry, we'll be able to prepare in between the rest of our work! Preparing for a First Look is always helpful, but you do not need to set aside time for preparation if your First Look is happening in the middle of your regular coverage.

For Example: If your First Look is happening at 11:30 AM, you must plan for the team to arrive at 11:00 AM or earlier. This is part of the regular paid coverage hours. They'll need this time to organize what you'll do and make sure they're ready for this important event. 

Your team does not need extra time to prepare for capturing more flexible activities, such as getting ready, hair and makeup, and so on. These are typically more casual, so your team can set up their equipment as they need it. They'll be ready to start capturing getting ready, hair and make-up, etc. within just a few minutes from their arrival.

The Arrival Time refers to the team's arrival at the main entrance of a location, such as a hotel lobby, entrance gate to a National Park, parking lot for a trail or hike, and so on. For example, if you are getting married at a sprawling resort complex, please remember your team will still need a few minutes to actually get to your location.

GRAND EXIT

If you're planning a sparkler exit or send-off, keep in mind it will usually take your guests about 15 minutes to "get in position." Please keep this in mind when planning your timeline. Many couples prefer a faux grand exit. This is a great idea! First, it reduces your hours of coverage. Second, it allows more of your guests to participate, since they don't need to wait until the end of the night to send you off in style!

If your event runs late, please remember the team is required to be paid in full-hour increments.


EXTRA HOURS

We are happy to add extra hours if you decide you'd like more time. We offer additional hours in full-hour increments at the rate listed in the contract. We'll do our best to check in if things are running behind schedule to ask if you'd like to add extra coverage.

If we're still in the middle of a key event like toasts or first dances when our coverage hours are over, we generally assume you want us to stay to keep capturing these special moments. If you are absolutely set on ending at the scheduled departure time, even if events are still in progress, please feel free to let us know.


MEAL BREAK

We usually take our meal break when the wedding couple eats dinner. (That's the only time during the reception when there will be a natural pause in the activity!) The meal break is included as part of your regular coverage hours. Some caterers can be very picky about when the photographer or videographer gets to eat. They may insist that we wait until the end of dinner. That's a problem, because it means we'll be taking our meal break when toasts or first dances are starting. We don't want to miss these important events, and we also don't want to cause a delay because we're not ready.

We suggest letting your caterer know that your photographer or videographer will be eating at the same time as the wedding couple.


PARKING

Many venues provide free parking for vendors. If not, we'll do our best to find reasonable secure parking or valet parking at the hotel. This would be reimbursed by the couple according to our contract. 

EXCELLENT SERVICE!

It's extremely important to us that you are satisfied. Please reach out any time if there's anything we can do!


PLANNING PHONE CALL - OPTIONAL

Every wedding package includes one optional free telephone call for consultation and planning guidance lasting up to 30 minutes. Additional consultation with our planning expert and photographer is available for $150 per hour. The purpose of a planning call is to answer your questions about your timeline or other photography or videography issues. For example, we can give you guidance about how long it takes to capture certain types of pictures. Please understand we'll reserve your consultation session on our calendar, so a rescheduling fee applies if it's cancelled. Please be sure to let us know if you'd like your lead photographer to join your planning session! Our photographers have extremely busy schedules, so it can be more difficult to find a mutual time for everyone. We suggest offering 5 or 6 potential meeting time(s) so we can try to arrange a good time for everyone! Availability for planning sessions would be during regular business hours.