Book & Assign
Wedding Guide - Clients receive this during the booking process. Wedding coordinator will handle all of the marketing, sales, invoices, contracts, and payments.
How it works - When a new client is booked, it will be shown in Sign Up Genius. These are usually posted, unless the wedding is quite a ways out. Jobs are usually left open for a week until it is awarded. Multiple contractors will be able to ‘sign up’ for a single job. Once the allotted time is up, wedding coordinator will award the project to the selected photographer and/or videographer. You will then be added to the Releventful event, be sure to check your email before then. From there, you will be responsible for reaching out to the client in introducing yourself as well as going over wedding details.
As multiple contractors are able to ‘sign up’ for the same project, it is up to the wedding coordinator to select which one is most suitable. This is based on a variety of factors including the contractor’s responsiveness, timeliness, professionalism, good/bad reviews from clients, etc.
Contact Client - within 48 hours (skip the weekend) of being assigned to a project, send a message in Releventful to set up your first call (either through phone or zoom, however the client prefers) with the client. If the wedding is coming up soon please reach out sooner.
NOTE - Sometimes, after you are assigned a wedding, you find you are no longer available to cover that job. You are responsible for working with us to find coverage to replace you. Most team members are always looking to pick up jobs so they will respond right away. If you’ve tried and still have not been able to find coverage, reach out to wedding coordinator and she can help you. You are ultimately responsible, but we will assist you in the event that this happens.
Once the client has booked our services, communication primarily happens in their personal Releventful event.
Here they should be able to connect with their team member(s), and receive support from you and the wedding coordinator.
Hyper communication is key
•5 hours of photography and videography
• 500+ fully-edited photos
• 4+ minute highlight video
• 60-second social media teaser
•7 hours of photography and videography
• 600+ fully-edited photos
• 5+ minute highlight video
• 60-second social media teaser
• 9 hours of photography and videography
• 700+ fully-edited photos
• 6+ minute highlight video
• 60-second social media teaser
1.5 hours. Choose your outfit and location, have fun while capturing your precious one-on-one moments.
1.5 hours. Portrait session that focuses solely for you and takes place before the wedding. Have your hair and make-up done while photographed on your wedding dress.
1.5 hours. Capture those mingling, games, and gift-giving with your girlfriend 2-6 months before your wedding date.
Wear your wedding dress again and be creative in taking awesome pictures without the stress of such a big event
Get 2 hours of amazing photos and videos on your small, intimate, meaningful, and authentic wedding.
Photoshoot/Video from the above using a drone and we'll help you make sure your venue allows drone.
You will make 2 calls for each wedding through phone or zoom, however the client prefers. The first happens within about 2 weeks of booking and the second 2 weeks before the wedding.
Review our "Comprehensive Wedding Questionnaire" that the client submits in Releventful before your call and take the time to update this during/after your call. If the client hasn't filled in the survey you can pull it up in Releventful and go through it together.
Topics for call:
The wedding details list how many songs they need to choose for their video. They typically need 1 or 2 with words and 1 or 2 without words (recorded audio will be played over the instrumental ones). These are the sites they can choose from for their songs:
- fyrfly: This is where they will find most of the mainstream songs. If there is a pink "P" next to the song, there will be an additional $35 charge to purchase the license.
- musicbed: If you see a crossed out dollar sign by a particular song, there will be an additional $59 charge to purchase the license.
Ask if there are any sensitive family situations you should be aware of.
TAKE NOTES IN RELEVENTFUL, THEN SEND A FOLLOW UP EMAIL to the client within Releventful going over the things you discussed on the call to make sure you are both on the same page.
2 weeks before the wedding, schedule another call with the client.
We also created an "Engagement Posing Tips" page for you as photographers that we hope you'll find helpful. Once you complete the shoot, upload them to our DropBox Account.
Shooting the Wedding
- Wedding Details - review, print out, take a screenshot.
- Second shooters may only be scheduled for part of the coverage time. Be sure to review this. Primary shooter to inform second shooter when to be there and what they should cover.
- Review our Wedding Mastery Training Videos.
- Dress professionally! (business casual is the minimum)
- Arrive at least 30 minutes before the coverage time begins.
- If coverage time exceeds 5 hours, the client is required to give you a 1 hour break and can be substituted by a meal provided by the photographer/videographer themselves, or by the wedding catering. If not applicable, however exercise etiquette and don't eat until invited to. Also, keep that meal break in mind when planning the timeline with your client. If they book 8 hours of coverage you will most likely be there for 9 hours total to include that 1 hour meal break. It is best to work this out with your client on your pre-wedding phone calls so you get the break you need and they get all the important moments covered.
- Equipment Check
- Primary shooters are required to have a backup body.
- Clean regularly to avoid sensor & lens dust buildup/scratches.
- Have plenty of batteries and empty SD cards (periodically switch out cards to safeguard against possible corruption).
- Have fun! Be a positive and calming force for them on what can be a stressful day.
- Take charge when needed (family photos, portraits of bride/groom)
- Blend in when needed (ceremony, reception)
- Remember that especially with COVID, do NOT touch anyone without permission.
- Ask how close they would like you during the ceremony. Some couples prefer you keep your distance, and others want close-ups.
- Smile, and ask for a smile! Help things move along without being pushy. Help the couple show you how happy they are!
- Be creative and don't take the same shot too many times.
- Work cohesively with the other team members (if there is both photo & video). Don't fight for a spot or get in each other's way. Don't stress the couple or the other team member out.
Please take some time to go through our wedding video galleries to get a clear view of our style and what we are looking for throughout the course of a wedding.
Please take some time to go through our wedding photo galleries to get a clear view of our style and what we are looking for throughout the course of a wedding. We also have an engagement photo gallery that is a great place to get posing ideas.
First Look or After Ceremony
walking down the aisle
single of bride
single of groom
b/g looking at each other
going down aisle together
details of decorations
all bridal party
single of groom
single of bride
reaction of groom
throw the dress
- Backup ALL your media on your own drives right after a wedding shoot, preferably that same evening if possible to avoid corrupt SD cards.
- Images and footage should be in 3 different places.
- Please keep them on your hard drive until the wedding coordinator gives you the okay to delete them (generally a week after delivery - just in case the client wanted a specific photo or they remember you recording a specific moment.)
Cull your images/footage - As you are doing the upload, please go in and cull the photos. The number of expected photos should be listed on your personal spreadsheet. Since we pay the editing team per image we’d like to eliminate any throw away or duplicate shots. We aren’t opposed to over delivering to our clients if there are just so many amazing shots that need to be included. If you are bringing along your own 2nd shooter, you are responsible to cull and upload or work with them to do that.
- Upload to DropBox account - Within 48 hours, upload your culled images or clips.
- Export your images at the highest possible quality setting.
- Photos need to be in RAW format.
- You will see an upload link on your Booked Projects spreadsheet which is where you will upload your photos / video clips.
- You will receive a link via email where you can view your folder to ensure that your upload has completed.
- Smaller batches: Depending on your internet connection, it may work best to upload in smaller batches.
- Submit your invoice: Invoices are processed every monday. Submit all media and invoices by 9 A.M. Monday, with payment arriving the same day. If not, allow one week after submitting your invoice to see your payment.
Once this is done, you’re all set! The editor will edit the photos/highlight video and create a Pic-time album/YouTube link. Once the edit is complete the wedding coordinator will send you a link to approve before final delivery to the client.
RAW photos are NOT included in any of our packages. However, if a client is requesting raw photos, please let your wedding coordinator know and she will coordinate that delivery.
RAW video is included in our packages for our clients at no charge. The wedding coordinator will send the client the link to the RAW video folder when delivering the other wedding media.
Team members must backup all RAWS for at least 30 days after delivery.
Edit & Deliver
- Edit - Wedding coordinator will send it to the editing team, and they will edit all images and videos.
- Q&A Check - Wedding coordinator and the photographer/ videographer will both do a Q&A check and give final approval on images and videos.
- Deliver - Wedding coordinator will send the links to the photos (Pic-time) and videos (YouTube) to the client through Releventful.
Turnaround time - We strive to give our clients their media between 30 business days and 60 business days of their wedding. We generally tell them to plan for about 6 weeks, however during peak wedding season sometimes it can take longer.
You should include the following on your invoice:
BODY - Full Frame DSLR or Mirrorless
LENS - Fast Prime 50 1.8-1.2, 35 1.8-1.4, a wide enough angle for big family shots 24mm, 35mm.
OTHER - The nature of this position often requires a flash/hard light, or extremely good low light capabilities.
AUDIO - External Audio Recorder, such as the Tascam DR-05, required.
NOTE: Audio is not included in our regular packages. If your client requests audio of the ceremony, vows, and speeches or clips of the audio edited into their highlight video and it wasn't specified in the original project specs, let the wedding coordinator know and she will coordinate that with the client.
BODY - Minimum Resolution and FPS Standard: 1080 60fps anything above is a benefit. DSLR, Mirrorless - Full Frame, Crop sensor, Super 35
LENS - Any lens that’s at least an F4. Something in the 2.8-1.4 area preferred for low light and DOF. (some kind of good zoom and a fast prime combo preferred)
STABILIZATION - Camera Body IBIS is not necessary, but some form of stabilization is required. Lens IS, Monopod, Tripod, Gimbal, etc. (stable enough where we don’t have to warp stabilize every clip
Drone will be specified in the original project bid. If you have Drone equipment you are welcome to bid on those video jobs.
Drone equipment needs to have decent stabilization on the gimbal so footage isn't shaky. Minimum shooting quality is 1080p, 24fps.
*Please note that it is YOUR responsibility as a 1099 contractor to make sure you have the legal licenses and permits required to shoot drone footage for PPP. Also, there are some areas that are considered no-fly zones. Even with a license, drones will not be able to take off in no-fly zones. Please review your event locations for any restrictions when you are awarded the job. Drone footage will also depend on weather conditions. Drones should not be flown in inclement weather as it can damage the equipment and disrupt the footage.