Your wedding photographer is there to capture the moments you’ll treasure forever, but even the best photographer can’t read minds (however our experience is a bonus!) Sharing key details ahead of your big day ensures they can be on the lookout for the moments, people, and elements that matter most to you.
This is why when your wedding day approaches, I always catch up with you over the telephone or by Zoom/Face time call to go through the order of your day, family members and their names, bridal party and any other key details.
Here’s what you should communicate to your photographer to make sure nothing is missed.
1. Your Must-Have Shots
Every couple has specific moments they want captured. Whether it’s a romantic sunset photo (praying weather is playing ball!), a particular family grouping, or a candid of your grandparents dancing, make a list of the shots that mean the most to you.
• Family Groupings: I always go through family members and their names to help prevent anything being missed. I write these up for you to proof read and make sure no one has been missed and all combinations are achieved. For example, “Bride with Mum and Dad,” or “Bride and Groom with both sets of parents together.” This avoids confusion and ensures no one is left out.
• Special Moments: Is there a private first look, a sparkler exit, or a surprise dance planned? Let your photographer know so they’re prepared to capture it.
• Important Guests: Highlight key people who aren’t immediate family but are significant to you, such as a mentor or a childhood friend.
2. Your Timeline
Share your wedding day schedule with your photographer, including all events and key moments.
I always coincide the timing of our catch up with when you have caught up with your wedding venue/planner/caterers as these timings have been discussed and fresh in your mind.
Timings include:
• Ceremony start and end times.
• Reception highlights (e.g., first dance, speeches, cake cutting).
• Sunset time (if you’re hoping for golden hour portraits).
3. Family Dynamics
If there are sensitive family situations, let your photographer know in advance. Whether it’s divorced parents, estranged family members, or new relationships, this information helps them navigate group photos tactfully and avoids awkward situations.
This is one area we discuss in the pre-wedding catch up if this is the case. By discussing this ahead it saves any awkward situations for you and also family photographs can be captured efficiently and no one is left out.
4. Any Unique or Sentimental Details
You’ve spent months planning every detail, so make sure your photographer knows what’s special to you.
• Personal Touches: Handmade decor, heirloom jewellery, or a custom cake topper.
• Sentimental Items: A locket with a loved one’s photo, embroidered handkerchiefs, or your something borrowed and blue.
• Cultural or Religious Traditions: Inform your photographer about any specific rituals or traditions they may not be familiar with so they can prepare to capture them respectfully.
5. Surprises
Are you planning to surprise your guests—or even each other? Whether it’s a choreographed dance, a flash mob, singing waiters or a special gift exchange to the bride/groom, your photographer needs to be in the loop to ensure they capture the reactions and key moments.
If this is a secret after the pre wedding meeting I always say message or email me separately if you want your other half to not know but I can be prepared to capture the reaction to the surprise!
6. Your Preferred Style
Every photographer has their unique style, but letting them know what you love can help them tailor their approach. Share your preferences for:
• Posed vs. Candid Shots: Do you love natural, documentary-style images or more polished, posed portraits?
• Examples You Love: Share photos or inspiration boards to give them a sense of your vision.
Lots of my couples say that they love my candid photos, I love capturing them too! I am always up for any suggestions that you want to let me know. I want to make sure you 100% have the best experience with me and great memories!
7. Restrictions or Venue Rules
Some venues have restrictions on where photographers can stand or whether flash photography is allowed. Share this information ahead of time so they can plan accordingly.
This can be key particularly with stricter Vicar and Vergers. I have found in the past by contacting them before the wedding day and have an informal chat with them, had the opportunity to explain things to them, it can pay dividends on the wedding day as things have been discussed and trust and respect has been made.
8. Key Locations
If your wedding involves multiple locations, such as a church ceremony and a separate reception venue, provide clear addresses, travel times, and any specific areas you want highlighted (e.g., a favourite garden at the venue).
This is so key! I always ask you to triple check the wedding timeline to ensure that the addresses and times are correct.
9. People or Moments You Don’t Want Photographed
While most couples want their photographer to capture as much as possible, there may be certain moments or people you prefer to avoid. Be upfront about your wishes, whether it’s skipping getting-ready photos or avoiding areas of the venue as an example.
10. Flexibility for Candid Moments
While it’s great to have a shot list, trust your photographer’s expertise to capture spontaneous, heartfelt moments. Share your priorities but give them the creative freedom to document the day as it unfolds.
Time is key here too! This is why I always like catching up with you before the wedding to check timings. Having done weddings since 2009, 2 hours is a great amount of time from the end of your ceremony to when you sit down for the wedding breakfast. This allows for the freedom and time to capture candid moments while you equally have the time to go around your guests.
Final Thoughts
Your wedding day is filled with fleeting moments, big and small. By communicating clearly with your photographer beforehand, you can ensure they’re tuned into the details that matter most to you. The result? A collection of photos that not only tell the story of your wedding but also the lasting memory that you were able to relax and fully embrace being present at your wedding as your photographer knows what is going on, be in the right place at the right time and keeping an eye out for those important moments!
Have additional tips for working with your wedding photographer? Drop them in the comments below!
