Planning the Perfect Photography Timeline for your Wedding Day
Planning a wedding can be both exciting and overwhelming, especially when it comes to organizing the timeline of events leading up to your big day! A well-planned timeline is crucial to ensure that everything runs smoothly AND that all of the important moments are captured. I am not a wedding planner, but I have been a wedding photographer for 11+ years, and many of my clients have been DIY brides without a planner, so I end up being their go-to when planning their timelines! My first piece of advice is this: If you can, hire a planner. They are there to help make your day run as smoothly as possible! But if you can’t hire a planner, or even if you have one and you’re working out the details of your timeline, here are some tips to make sure you create the best opportunities for good photos:
CONSULT YOUR PHOTOGRAPHER! Experienced photographers know how long it will take them to capture all your special moments. Be sure to check with your photographer before setting anything in stone!
Find out what time the sun will set on your wedding day. Many brides and grooms want photos at sunset. This can happen after you finish your ceremony and take all the family/wedding party photos, or you can sneak away during your reception for a few sunset portraits. If your ceremony is later in the afternoon/evening, however, you may miss out on those natural light opportunities if you don’t plan for it. Plan for your ceremony to begin no later than an hour and a half before your reception begins. (If sunset is at 8 pm, your ceremony should be no later than 6:30 pm.) Try to avoid ceremonies in the middle of the day, especially if they are outside in the summer, due to the heat and harsh light!
Plan for a first look. A first look is a meeting between the bride and groom before the ceremony. It allows for the two of you to have a quiet moment together before the hustle and bustle of the day begins, and it allows you to take some of your photos beforehand, like photos of the wedding party and portraits of the bride and groom together. Another bonus is that it releases a LOT of tension for everyone involved!
If you don’t do a first look, you will need to allow at least an hour between the end of your ceremony and the beginning of your reception—hence the idea of a “cocktail hour.” During this time, you can take large group family photos and photos of the entire wedding party, ending with an intimate portrait session for the bride and groom before heading into the reception. I get that you want to want to soak in every moment of your reception, but also remember that you have spent a lot of money on a dress, hair, makeup, tux, etc., and you don't want that once-in-a-lifetime moment for some beautiful portraits of you on your special day to pass you by! A good wedding photographer will be able to find just the right location and knows quick posing techniques to capture some great images for you so that you aren't missing from your friends and family for too long.
Consider travel time. If your ceremony and reception are not in the same location, think about how much time you need to travel between the two locations, and then add 10-15 minutes.
Once you pick your ceremony time, pick a time for your “grand exit” for your reception, if you are planning for one. That way some of your vendors (like any photographers, videographers, etc.) can plan backward and iron out the details of when they need to arrive for all the details and getting-ready photos. Depending on how many hours you have hired them for, you can then determine the timing for hair and makeup appointments. If you are limited with the number of hours you have with your professional photographer(s) present, you can always plan for a “false exit” earlier during the reception! This also helps make sure you have plenty of guests still present for those photos! If you end up pushing back your exit, make sure to communicate with your vendors who may be working overtime, and make sure to compensate them accordingly!
Decide how important “getting ready” photos are to you, and plan your hair and makeup appointments accordingly. If you have a large group of ladies, have the bridesmaids and moms get theirs done earlier in the day.
Decide what key moments you want to be captured before the ceremony, such as first looks and champagne toasts. Be sure to notify your photographer and videographer to ensure that they are aware of these key moments and are prepared to capture them.
Along the same lines, decide what key moments you want to be captured during the ceremony. Be sure to notify your photographer and videographer to ensure that they are aware of these key moments and are prepared to capture them.
Create a detailed list of family members that you want in photos together, and try to keep it to a maximum of 10-12 groupings. Start with the largest family group and whittle it down to the smallest, that way you can dismiss folks to the reception as they finish with their photos. Family photos are the least fun and sometimes the most challenging part of the day, and you don’t want to extend that for too long!
If the photos of the family/wedding party are going to take place immediately after the ceremony, have your officiant remind them to STAY at the ceremony location for photos immediately after. That way you don’t have to send someone chasing after cousins or uncles at the reception!
If you don’t have a coordinator that will be assisting with the family photos, ask a bossy aunt or someone with a “teacher voice” who knows a lot of your family members to help your photographer out by calling everyone’s names.
Decide what key moments you want to be captured during your reception, like speeches/toasts, the first dance, any first dances with parents, games, cake cutting, and garter/bouquet tosses. Be sure to notify your photographer and videographer to ensure that they are aware of these key moments and are prepared to capture them. (Sound familiar?)
Once you have finalized the wedding timeline, be sure to communicate the timeline to your vendors. This includes your photographer, videographer, caterer, DJ/band, and venue coordinator. Be sure to provide them with a detailed timeline, including any changes or updates that may occur. Also, communicate the timeline to your wedding party! Make sure everyone in the wedding party knows where to be and what time, ahead of time. Give them a printed and/or digital copy at your rehearsal so that there are no questions!
Be flexible. While it is important to have a timeline in place, it is equally important to be flexible. Unexpected delays or changes may occur, and it is important to be able to adapt to these changes quickly. Work with your vendors to come up with contingency plans (like a rain plan), and be prepared to make adjustments as needed.
ENJOY YOUR DAY. Once you have your timeline ironed out and someone to help enforce it, just let go and enjoy every moment of your wedding day!
In conclusion, planning a wedding timeline requires careful organization and good communication. Working out a timeline with your photography/videography desires in mind will help make sure the day is captured as beautifully as possible! With a well-organized timeline in place and someone there to enforce it, you can sit back, relax, and enjoy your special day knowing that everything is under control and being captured so that you can relive it for years to come!
Check out my recent YouTube Video about crafting a timeline to maximize your photo ops and plan for a smooth day! https://youtu.be/sUU-4ecbw1g
Make sure your photographers/videographers are aware of any moments you want to capture prior to the ceremony so that they are aware and present! Linzie wanted a champagne toast with her bridesmaids, so we made it happen!
A first look is a meeting of the bride and groom before the ceremony, allowing you to have a quiet moment together and releasing a bit of tension. It can also allow for wedding party photos to be taken before the ceremony, freeing up time afterwards for you to enjoy your reception.
Be sure to make a list before your wedding day of all the important family members you would like photos with, make sure they are reminded by the officiant to stay in a designated area after the ceremony, and assign someone to call names during these photos. That way no one gets left out and this time of the day runs as smoothly as possible!
If you want portraits at sunset, be sure to plan for them in your timeline. This often involves careful understanding of when and where the sun will set at your venue and making sure you plan your ceremony time accordingly.