(1) Addresses for the preparations, the ceremony and the reception.
It sounds obvious but you need to give these in as much detail as you can. Include the full postal address, the zip/post code and a phone number. The last thing you need on your wedding day is a lost photographer.
(2) Times for everything.
Things don’t always run exactly to time but be as accurate as you can. When do you want the photographer to arrive, when will the bride leave for the church, and most important of all, what time is the ceremony? Write out a schedule. If the photographer knows times and locations in advance they can plan to be in the right place at the right time.
(3) A list of family and close friends.
Remember your photographer probably won’t know who anyone is. Having a list means they will be able to quietly identify people before everything gets going. They will then be in a position to organize groups more quickly and concentrate on the more candid shots that tell the story of the day.
(4) Contact details for the vicar, priest or registrar.
It’s often a good idea for the photographer to give them a call before the day. A quick courtesy call can make all the difference to relations between the church/registry office and photographer, and might mean a bit more flexibility on the day.
(5) A list of all the formal or group photos that you want.
Have a list of shots that you would like and check with your photographer how much time you might need to do these. Guests can get fed up if they have to wait around for hours so don’t make it too long. Try to have a list that can be finished in 20 minutes to half an hour maximum. You can always do a few more later in the day if necessary.
(6) A time and place for the group photos.
Talk to your photographer and decide where and when would be the best place to take them. Don’t leave it too late in the day or it will be harder to get people back together. Just after the ceremony and before the bar opens is often a good time!
(7) A time and a place for shots of you and your partner.
These will be the most important shots for you. You’ll be busy and wanting to talk to your guests but make sure you allow some time, away from the wedding party, just for you. You’ll need at least 20 minutes, half an hour or more if you can spare it.
(8) Names and contact details of one or two guests, to help organise the groups.
Pick someone who knows your family and friends, ideally someone who can make themselves heard and get people moving without upsetting anyone.
(9) A back up plan if the weather is bad.
You’ll probably be planning to do most of your shots outside. If it starts pouring with rain it’s useful to have an emergency plan in place. There might be a large room at your venue that can be quickly cleared if necessary, or an area sheltered by trees if the rain is light. Give the photographer a couple of suggestions and they can check them out.
(10) Any special requests or individual shots.
A good photographer should know what sort of shots to look for without being micro managed but, if you have a particular photo that you want, let them know.
Try to present this information in one package. If you deliver it as a series of several e-mails, phone calls and conversations, over a period of several months, it can get confusing. Make sure you send a complete, amended version well before the wedding.
Having all this arranged in advance means that you will be able to relax and your photographer will be able to concentrate on what they are good at, taking wonderful photographs of your wedding day.
David Perris is an established wedding, press and corporate photographer based in Brighton, Sussex. Visit the wedding photography page or the Sussex wedding photographer blog for ideas and tips on organizing your wedding day.
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