You just received an email asking you to shoot a wedding. Now what? Here are eleven questions you should ask engaged couples before you shoot their wedding.
All images via Shutterstock
Talking to an engaged couple is the most important step for planning a wedding shoot. By asking a few simple questions, you’ll be able to pull so much information you’ll need for the day of the shoot. The couple won’t know how many cameras or crew members you’ll need, but by asking these eleven questions — you can figure all that out on your own.
When I first receive a wedding inquiry, I immediately reply with a congratulatory message to the couple and attach a copy of my wedding packet. The packet includes a brief bio on myself, the wedding packages I offer (including the starting price), and a request for more information.
This packet is incredibly helpful for many reasons. The couple gets to know me a bit and the services I offer. Plus, it gives them a glance at the cost of their wedding video. By requesting their contact information — you are including a call-to-action. If a couple is serious about hiring you, they will immediately respond with their contact information. Also by responding, you know that they agree to your pricing plans. By being straightforward with cost, I am able to target my intended clientele.
Once we get past this step, I move forward with additional questions — which can be done face-to-face or in email.
1. Who is getting married?/When and where is the wedding?
It should be obvious, but the first details you need to ask are who, when, and where. This will be the base of a quote and contract. You need to have the full names of the couple, the location of their ceremony, the location of the reception, the wedding date, and the start time. Be sure you don’t have any conflicts that day.
If you’ll be filming before the ceremony as well, you’ll need to know where hair and makeup will be done, what the groomsmen will be up to, or any other places you may need to film that day. Not only do you need locations to know where you will be, but you need to calculate the cost of travel. If there are two videographers, will you use one car — or will the two of you be split up during the day requiring two cars? These are all details you need to figure out well before the shoot.
Also, by knowing the start time — you will know the position of the sun. This will tell you how much available light you will have if you’re shooting outdoors. This is a simple question that will give you a lot of answers.
2. Do you want a custom quote or package deal?/Do you have a set budget?
I am very straight forward with my pricing. There is nothing worse than dragging things out between multiple emails. To simplify the process, I offer different packages — each with their own starting cost. From there you will just need to add things like the cost of travel, parking, additional shooters, or rental gear.
While discussing the cost, also ask about their preferred method of payment. Do they want lump sum payments, or will you offer a payment plan? Be sure to clarify the due dates, and impose late fees if necessary.
3. What type of coverage do you want?
This will tie into the package they choose. Does the couple just want the ceremony and reception filmed, or do they want you to shoot all day? Will they want to follow the bride in the morning to capture hair and makeup, or do they also want to film the groom hanging out with the groomsmen? The type of coverage directly ties into the overall cost. This isn’t a one person shoot if you have to film the bride and groom at the same time at different locations. The more they want filmed, the larger the crew you will need.
As a rule of thumb, I never shoot without at least one other person. It’s helpful to have someone not only capture the footage you can’t, but they can also set up and breakdown tripods and gear for the ceremony and reception.
4. What type of edit do you want?
If a couple has contacted you, hopefully they’ve already seen some of your work. Be sure to ask if they have, and ask which wedding videos of yours they liked the most. If you don’t have many edits under your belt, ask if they prefer a traditional straightforward and chronological wedding video, or if they want a modern cinematic storytelling edit.
5. What kind of music do you like?
Get a feel for the couple by asking about the music they like. Don’t settle for — “everything.” By knowing the music genres they like, you can start looking for music for the edit. If you can’t get a good answer, be sure to pay attention to the type of music everyone enjoys at the reception. Is this a rustic country wedding or an all-night dance party?
You can then license tracks when you start editing. I usually build a playlist of favorites on music sites like PremiumBeat and Shutterstock Music. When I get into editing, I will download watermarked demo versions to make sure I have the right feel for the edit. I also tend to use at least one slower song for the ceremony and a faster song for the reception. It helps the edit flow nicely.
Once you have the edit locked in, make sure you license your tracks. If you get a copyright takedown on a wedding video, good luck explaining to the couple why their wedding video was pulled from the internet. You will not only look forward to them wanting a refund, but also any fines for copyright infringement. It’s not worth it! Trust me. Just license tracks from anywhere, and make sure you have the rights to use the songs.
If you are interested in checking out some PremiumBeat tracks, you can listen to some Classical and Modern royalty free playlists.
6. Are there any planned special moments or events?
6. Are there any planned special moments outside of the ceremony?
Get ready for an all-day shoot! To ensure you capture every special moment, it’s important to know the schedule in advance. Will the couple have a first look? If so, where will it take place? Will there be a morning tea or breakfast with the bridal party? Perhaps the groomsmen have plans for a round of golf or poolside relaxation. By finding out what the couple wants to be covered, you can be prepared with your cameras in the right place at the right time.
Don’t forget about the reception! Are there any choreographed dances or fun surprises planned for the guests? From hilarious sketches and surprise bands to Marine saber arches and a friend hand-rolling cigars, anything can happen. Be sure to capture these unforgettable moments that will make the couple’s video even more special.
7. Do you have any special items you want captured?
It’s the little things that make a big difference. Will the bride have something old, new, borrowed, and blue? Will the groom be wearing his father’s cufflinks? Capturing these sentimental details will make the couple cherish their video even more. Don’t forget to ask about any special decorations on the tables or in the entryway. For example, I once had a couple use their grandma’s china plates to serve dinner. And of course, don’t miss the traditional items like wedding rings, jewelry, the veil, and shoes. Every detail is worth shooting.
8. Do you have any other vendors booked?
In the wedding industry, familiar faces are common. It’s important to know if the couple has booked any other vendors, especially the photographer or DJ. If you have worked with the DJ before and trust them, it’s a great advantage as you can rely on their audio setup. However, if it’s a DJ you don’t know or trust, you’ll need to focus on capturing audio on your own. Always have your own audio setup as a backup. Building a good relationship with vendors can save you time and ensure a smooth workflow.
9. Do any venues need a signed waiver or Certificate of Insurance?
Every venue has its own set of rules and policies. Some may require you to sign a waiver, agreeing to their specific guidelines. For example, they may only allow natural lighting and prohibit video lights. Other rules may include not standing on furniture or pews. It’s important to be aware of these rules and follow them accordingly.
Wedding venues often have strict rules due to past experiences. Some venues may also require videographers to provide a Certificate of Insurance (COI). This document proves that you have insurance coverage and may be necessary to ensure you are responsible for any damages that may occur while on the property. Make sure to check if any venues require a signed waiver or COI.
10. Is there an exit or getaway planned?
After the reception, the couple may have a grand exit planned. It’s important to know the timing of the exit so you can prepare your equipment accordingly. Will there be any special elements like guests tossing items or holding sparklers? How will the couple make their exit – by car, horse and carriage, or simply walking away? Knowing these details will help you capture the perfect shots. If the couple isn’t leaving immediately, take the opportunity to get some shots of the getaway vehicle before they depart.
11. Do you have any questions for me?
As you wrap up your meeting with the couple, give them the opportunity to ask any questions or express any concerns they may have regarding your services. It’s important to be transparent and provide clear explanations of what they can expect from you. Sometimes, couples may have special requests, such as having input into the music selection. While you may not hand over creative control, allowing some input can make the couple feel involved and satisfied with the final video. Remember, the video is for them, so do your best to please them and you may even receive referrals for future weddings.
Did you find this list helpful? Want more wedding articles like this one? Let us know in the comments below.
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