When Should Couples Schedule Vendors For A Video Wedding?

2025-08-29 01:55:47 87

3 Answers

Ulysses
Ulysses
2025-08-30 21:58:01
I'm the kind of friend who will obsessively plan a playlist for a road trip, so when it comes to timing wedding videography I get a little nerdy about the schedule. For most couples I tell them to start hunting for a videographer as soon as the date is locked—ideally 9–12 months before the wedding. If you’re getting married in peak season or at a popular venue, vendors book fast; for destination weddings or very popular videographers, push that to 12–18 months. Put down the deposit when you find someone whose work you love and whose personality clicks with you.

About two to three months out I like to re-engage: confirm the contract, note the deliverables (highlight film length, raw footage, number of cameras or a second shooter), and give any big timeline changes. One month before, share a must-have shot list—parents’ reactions, a particular family member, a quirky detail like your grandmother’s locket—and a rough run-of-day. The week before, confirm arrival times and travel plans, and make sure the venue allows drones or outside equipment if that’s important.

On the wedding day I usually plan for the videographer to arrive 3–4 hours before the ceremony if you want getting-ready coverage, detail shots, and some establishing B-roll. If you skip getting-ready footage, they can arrive 90–120 minutes before the ceremony. Schedule a buffer between timeline items (at least 15–30 minutes) because things run late; that buffer is a gift for both photographer and videographer. Don’t forget to book extra hours if your reception runs late, and feed your vendors. Little touches like a PDF timeline for vendors, a shot list, and a designated point-of-contact make the day 100% smoother—and worth every penny when you watch the film years later.
Talia
Talia
2025-09-02 08:31:16
If you like simple checklists, here’s mine in one breath: book your videographer as soon as the date is firm—aim for 9–12 months for normal weddings, 12–18 months for destination or peak dates; six months is the minimum for quieter seasons. Around three months out confirm the package, number of cameras, whether there’s a second shooter, and any drone permits. One month before, send a must-have shot list and a rough timeline. One to two weeks before finalize the timeline and vendor contact list, and make sure someone at the venue knows where to park and store gear.

On the day, plan for arrival 3–4 hours pre-ceremony for getting-ready coverage or at least 90–120 minutes if you only want ceremony and portraits. Build buffers of 15–30 minutes between key items, schedule vendor meals, and allow extra paid hours in the contract instead of clock-watching. Don’t forget practicalities: lodging and travel fees, liability insurance if needed, and written permission for drones. A clear timeline, a short shot list, and a friendly point person help more than you’d think—ask for those things in writing and you’ll thank yourself when you watch your film.
Gabriel
Gabriel
2025-09-04 03:17:30
I used to play around with short films on my phone, so I tend to think visually when couples ask timing questions. Start booking a videographer as soon as the venue and date are set—six months can work for low-season or weekday weddings, but aim for 9–12 months to be safe. When I’m in wedding mode I prioritize chemistry; meet (or have a video call) so you know their style and energy.

Two months before the wedding I like to create a tight timeline with call times and locations. Example day: videographer arrives at 10:00 for getting-ready, first look at noon, ceremony at 2:00, family photos 2:30–3:00, golden hour portraits 5:30–6:00, reception intro and speeches 7:30–9:00, first dance around 8:00, send-off at 11:00. That’s a template you can tweak. Share who the key people are, any must-capture moments, and restrictions (no-flash areas, drone bans). Also discuss logistics like parking, vendor meals, and hotel rooms if they’re traveling. Confirm the contract details: deposit, final payment, turnaround time for edits, and whether you’ll get raw footage. If you want an engagement clip or a same-day edit, book that early too. I always recommend a short rehearsal run with your planner or friend acting as the timeline wrangler—saves so many panicked texts on the day.
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