The Right Way to Book Your Wedding Vendors

Finding a wedding photographer is a competitive process, not only for the photographer, but for you.  If you’re lucky enough to have a wedding on a Friday or Sunday, or in the winter months, than you may find that you have a wide range of choices when it comes to wedding photographers who are available on your date.  However, if you want one of those coveted summer/fall Saturday dates then you will need to start your search early in order to ensure you have a good number of choices.  Wedding photography follows the simple rules of supply and demand, and on those busy Saturday dates there simply aren’t enough good photographers to go around.   So in order to get the best photographer for your wedding day, start early!

 

The five most common mistakes

 

There are some huge pitfalls that can occur in planning a wedding.   However, if you’re lucky you will only have to do this once in your lifetime.   Let’s take a quick look at some of the more common pitfalls.

 

1. Multi-tasking

 

This is by far the most common scenario.  A bride comes to see us.  She is excited about the planning process, and usually by the time she visits us she has a date, a ceremony and reception site, a dress, and that’s about it.   She has an appointment with us, a florist, a DJ, and a bakery, all on the same day!   Next weekend, she has an appointment with another DJ, another photography studio, and other florist, etc.   Seven weeks later we get a phone call back from her, asking if the date is still open (if it’s a summertime Saturday the answer is usually “no”).    What happened?   Somewhere between seeing us and seven weeks later, someone got sick. And something happened at work to cause one of them to work weekends.  And their was a birthday party or a wedding to attend one weekend…  And friends came in from out of town one weekend.   Suddenly its seven weeks later, or another way to look at it, two months closer to the wedding date and the core vendors are not secure.

What are core vendors?   Photographer, DJ, videographers, and depending upon your situation Clergy, and Caterer.    These are the people who book up fastest.  Your florist, and cake people, and the wedding invitations, and all those other details can wait. They are able to do more than one wedding on the same Saturday.  The very best idea is to visit core vendors by vendor type, in short periods of time.  For example, one week you meet with all the photographers you are interested in, decide on one.  The next week, meet all the videographers, decide on one, etc.   The chances of your favorite vendor booking in one week are slim. Plus some vendors may offer time sensitive money saving offers. Meeting all your potential photographers at once makes it easier to take advantage of those offers and still be able to meet with all the photographers you are interested in.  Make sure you have the money to put down  a deposit. It is a waste of your time and the photographers to meet with them if you can’t put a deposit down yet. Schedule your appointments when you can pay the deposit. Most photographers will require 50% down.

 

1. Emotional decisions

A recent headline news story in s Angeles was about a woman wedding photographer who never came through with wedding photos for not one, or five, but 16 sets of clients!  How did she do it?   I don’t know her, but perhaps it’s because she made people feel good when they signed up. She most likely gave them a good vibe.  Then according to the article, she stalled and made excuses and probably made people feel sorry for her when she couldn’t deliver…  It took a couple of years for this all to catch up to her. 

We’re not saying that selecting a photographer should be cold and technical like selecting a grade of gasoline.  At the end of the process, you should feel good about your decision.  It’s just that if you let your emotions take control you can find yourself signing up for a photographer outside of your budget or worse yet, one who may make you feel good, but in the end, do a poor job. If you know that you’re an emotional decision maker, perhaps it may be wise to have a friend come along who is a lot different from you just to get a second opinion. The best thing to do is make youdecisionon at home and not at the meeting while your emotionally charged.

 

1. Getting bored with the process

 

This is a very common problem, and it manifests itself in two ways.  First, there is the excited bride who is in her element when planning for a wedding.  Her mind is constantly buzzing with wedding ideas and spends nights and weekends 100% committed to the process.   These brides are often emotional buyers so the groom feels he has to come along to keep a watch on her.   One thing becomes clear; she can spend the next six months talking to photographers.  To avoid this problem he pushes for the first photographer they find that they can afford, and he can get along with.   It’s not a smooth decision because she wants to see more photographers before making up her mind.

The second scenario is the multi-tasking couple.  They more or less get overwhelmed with the process, they get tired of the pressure of finding vendors, and they find that it isn’t so much fun running all over town looking at everything. They want to get the process over and thus start making snap decisions.

 

1. Lack of planning

This is the least common problem, but you will be surprised how many people call looking for a photographer in less than two months before their wedding.  One bride told me that it was in a wedding planner she bought to hire a photographer three months before the wedding.  This is really bad advice; the planner may be outdated because ten years ago the average engagement was less than a year, now its 18 months!  This means people have more time to plan their weddings and those who plan early will get exactly what they want.

 

1. Price Fixation

The average client pays for part if not all their wedding photography themselves. This being said, getting the most for their money is obviously a concern.  The actual investment is a highly important part of the process.  As you will see below one of the first steps in evaluating wedding photography is establishing a budget. 

This being said, there are people who get over fixated on the price of wedding photography to the point that this is their primary concern.   What’s worse, to pay more than you want to, or less than you should have?   After all, this is wedding photography we’re talking about.  If you get a bad haircut from a barber, your hair will grow back.  If a plumber doesn’t fix your leak, you can call another one.  If you’re wedding photographer does a bad job, you will have to live with it the rest of your life!  Ten years from now you may not remember nor will you care if you spent $500 more or less on your wedding photography than you did.

Let Your Photographer Know about the Restrictions of Your Church Ahead of Time

Church restrictions pertaining to photography can vary wildly. It is very important that your photographer knows those restrictions in advance so they can properly plan your photography schedule and how to best shoot your ceremony. Some churches won’t allow photography at all during the ceremony. Others won’t allow flash or won’t allow the photographer to be in certain areas during of the church. Some churches won’t let photographers on the altar. Others insist they can only stand behind the last row of people, or shoot only from the balcony. Some locations request that the photographer pick-one-spot-and-stay-there during the ceremony. It can be done, but the couple should not expect a wide variety of angles.

Some photographers strive to be very frank with their clients about what they can accomplish, given tight restrictions. They feel their clients should know exactly how the restrictions are going to affect the photographs. For example, if the church will only allow a photographer to shoot from behind the last row of people, then the couple should not expect a spread of shots showing their facial expressions during their vows. If flash is not allowed then there may be some movement blur from using a slower shutter speed. There’s always going to be a repercussion.Churches often impose rules about where the photographer can stand during the ceremony.  

GETTING FACE TIME

It is important that the couple face each other during the ceremony so that the photographer can still capture them in profile with a zoom lens. They should hold hands and be affectionate with each other. Many couples don’t realize that it is OK for them to do this and instead just stand there very stiff or stand with their backs to the crowd. You shouldn’t be looking at your minster when you say your vows; you should be looking at each other. You’re not marrying your minister.When lighting the unity candle you should position it so you can walk around it and face out toward the people so your family and friends can see you light it, and so your photographer can get a great shot of the moment. The same with the mothers when they light the two side candles.

WHAT CAN YOU DO?

Talk to your wedding official. They usually have the power to bend the rules. Sometimes the restrictions are outdated, sometimes they are not enforced, or the official is willing to overlook them, if you make a strong case. Many times the matter rests entirely on the mood of the person making decisions that day.The clergy person or justice who will serve as your wedding official, or officiant, needs to understand that your wedding photographer is not going to show up and cause a major disturbance. Perhaps that person has had bad experiences with pushy, inconsiderate wedding photographers in the past. It’s your job to let them know your wedding photographer will be respectful of the ceremony. Make sure the officiant knows that your photographer will shoot with a tripod and without flash, if necessary. Wedding photographers, by definition, are there to capture what’s happening as inconspicuously as possible —almost invisibly.

IRKSOME INJUSTICE

Another point to raise: the restrictions are usually placed only on the photographer—not the guests, who are all snapping (and flashing!) willy-nilly with their point-and-shoot cameras. That could be a big frustration considering wedding photographers often make every effort at being discreet—and will avoid using flash when asked (“it doesn’t look good anyway.”) If patient explanation gets you nowhere, then the couple must be willing to except the results of the restrictions. The images can be reposed after the wedding if necessary.

Start of the Busy Season

Today will be the first wedding of my busy season. I went to their rehearsal yesterday and everything went well. The couples name’s are Courtney and Dustin and they make a cute couple. They have two little girls that I’m sure I’ll get lots of wonderful images of. They are getting married in Shepherdstown at Shepherdstown Presbyterian, a beautiful church that was built before the civil war. Courtney told me that her parents were married in the same church. They are having their reception at the newly renovated Holiday Inn Ball room and it looks great! I’ve shot many weddings there but this will be the first one since the renovation. Courtney has decided to go with my new style of proof album pictured below.

These new albums are great because I can put all the images from your wedding in them including the rehearsal and they cost the same as my old proof albums pictured below.

I will post some images from the wedding as soon as I can. Come back and check them out.

Consultaiton Help

Consultation Helpful Tips

What are the advantages of hiring a pro?
1. A professional will be timely and will know how much time is needed to do the job. They will also have experiance at organizing that time to your best advantage. 2. They will have the right equipment and film to do the job correctly. They will also have backup equipment in case something fails. 3. A professional will be comfortable with the job and not get nervous and make mistakes. 4. They will use a professional lab that is in the business of meeting high standards of print quality. 5. A pro will be used to working with individuals, couples, and groups to make the formals go smoothly Selecting a photographerFirst you will need to decide what type of photography you are interested in. There are many different types of photography 1.        Color and/or black and white2.        Film or digital

3.        Traditional.  These photographers capture a classic posed style of photography where everything is carefully controlled to atcheve the best results.

4.        Photojournalistic. This is a more documentary style where events are captured as they unfold.

5.        Faux-journalistic. This is a hybrid of two above. This is the kind of photography you see in bridal magazines. It looks un-posed and spontaneous like photojournalistic but was really posed and controlled. 6.        A photographer that does a combination of all three. 

Tear out photos from magazines that appeal to you and show them to your photographer. It will help the photographer visualize what you are visualizing. Also, many photographers can recreate a pose or set-up with a visual. The ConsultationA consultation is important because it gives you a chance to see visually what you will be receiving. You will also learn if you will feel comfortable with the photographer and if you can trust them.  During a consult you can expect to learn about pricing, procedures, and more. Every photographer is different so meet with at least three to get a better idea of those differences.  

Questions you should ask each photographer
1. What style of photography does him/her use, such as traditional, journalistic, and faux-journalistic or a mixture of both?
2. Does the photographer shoot in color and black and white?
3. Does the photographer like to have full control or no control over what is shot?
4. Will the photographer you’re speaking with be the photographer that shoots your wedding? (If not ask to meet the one that will be.)
5. Has the photographer shot many weddings?
6. How many other weddings will the photographer be shooting on that weekend?
7. Will the photographer do special request shots?
8. How does the photographer determine the price he will charge?
9. What kind of camera does the photographer use?
10. What kind of lighting will the photographer use?
11. Can the negatives be bought from the photographer?
12. Do you think this person is a good person for you to work with during your entire wedding?
13. Ask if you can see all the photos shot at one wedding and not a complement of different weddings.14. What does the photographer think is important about wedding photography?15. Does the photographer bring backup equipment?16. Why does the photographer choose to shoot weddings?17. What percent of the photographers business are weddings?18. Are engagement portraits offered?19. Will you have an assistant?20. Are there any product guarantees? Make sure all of the following information is on the contract before you sign it.
1. Name and contact information for you and the photographer.
2. The date, exact times (number of hours), and locations (home, ceremony, reception) where the photographer will be expected to shoot, with exact addresses.
3. Name of photographer and any assistants.
4. Number of rolls to be shot and if they are color or black and white.
5. The entire package details.
6. Date the proofs will be ready and if you get to keep them.
7. How will the order be delivered?8. How long the photographer will keep your negatives?
9. Total cost of contract.
10. The reorder price, if you decide to order additional pictures later.
11. The amount of the deposit due.
12. The balance and when it’s due.
13. The cancellation and refund policy.
14. The clients and photographer’s signature.
15. Events that are to be covered over the course of the wedding.

Answers to Questions
1. Do I get to keep the proofs?
Yes, and the full size digital files. 2. What about getting a wedding album?
Yes. You can order one separately or pick a package that includes one. 3. Who chooses the pictures that go in the album?
The bride and groom choose the album pictures from their proof book.

4. Do you do black and white photographs?
Yes, I do black and white and black and white images with a little color.

5. What technical details in sample photographs should I watch out for?
a. Lighting quality.
b. Look for a mix of distant, medium and close-up pictures.
c. Make sure pictures are well focused.
d. Make sure posed shots are interesting.
e. Ask to see one wedding start to finish and not a collection of highlights from a dozen different weddings.

6. Should we do the formals before or after the ceremony?
Some couples think it is bad luck to see each other before the ceremony. If following this tradition is important to you, all of the photos of the bride and groom together will be done afterwards, but solo shots can be done before. However, there are advantages to doing all the posed shots before.
a. Flowers, clothing and make-up are fresh.
b. More time can be scheduled.
c. It may be dark out if you have a late ceremony.
d. Guests will have to wait for you at the reception.

7. Suppose I want more copies in five or more years?
I keep digital files forever. I do not get rid of them. If I do decide to stop business I will try to contact all of my customers and offer the files to them.

8. What if you are sick or have an emergency on my wedding day?
If this should happen, I will do my best to find a replacement photographer who I feel works as well as me or better. If I can not find a replacement you will receive a full refund of all deposits paid.

9. Some photographers ask that no one else take pictures during the formal shots, what is your policy?
I allow guests to take snapshots but it will slow things down. To many guests taking pictures will take the attention of the subjects away from the photographer. The diverted attention will ruin the professional pictures that you are paying for. Also, if the photographer is using light-triggered strobes the flashes will cause the strobe to fire wasting the bulb and battery life. So you may want to limit the number of  family members taking pictures.

10. Is it really illegal for me to make copies of your pictures?
Yes. According to federal law, images produced by a professional are copyrighted the moment they are created. You will have to obtain permission from your photographer or have copies made by your photographer. At Crouse Photography I will give you a limited copy right release that does allow you to make copies of your images.

11. How can we be sure our photographer won’t mess up?
There is always an element of risk due to its technical nature. You can lesson the chance by booking a competent photographer and clearly communicating your event information.

12. Our photographer did a great job, should we tip him/her?
No. The size of your reprint order is one indication of your satisfaction. Also, recommending the photographer to others.  

A Costly Mistake  1.        Do not shop for price over the phone. Asking for price before viewing the work devalues their time, and skill. Decide if you like the style of the photographer first and then discuss price. Most photographers will work with you if you have a budget in mind.