– Part 1 of 3
When Life Throws a Curveball, You Roll with It!
A Surprise Wedding Shot
When Life Throws a Curveball, You Roll with It!
In the first week of September, I received an unexpected call from an old friend. She had a situation: a couple set to marry in a few days had lost their photographer to a last-minute cancellation. Without hesitation, she thought of me, hoping I could step in and save the day. Sensing the urgency and wanting to help, I agreed to take on the wedding shoot. For my friend, I only charged for my time and gas — friendship, after all, is priceless. And so began the whirlwind of planning for a wedding photoshoot!
Setting the Stage: Communication is Key
Clear communication is crucial in wedding photography, as it helps set the right expectations. I arranged to meet the couple the night before the wedding during their rehearsal. I planned to arrive early, scout the venue (conveniently near their home), and find the best spots for my lighting equipment, especially the ideal location for my strobes.
The venue itself was promising — an open hilltop with a sweeping view, perfect for an outdoor ceremony. A golf cart would help me move around easily, and the reception would take place inside a charming barn. This combination of elements was a photographer’s dream — all I needed to do was plan it right!
Planning the Shoot: From Vision to Reality
A wedding shoot with both outdoor and indoor elements requires careful planning to ensure every important moment is captured. Here’s how I approached it:
- Meet the Couple: I started by understanding the couple’s vision, their must-have shots, and style preferences. Some prefer candid and spontaneous images, while others lean toward traditional or artistic compositions. Together, we created a shot list that included their specific requests.
- Scout the Locations: Visiting the outdoor ceremony site and the barn reception location ahead of time allowed me to understand the lighting, layout, and potential challenges or unique features that could enhance the photos.
- Understand the Timeline: I worked with the couple and their wedding planner to get a clear schedule for the day. This planning ensured there was enough time for key moments like the ceremony, family portraits, and candid shots during the reception.
Gear Up: The Right Tools for the Job
I made sure to bring the right gear to cover all possibilities:
- Camera Equipment: I packed multiple cameras (at least two for backup), a variety of lenses (wide-angle for group shots, portrait lenses for close-ups), and plenty of memory cards.
- Lighting Equipment: For the outdoor shoot, I included reflectors and diffusers to control natural light. For the barn reception, I brought flashes and softboxes to handle any low or uneven lighting conditions.
- Backup Equipment: Extra batteries, chargers, and memory cards were essential, along with backup cameras and lenses in case of any technical issues.
Vendor Coordination: Teamwork Makes the Dream Work
I coordinated with the wedding planner and venue manager to understand any restrictions, like designated areas for photography or power outlet locations. I also worked with the DJ or band to align schedules for key moments like the first dance or speeches, ensuring I was in the right place at the right time.
Prepare for Mother Nature: Expect the Unexpected
- Check the Weather: Planning for potential weather changes is a must. I prepared a contingency plan with plastic coverings for equipment and umbrellas in case of rain. The forecast was partly sunny, with a high of 75°F and a low of 59°F.
- Understand the Terrain: I wore comfortable shoes and carried stable equipment like tripods to handle uneven ground. The venue, with its hilltop ceremony and barn reception, required both a monopod and a tripod.
Craft the Perfect Shot List: Don’t Miss a Moment
- Pre-Ceremony Shots: I captured the venue, décor, rings, invitations, flowers, candid moments of the bride and groom getting ready, and intimate moments with family and the bridal party.
- Ceremony Shots: I focused on key moments like the processional, vows, ring exchange, first kiss, and joyful recessional.
- Post-Ceremony/Formal Shots: I scheduled family portraits, bridal party shots, and a dedicated couple’s session to ensure we had ample time and nothing felt rushed.
- Reception Shots: I documented the décor, first dance, speeches, cake cutting, candid guest interactions, and special moments like the bouquet toss.
Logistics: Moving Smoothly Between Locations
Reliable transportation was essential to move seamlessly between the outdoor and indoor venues, with enough time to set up between locations. Given the size of the event, I decided to bring an assistant or second shooter to manage equipment, lighting, and capture different angles simultaneously.
Communication is Everything: Stay in Sync
I confirmed all details with the couple a few days before the wedding to ensure everything was set, including the timeline and any last-minute changes. I also kept contact information for key people (like the wedding planner, best man, and maid of honor) to help coordinate group shots and manage any on-the-day challenges.
Day-of Execution: Flexibility and Adaptability
Arriving early allowed me to set up and familiarize myself with the lighting and environment. I captured detail shots before guests arrived and stayed flexible to adapt to any changes in the schedule or unexpected events. Constant communication with the couple and planner kept everything on track.
After the Big Day: Post-Shoot Essentials
Immediately after the shoot, I backed up all photos on multiple devices to prevent data loss. I began editing the most critical shots first (like ceremony highlights and key portraits) and delivered a sneak peek to the couple as soon as possible. Setting realistic expectations about when the final edited photos would be ready was essential to managing their anticipation and ensuring they were thrilled with the results.
Reflecting on the Experience: Capturing Moments that Matter
Every wedding is unique, a tapestry of countless special moments, and it’s a privilege to capture them. Being prepared, flexible, and communicative made all the difference. In the end, when my friend thanked me with happy tears in her eyes and the couple expressed their joy over the sneak peeks, I knew it was all worth it.
That’s the magic of wedding photography: it’s not just about the pictures; it’s about telling a story – their story – with heart.
Conclusion: Rolling with the Punches
So, here’s to rolling with the punches, capturing love in every frame, and creating memories that last a lifetime!