Workflow Series: Wedding Photographers

Holy hell in a hand basket, all the steps leading up to and after a wedding are downright exhausting, am I right?! And brides thought they had it rough... Bridezillas ain't got nothing on Zombie-vendors! 



[zom-bee ven-der] | noun

1. An effing exhausted wedding creative that spends way too many hours handling ridiculous requests and questions from needy clients while sipping on cold coffee from a cutesy mug purchased on Etsy. 

-----> Download your FREE 55-Step Wedding Workflow Checklist that you can start using with ALL of your clients! <-----

Having a kickass wedding workflow will help make sure that when you are in the middle of the season and have 🙇🏻‍♀️ "wedding brain burnout" 🙇🏻‍♀️ as I like to call it, you don't have to worry about any to-do's you may have forgotten with certain clients!

Consistent, world-class service = amazing testimonials, future clients, and a little less stress at the end of the day! 

The workflow below is the one I used when I was managing a Boston wedding photography studio. It’s unbelievably detailed, so hopefully it will either give you some guidance and direction in making one for your own business, or help you strengthen an existing one! 

Wedding Photographer Workflow


1. Respond to initial inquiry with informational PDF (describing style, booking process and general investment).

2. Arrange a phone date or meeting as soon as possible! Couples will lose interest with the more time that passes. 

3. During phone chat, be sure to cover pricing and the process of working with you. 

4. Cover pricing and the process of working with you.

5. Q&A.

6. Follow up with a thank you/welcome to the family email.

7. Send contract and invoice.

🙌🏻 Booking

8. Add to client management system, input wedding into calendar, and add contact information to phone.

9. Send welcome package (treats, info about the process), thank you card, welcome magazine.

👗 Engagement Session

10. Schedule engagement session.

11. Discuss ideas for e-session using info in the questionnaire, and choose location.

12. Confirm time and location.

13. Cull and edit engagement session, upload to gallery.

14. Send engagement blog post questionnaire.

15. Write engagement blog post.

16. Post teaser on social media from blog post.

17. Send thank you email to couple with engagement blog post link and pre-design of engagement album.

18. Pre-design engagement album with your favorite images. Pre-designing helps the clients actually visualize how their images will look in your products and almost always guarantees an upsell. Fundy Album Design is the bomb for speedy album creation. 

👰🏻 Pre-Wedding

19. Send remaining balance email.

20. Schedule pre-wedding meeting for 1 or 2 weeks before wedding date - discuss the timeline of the day, must-have shots, what they are envisioning for their portraits.

21. Send final details questionnaire to complete for the meeting - the most important thing here is getting the list for family formals!

22. Finalize timeline.

23. Send vendor email including all social media handles.

24. Attend rehearsal.

25. Prep gear (clean cameras and lenses, charge batteries, clear cards, pack bags, prep clothes, snacks, umbrellas in car).

26. Review schedule + input locations in GPS to determine the time you should leave your house. 

27. Shoot the wedding!

-----> Download your FREE Checklist that you can start using with ALL of your clients! <-----

🤵🏻 Post-Wedding

28. Import raw images to external.

29. Back up images.

30. Cull wedding. Photomechanic, Adobe Bridge and Adobe Lightroom are all great tools. 

31. Edit handful of photos to serve as a preview.

32. Upload to social media and tag couple to hold them over until the rest of the gallery is complete.

33. Send wedding blog post questionnaire.

34. Write blog post and add all vendors.

35. Schedule social media posts with blog link and tag all vendors/couple.

36. Send email to couple with blog post link.

37. Send email to vendors with blog post link.

38. Order couple gift/USB/prints.

39. Finish editing images.

40. Upload to gallery.

41. Send email to couple of entire gallery and ask them to add favorites to folder and share for album design.

42. Mail out gift package.

📸 Post-Gallery Delivery

43. Backup final gallery to archive.

44. Select handful of favorites to add to folder on desktop to update portfolio during the off-season.

45. Pin blogged images to Pinterest boards.

46. Cycle pins through Boardbooster.

47. Upload to Two Bright Lights.

48. Get wedding published.

Album Design

This is an area MANY photographers neglect to cultivate and is a major revenue stream!

49. Pre-design wedding album, thank you cards, wall galleries with couple's favorite images.

50. Email first draft to couple.

51. Send album cover choices and other options (upsell parent albums here) questionnaire.

52. Finalize album.

53. Order album.

54. Ship album.

55. Schedule first year anniversary FB post and email. Rockstar status!

I guarantee you will all have different workflows from mine once you have added your own flair. With that being said, if you have some useful steps in your own workflow that aren’t listed, please feel free to share them in the comments!

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