welcome to the team!
We're so excited you are going to be a part of our team! Here are your onboarding instructions. Feel free to come back to this page at any point for reference. The link below will get you to our handbook on the Team Homepage. Refer to the handbook for instructions on how to fulfill a wedding.
onboarding checklist
1
CONTRACT & W9
We partner with eSignatures to make your onboarding process as easy as possible! They are ISO 27001 certified. This is the highest level of global information security assurance today. We respect your privacy and will never distribute or sell your information. Click on the link below to sign the contract. Once complete, you will be directed to submit your W9 (Request for Taxpayer Identification Number and Certification). After this submission, you will be directed back to this page to complete the remaining steps.
2
SEND IMAGES OR VIDEOS
We have a portfolio page for each of our team members. We will use this page to show prospective clients your work if they request to see specific work before they book. Since we don't have any images of weddings we have worked on together, we'll need some of your previous work. You will see the upload link in the TM Portal once you have your login info. If you are a photographer, please select about 50 RAW images (mostly wedding day with some engagements mixed in). We will send these to our editing team and use the final images on your personal portfolio page. If you are a videographer, please select 2-3 videos to upload (or send a youtube/vimeo link). We won't use these images or videos for our general marketing or website.
3
SEND PROFESSIONAL HEADSHOT & SHORT BIO
Please send a current photo of yourself and a short bio for your Team Member Card to jessica@ivorygrove.com. I send this to clients as an introduction when you are assigned to their wedding. It's their first impression of you! It helps establish trust and professionalism and can influence how confident a client feels about working with you.
Headshot Guidelines:
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Look directly at the camera – Eye contact builds connection and trust.
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Portrait Orientation (5x7)
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72-150 pixels/inch
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JPEG format
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Color please, no black and white
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Dress professionally – Wear something that reflects your role as an artistic professional - avoid logos and anything too casual.
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Choose a pleasing background – Avoid plain white walls. Instead, aim for something clean, neutral, and visually appealing.
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Appear friendly and approachable – A genuine smile goes a long way.
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Use a high-quality, professional photo – This can be from a camera or a high-resolution phone image taken in good lighting.
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This YouTube video is VERY helpful for posing tips.
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With the photo and bio you send, we'll create a digital intro card for you that introduces you to clients and allows them easily save your contact info. It will look something like this:
4
OTHER QUESTIONS
Please email jessica@ivorygrove.com answers to the following questions:
1. Do you have any dietary restrictions?
(We keep this on file if clients ask for vendor meals)
2. What are your pronouns?
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3. Drone license - You must have a valid and current FAA Part 107 Commercial License to operate a drone for Ivory Grove. Send us a copy so we can keep it on file.
5
JOIN FACEBOOK GROUP
I sent you a link to join our Facebook Group. Let me know if you need me to resend that. We love to collaborate and network!
6
INSURANCE
Ivory Grove, LLC carries a general liability insurance policy that covers our company in the event that something goes wrong at a wedding. Since you will be a contract employee, this policy doesn't cover you personally. We recommend that you talk with an insurance agent and discuss the risks/benefits of purchasing your own liability policy. This is not required. However, if you do purchase your own policy, or already have one, please send a copy of the certificate so that we have it on file in case of an incident. Thank you!
7
REVIEW HANDBOOK
Congratulations! Once we receive your documents and confirmation that you've watched the training videos, we will send you your username and pin so that you can login to see the weddings you are assigned. Your last task is to go to the team homepage and review the handbook. Reach out with any questions!