shoot the wedding

WEDDING DETAILS

​Please review and update this page. Second shooters may only be scheduled for part of the coverage time.  Be sure to review this.  The primary shooter to inform the second shooter when to be there and what they should cover.

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DRESS PROFESSIONALLY

Please ask the couple what attire would be most appropriate.  Some weddings are very formal and others very casual.  If they do not specify, wear business casual. Please do NOT wear flip-flops.

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ARRIVE EARLY

(at least 30 minutes before the coverage time begins)

MEAL BREAKS

Keep in mind that our previous contracts had a section about meal breaks: We allowed one break (30-minute max for weddings booked after July 1, 2022, & 1-hour max for weddings booked before July 2, 2022) in coverage.  For example, the client may reserve 4.5 hours and have the schedule be 2-7 with a 30-minute break given during dinner.  We also require a break when coverage time is more than 5 hours.  This break may be substituted by a meal provided for you by the client.

• As of March 1, 2023, all coverage is continuous and the clients may not "extend" their coverage by providing a break.

• As of October 17, 2023, for all weddings over 5 hours, clients will be required to provide a meal to team members.

EQUIPMENT

• You're responsible for your own gear.  Primary shooters DO NOT provide gear for second shooters.

• Primary shooters are required to have a full-frame backup body.

• Sensor & lenses for dust/scratches.  Clean regularly (DIY video or take it into a camera store).

• Have plenty of batteries and empty SD cards (periodically switch out cards to safeguard against possible corruption)

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HAVE FUN & THINGS TO REMEMBER!

Be a positive and calming force for them on what can be a stressful day. 

• Take charge when needed (family photos, portraits of bride/groom)

• Blend in when needed (ceremony, reception) 

• Remember that especially with COVID, do NOT touch anyone without permission.

• Ask how close they would like you during the ceremony.  Some couples prefer you keep your distance, and others want close-ups.

• Make guests aware of where equipment is at, especially in tight spaces like the ceremony.

• Remember to be conscious of the guest's view, and try your best to not block it.  A good zoom lens is really helpful for ceremonies!

• Smile, and ask for a smile!  Help things move along without being pushy. 

• Work cohesively with the other IG team members.

• Be aware of conversations that happen while video/audio is being recorded.  Keep it professional - everything recorded is delivered to the client in the raw footage.

• If you would like to bring an assistant to a wedding, please contact Alice first.  Don't take any additional people without getting it cleared first.

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USAGE OF IMAGES/FOOTAGE

• Don't post your personally edited images from sessions & weddings until after we've delivered the gallery to the client.

• Ivory Grove will deliver all final media to the couple. Please do not offer sneak peeks to the couple.

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PHOTOGRAPHERS

• Shoot in RAW. This is required. (Uncompressed RAW is preferred.  JPEGS & DNG are not acceptable.) 

• Resolution needs to be 20MP or higher.

• Shoot in MANUAL MODE. Set white balance to Kelvin.

• Keep your Aperture/F-stop low (1.4-2.8) to produce a sharp subject and an out-of-focus background. (Use your discretion on larger group photos and special situations.)

• 24mm wide-angle lenses are great for group shots and 50mm/35mm are great for portraits.

• Keep your ISO as low as possible to limit grainy and low-quality images (portraits - shouldn't be above 600). 

• Keep your shutter speed mid-high to maintain sharp subjects (stay above 1/250). 

• External lights are a must for low-light situations!  Always DIFFUSE your flash. Speedlights, external standing lights, or video lights work well.

• Be creative and don’t take the same shot too many times!

• Remember the rules of composition: leading lines, rule of thirds, fill the frame, don't cut off limbs, use frames, and create depth.

• Set the date and time on your cameras so that photos will be easily ordered in the editing process. Use  https://time.gov/ for the exact time.

• Do NOT use a silent shutter if there are fluorescent lights.

• If you want to shoot into the sun, be sure to use a lens hood and check that your lens is high-quality enough to handle that amount of light.  Sun orbs cannot be removed through editing.

• Our editors have compiled a great list of tips just for you.  

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VIDEOGRAPHERS​

•  We produce our films at a 16:9 ratio. (Please be aware of this ratio when shooting weddings for framing reasons.)

• Codec: H.264, H.265, ProRes 422 HQ, ProRes RAW

• Color Space: (okay to switch between color spaces when switching locations - going outdoor to indoor)

  • Rec709 or Standard (preferred for low-light conditions)

  • LOG (preferred for outdoor and good lighting conditions, do NOT use in low-light conditions)

  • HLG

  • If LOG profile is used, the appropriate conversion LUT for your corresponding camera and settings must be provided with the data.​

• Bit Rate: 

  • 8-bit for Rec709

  • 10-bit minimum for Log Profile

• Frame Rate:

  • 60 fps or 120 fps for most shots (please pick one and be consistent on each wedding)

  • 24 fps for shots where audio is being recorded and will need to be synced to the video.  Shooting in 24 fps can also help with low light conditions.

• Resolution: 1080p

• Stabilization: Gimbal (required for all the footage)

• Use a minimum aperture of 2.8 (1.2-2.8 is even better)

• Set white balance to Kelvin.

  • Make sure the white balance isn't too warm or too cold (always adjust this after the exposure is set).

• Please set up a stationary camera to run continuously for the whole ceremony, speeches, and first look, reading of letters (anytime there is audio). This is in addition to the handheld camera to get different angles.

• Change up your angles and the movements of your shots.

• Make sure that your focus is on your subject.

• Be prepared with external lighting for low-light situations.

• Do not continuously record everything and pick only the best moments. (documentary films are the exception here, but most films are cinematic). 
   

DOCUMENTARY FILM GUIDELINES

• Lead shooters are responsible for planning the layout of cameras, audio & communicating this to the other team members before the wedding. All documentary films will have 2 videographers. ​​

• Set all cameras during the day to the same Codec, Color Space & Frame Rate.

  • 24 frames per second for all cameras during audio moments.

• Use 3 cameras (or more if available) to continuously record during the main events such as the whole ceremony, speeches, and dances. ALL CAMERAS WILL BE RUNNING CONTINUOUSLY FOR THIS STYLE OF COVERAGE.​​

  • Ceremony: Select 2 cameras to be on tripods to get continuous coverage & angles of the groom's reaction/officiant view, & a wide view of the ceremony environment. The handheld camera (3rd camera) will be used to get the bride walking down the aisle & to reposition as needed.​

  • ​Speeches: Select 2 cameras to be on tripods to get continuous coverage of the speaker & wide view of the environment. The handheld camera will be used to get the bride and groom's reaction.

• Use all microphones available to capture audio from the officiant, groom, bride, and music from the ceremony. 

  • If the bride is comfortable wearing a mic, hide the audio device so it is not showing in the film. Double sided tape & a leg strap is ideal. If she is not comfortable wearing a mic, place a mic on whoever is walking her down the aisle.

  • For speeches, mic the speaker and the couple at minimum. 

• Please see additional resources on this type of film: 

  • Documentary Film Interview: https://vimeo.com/876487205?share=copy​

  • Documentary Film- Ceremony Walk Through: https://vimeo.com/876487982?share=copy

  • Documentary Film - Speeches Walk Through: https://vimeo.com/876488144?share=copy

  • Documentary Film - Dances Walk Through: https://vimeo.com/876488268?share=copy

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AUDIO RECORDING

• DISCUSS AUDIO REQUESTS AT LENGTH WITH THE CLIENT BEFORE THE WEDDING.

• Letter Reading: Mic both the groom and the bride for reading of letters.

• Ceremony: It is required to use a lapel mic for both the groom and the officiant (The bride is optional - let the client make that decision and warn them of the risk of not micing the bride.). Remember to give them the option of recording their vows on their phones and sending us the files before or after the wedding day.

• Reception: You may plug into the soundboard, BUT don't rely solely on this.  Always come prepared with a handheld mic or lapel mics.  If plugging into the soundboard, always test and check first.

• Use a field mic or keep your on-camera mic on the whole time as insurance.

• ALWAYS DOUBLE-CHECK THAT THE AUDIO IS RECORDING!

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SECOND SHOOTERS

• Make sure to connect with the primary shooter 1-2 weeks before the wedding.  Use this document to guide your conversation & capture necessary info:
  • Second Shooter Document​

• The primary shooter informs the second shooter when to arrive and depart. Remember that coverage hours for second shooters are often less than the primary shooters.

• The primary shooter is responsible to inform the second shooter on what they should cover.

• Second shooters should pay attention to the primary shooter and position themselves across from them (not in their shot) so you are getting different angles.  Don't simply follow them around, standing right behind them and getting the same shot.

• The primary shooter should try to get both getting-ready events (if they are in the same location) to keep the gallery consistent.  Please pay attention to how the day is going and you can split if necessary.

• During family portraits, second shooters can help with the shot list or get photos of guests at cocktail hour.

• We recommend that the primary shooter gets all of the formal portrait shots to keep the gallery consistent.

• Primary shooters and second shooters should be consistently communicating throughout the wedding day to ensure that everything is covered properly.

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EXTRA HOURS

• If the client needs to add extra hours on the day of, that is just fine.  Please let the client know that they will be billed for those extra hours after the event.  ($150 per team member is the client cost. $150 for just a photo or just video.  $300 for photo and video.)  You will be paid your normal rate of $100 per hour.)

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***In case of an emergency, and you can't reach Alice (Midwest - (314) 309-2878 & Texas - (346) 567-6268, you may call our owner, Lindsey, at 801-362-5382.