Key Information Your Wedding Photographer Will Need

When it comes to your wedding day, having your photographer fully prepared can make all the difference in ensuring your day is captured seamlessly. As a couple, there’s a lot of information you’ll need to share with your photographer ahead of time to make sure everything goes smoothly. Whether it’s the location of your ceremony, the timing of your first look, or the specific family dynamics, knowing these details can help your photographer anticipate and capture all the meaningful moments.

This checklist is designed to help guide you through the important pieces of information that will assist your photographer in telling the full story of your big day. By providing your photographer with the necessary details—like your full names, timeline, vendor contacts, and specific shot requests—you ensure they can focus on delivering beautiful, timeless photos while you focus on enjoying every moment. The more details you provide, the easier it will be for your photographer to anticipate and capture everything that’s important to you.

Let’s dive into the information you’ll want to pass along to your wedding photographer before the big day!

Bride & groom full names, Wedding ceremony location, and Reception location

Will you have a wedding day coordinator?

Include their name, company name, email and phone number.

What time will the photogrraphy coverage begin? End?

Number of guests attending the wedding

Number of people in the bridal/wedding party

List the names of the people in the bridal party and the names of your parents (including last names)

Address where to meet the bride:

Will they photograph the bride and groom's preparation?

If yes, where will we meet the bride? The groom?

What do you consider the most important shots?

Detail shots, candid moments, emotional gestures, bride/groom solo shots, etc.

Will there be a "first look" before the ceremony?

If yes, where will it take place?

This will be discussed with the photographer prior to the wedding

Are there any special objects that they should photograph during getting ready time, or later in the day?

If yes, please share the details.

Please organize the special items so they can be shot together. For example, the invitation suite, rings, floral pieces, ring box, shoes, and perfume can be stored in a bag or box.

Contact phone number for day of the wedding

Will they take formal pictures (posed pictures with family, friends and the bridal party)?

If yes, provide time frame (ex. after the ceremony), desired location and who will be in the formal images (ex. only closest family, no bridal party, etc.).

Create a list of people who should be included in formal pictures and share the list with the photographer 3 weeks before the wedding

Are there any family issues that the photographer should be aware of?

Ceremony start time:

Length of the ceremony:

Anything they should be aware of during the ceremony (traditions, etc.)?

If yes, please share more details about it.

Are there any photography restrictions during the ceremony?

If yes, please share details.

Cocktail hour start time, if applicable:

Dinner start time:

Tell the photographer briefly about the timeline for the reception

Ex: will you have the first dance right after being introduced, will you cut the cake before or after the dinner, etc.)

Reception end time:

Anything they should be aware of during the reception?

Ex. Special speeches, traditions, etc. If yes, share details.

Provide a list of all vendors in case they need to contact them

Photographers will give them credit if they publish pictures to their social accounts, website, or photo blog. List their names, phone numbers and websites, if possible.

List the vendors:

List any additional information they should know

About the Author

Sasha is a wedding photographer based in the Chicagoland area, with a passion for capturing the moments that make each couple's story unique. She loves writing blog articles that cover a wide range of topics, from portrait locations to gift ideas, wedding advice, and more—anything that will help her couples create a meaningful and stress-free journey. When she’s not behind the camera, Sasha enjoys traveling internationally and indulging in her favorite treat, salted peanut butter ice cream from Jeni’s. Sasha also spends her downtime hanging out with her foster cat, Missy, and listening to pop punk bands. Currently, she’s booking weddings for 2025 and 2026, and she’s excited to help even more couples bring their wedding visions to life!