SCHEDULING GUIDE + WEDDING Day TIPS

INTRO:

Best Practices For Creating A Wedding Schedule

We can’t wait to  be part of your wedding! To ensure a smooth wedding day, we highly recommend a detailed and well planned out schedule. This will help your videographer achieve the best footage for your wedding films! Please provide the following information on your day-of schedule. If there is a scheduled event with people present, we would love to know the details! We often need to set up audio, several mics in some cases, multiple cameras and tripods, please try to allow us time to do what is needed to achieve the best film possible. Please forward Atelier Parfait your day of scheduled 3-2 weeks before the wedding, for revisions and corrections, as all the details matter for us to perform our service. If you are working with a planner who is not familiar with our filming style/requirements, please pass along this page to them. We are more than happy to coordinate with them to ensure a smooth wedding day.

We suggest you give a copy of the final schedule to your entire bridal party, reception MC, DJ, officiant, limo driver, photographer and any friends & family who may have a role on your wedding day.

NOTE: Your collection (pre upgrades/hours added on) includes 8 hours of continuous coverage with one associate videographer and set up time is needed during the day to work behind the scnenes for the up coming events. If you would like to add on additional hours, please let our team know before the wedding. You will be asked about potential over time on the client q/a form. Extra hours are $250 per hour. These are billed before the wedding, as its scheduled this way or after, this bill may not be paid live at the wedding. We are happy to work with you to make the most of extra hours added on, should you wish to add some on. At times, extra hours may be highly recommended if you are wanting footage captured from each part of the wedding day ( bride+ groom prep through to the open dance), or if your current ceremony and reception times/locations are significantly spaced out.

The following are typical events we highly recommend including in your filming hours. Every wedding is unique and some events may not pertain to your wedding. To cover the following, this may require over time hours, depending on your ceremony and reception start times:

  • Bride + Groom Prep (Recommended: 1.5 hours minimum for shooting with the bride, minimum 45 minutes with the groom (please account for plus travel time between locations, if needed) There may be times when shooting with just the bride or groom is realistic, based on locations and photography coverage.

  • First Look

  • Ceremony Set up for Videographer (1 hour)

  • Ceremony

  • Ceremony Tear Down ( 20 minutes)

  • Family Photos ( Typically occurring at or near ceremony site and during the ceremony tear down)

  • Couples Portraits/ Bridal Party Photos

  • Reception Set up for the Videographer (1 hour) ( Typically occuing during cocktail hour)

  • Cocktail hour

  • Reception decor

  • Reception Speeches ( Recommended, if buffet speeches after guests have even and dishes are cleared, and if plated meal, we recommend the following: serve, eat, clear, speech, to avoid servers in your footage, cutlery sounds and dirty dishes in your footage)

  • Bride & Groom First Dance

  • Parent Dances

  • Open Dance/ Partying 30 minutes, up to 45 minutes is plenty typically ( Many couples decide to complete the coverage shortly after the first dances)

If you have any questions as you build your schedule, please do not hesitate to reach out over email, Info@parfaitproductions.com


WEDDING PREP

[PLEASE ALLOW EXTRA TIME IN THE MORNING, TRUST US YOU WON'T REGRET HAVING A FEW MINUTES TO ENJOY THIS TIME..OR A GLASS OF CHAMPAGNE] Typically the videographer (1) would film with the groom, then move onto the bride.

[ PLEASE ALLOW your videographer time to SHOOT WITH THE GROOM. Typically this would be when your photographer is also capturing the groom get dressed. ACCOUNT FOR TRAVEL TIME TO THE GROOM , then to BRIDE PREP ]

  • Time, location & people present

  • Make Up ( allow enough time for each application + touch ups.)

  • Hair ( allow enough time) Its unlikely that your bridal party has had any trials, each person will require a short consultation before the stylist/make up artist will begin the services.

  • Bride Reads Grooms Letter ( we recommend reading the letter before getting in the gown)

  • Groom Reads Brides Letter ( groom may be fully dressed when reading the letter)

  • Please include any gift exchanges with your bridal party, if you would like it filmed

  • Bridesmaids get dresses ( Please have bridesmaids & mother of the bride get dressed BEFORE the bride, this way if they are helping the bride with the gown, they are looking their best and ready to go!)

  • Bride gets dress on ( Please allow 30 minutes to put on the brides dress, shoes & accessories. Have a leader: MOH or mother of the bride lead this period.)

  • Please allow time once the bride is dressed for candid shots and footage with the bridal part/ family/first look with father.

  • Groom getting ready ( Grooms, please be showered, but not dressed, we would like to film your details/outfit before you get dressed. Please have your group of friends/bridal party with you when our team arrives)

  • {Typically our team starts filming with the bride part way into hair and make up, times may vary depending on your collection}

Up Next on the Schedule:

  • First look time/location or the ceremony details . If you are having a first look, we will depart the first look with enough time to set up for the first look with your photographer, then we will depart portraits in time to set up for the ceremony. Ceremony set up is 1 hour.

    • Groom arriving to first look/ceremony

    • Bride arriving to first look/ceremony

    • All other scheduled events/people

[ PLEASE ALLOW OUR TEAM up to ONE HOUR TO SET UP FOR THE CEREMONY. ACCOUNT FOR DRIVE TIME FROM BRIDE PREP TO CEREMONY LOCATION PLUS the ceremony set up time) Or allow enough time once your first look is complete to head to the ceremony space and begin the 1 hour ceremony set up.


THE CEREMONY

-Start & End Time, location & people present

  • Start and end time

  • List any readings or untraditional aspects of your wedding ceremony and when to expect them during the ceremony

  • Receiving Line or group photo if you are planning one, and or other scheduled events during the ceremony or at the ceremony site.

  • Will family photos take place at the ceremony location right after? Ensure your photographer is prepared for family photos & has your family photos list in advance. The more efficient family photos are, the sooner you can move to your wedding party photos and couples portraits.


PORTRAITS/PHOTO SESSION 

 

[ PLEASE PROVIDE PHOTO SHOOT LOCATIONS. the videographer OFTEN NEED TO LOAD AND RELOAD THE CAR BETWEEN LOCATIONS AND WILL NEED TO MEET UP WITH YOU FOR PHOTOS. TEAR DOWN FROM THE CEREMONY IS APPROXIMATELY 20 MINUTES, MEANING the videographer WOULDN'T BE JOINING YOU UNTIL they ARE PACKED UP AND at the location you are at]

  • Start & End Time, location & people present

  • All other scheduled events

[ PLEASE ALLOW the videographer 45 MINUTES TO SET UP FOR THE RECEPTION. TYPICALLY this takes place during COCKTAIL HOUR IS TAKING PLACE, IF COCKTAIL HOUR IS IN A SEPARATE ROOM. ] 

  • the videographer would leave the photo session early to head to the reception, this is where the reception set up takes place, audio tests are made for the reception speeches, lights are built for the use during the night. Lastly decor shots of your reception space are captured and also shots of your guests during cocktail hour.


RECEPTION

[ PLEASE PROVIDE YOUR DJ & MC WITH THE SCHEDULE OF THE NIGHT!  ]

  • START & END TIME, LOCATION/ ROOM & PEOPLE PRESENT 

  • Cocktail Hour

  • Grand Entrance

  • Dinner period ( please, to not have speeches occur between courses, wondering why? Shots of the beautiful couple aren't as appealing if they are busy enjoying their steak dinner/ chewing , instead of the couple listening to speeches and enjoying the beautiful speeches that were written for them)

  • Speeches/ Toasts ( Each Speaker + role At wedding/name)

  • First Dance(s)

  • Any other events scheduled you would like captured in your hours of coverage: Garter Toss, Bouquet Toss, Games & more.

  • All other scheduled events. ( if it is not scheduled, this is likely when we would use the washroom or grabbing exterior shots.)

CONGRATS! 


Tips For Achieving The Best Wedding Film:

PREP:

If you would like detail shots of your shoes. dress, jewelry or other details,  please have them gathered in one central spot. When we arrive the morning of your wedding, we can be directed to where everything is located. You don't need to worry about setting anything up. We will do that for you! We recommend having your dress steamed before our arrival as well.

- We highly recommend you get your make up done in a room with natural light, near a window if possible.  This means light off- if possible. Mixed light isn't ideal for video. This way we can capture you in your true beauty! Being seated in a high chair or bar stool is ideal during the make up application as well.

- If you decided to exchange a note/letter on camera with each other, please keep in mind, we will have the room cleared/music off for this, to avoid any outside sounds in your audio. We also recommend filming the letter/note exchange before getting into the gown. Grooms may be fully dressed for this.

-Allow ample time for everything. You'll feel more relaxed!

- Please eat and drink water the morning of your wedding! Stay hydrated!

-Please allow your videographer 1 hour to set up for your ceremony plus the time to arrive there from your prep location. This means all events in the bride/grooms room the morning of the wedding that you would like filmed, would need to be wrapped prior to our team leaving to set up for the ceremony. If you are doing a first look, you don't need to worry about this set up time for a first look, but please consider how close your first look is to your ceremony, as the videographer will still need the 1 hour to set up for the ceremony.

CEREMONY:

- When placing your bridal party at the front of the ceremony space, we don't recommend they be curved towards the guests. A straight line is best, as this ensures clear sight lines of the bride and groom for photos/video during the ceremony.

- Write your own vows, or even just a line or two. They don't need to be long!  If you forgo personal vows, we highly recommend exchanging notes/letters the morning of the wedding. Any audio to connect the couple is very valuable to your film.

-Have your personal vows written out in a card, on card stock , on cue cards or vow books. Anything but regular loose leaf paper! You might get a little nervous and start crinkling the paper...then the mic's will pick up the crinkles! ( We don't want that, and neither do you!)

Portraits/photo session:

- During the photo session, bring snacks and drinks/water for you and your wedding party.

- Be sure to have your transportation arranged and locations organized in advance with your photographer.

- For mountain locations, we recommend bringing comfortable shoes/boots to change into. More often than not, the best locations require some hiking off a path.

RECEPTION:

- A good rule of thumb for speeches is limiting each speaker to 3 minutes. In the event they go over time with the speech, 3-5 minutes should keep your guests attention. Anything over 5 minutes, usually results in guests being disinterested and not being present in the moment.

- Please try to avoid scheduling speeches/toasts between courses at the reception. The meal you've selected for your guests is important to you and we want your guests to enjoy the meal, rather than try to multi task. When the couple is eating/chewing, we will not film the couple.  The guests doing speeches are often nervous, we recommend giving them the time and space to give their speech, rather than competing for attention with the steak dinner in front of them. If your venue won't permit speeches before or after dinner,  we recommend the following: serve, eat, clear, speech. Please allow the staff to clear your dishes before starting the next speech, to avoid dirty dishes or servers in your footage.

- Please notify your reception MC that speaking into the microphone is highly recommended to record the best possible audio.

- Please notify everyone is who going to be up at the podium/mic stand performing a speech/speaking that it is critical that they adjust the microphone for their height. We also recommend that they speak directly into the microphone at all times and remain at the podium area/mic stand, to ensure the best quality audio can be recorded. ( in the event that there is no podium, we will provide a microphone stand to be used for speeches, not a microphone)

- Remember, we kindly request dinner at your reception as per our agreement. In terms of seating, the best is a vendor table away from the action, but in the same room. This avoids the videographer missing anything in the event there isn't anyone cueing each speaker.  The nose bleed section is also great, such as the perimeter of the room, the back of the room or near an entrance/exit. This way the videograher isn’t a distraction to your guests.

- Please be mindful and scheduled in anything you would like captured within the hours of your collection. If you would like to ensure your first dances are within the hour, you may want to consider doing your first dance as you enter the reception!

- Remember to have fun & be yourself!