Scheduling Tips

Your wedding day timeline is the backbone of a smooth, stress-free celebration. With thoughtful planning, you can create a schedule that leaves plenty of room for those unforgettable moments—whether it’s a quiet first look, heartfelt family portraits, or catching the last golden light before sunset.

In the first part of the wedding day scheduling tips, I discussed the importance of timing events throughout the day to maximize daylight hours. In this second part, we’ll focus on practical strategies to help you stay relaxed and present throughout the day. From choosing the right amount of buffer time to planning around unexpected hiccups, these tips will ensure you and your partner can fully enjoy each moment. Let’s dive in!

Getting Ready Logistics

I always recommend that my couples get ready as close to each other as possible. When you’re getting ready in different places, it can create unnecessary stress on your timeline. The more time spent driving back and forth, the less time there is to capture those intimate, meaningful moments of anticipation. Sometimes we have a second photographer, which helps this a lot.

Being in close proximity also makes logistics much easier—not just for me as your photographer but for your entire team of vendors. Hair and makeup schedules flow more smoothly, transportation stays on track, and there’s less risk of delays.

Most importantly, being nearby allows me to capture both of your preparations without rushing. I love documenting the small details: the steady hands of a friend helping with your dress, the laughter echoing as your wedding party shares a toast, or the quiet reflection just before you step into this next chapter together. These moments are every bit as meaningful as the big ones and deserve the time to unfold naturally.

By keeping your getting-ready locations close, you set the tone for a more relaxed, connected start to your day—and that’s a gift you’ll cherish when looking back at your photos.

Setting the Scene: The Impact of Getting Ready Spaces

The spaces you choose for your wedding day tell part of your story, and that includes where you get ready. These locations will be woven into the narrative of your wedding album, so it’s worth considering how they complement the overall vibe of your day.

If your ceremony has a romantic, calm, garden aesthetic but your getting-ready space feels cluttered and chaotic—it can create a visual disconnect in your photos. Sometimes couples book an Airbnb sight unseen, only to discover it’s not as photogenic as they’d hoped. Whether it’s a hotel, an Airbnb, or the comfort of a family home, I recommend choosing a space that reflects the tone you want for your day.

Natural light is another critical factor. The best photos happen when you and your wedding party are set up near a window or in a well-lit area. A little preparation goes a long way—try to keep that space tidy and free of distractions like scattered suitcases, plastic packaging, or last-minute snacks.

Ultimately, the goal is to create an environment where you can feel relaxed and present, while also setting the stage for beautiful, cohesive images that flow seamlessly with the rest of your wedding day.

Embracing Natural Light

Lighting is the cornerstone of photography. Natural light not only creates a beautiful and timeless quality in your photos but also brings out a warmth and authenticity that’s hard to replicate. Incorporating as much natural light as possible into your schedule is one of the simplest ways to ensure your wedding photos reflect the aesthetic you love.

This is especially important for weddings in the winter months, when daylight hours are limited. I encourage couples planning a winter wedding to consider doing a first look earlier in the day. Without it, the timeline can become a little rushed after the ceremony. Once we’ve finished family formal portraits and photos with the wedding party, there’s often little daylight left for portraits of just the two of you. I can certainly use a flash to capture them, but the photos will inevitably have a different look. Flash can’t replicate the soft, natural glow of daylight, and the final images might not have the same cohesive feel as the rest of your gallery.

By planning your schedule with natural light in mind, we can ensure your portraits, family photos, and other key moments look their absolute best. Even if your ceremony or reception takes place after dark, prioritizing daylight for important photos earlier in the day makes all the difference in maintaining the cohesive, beautiful aesthetic you’re envisioning.

Letters and Gifts: A Personal Touch

Handwritten letters and personal gifts are timeless gestures that can bring heartfelt moments to your wedding day. Taking the time to write a letter to your partner or share a meaningful gift creates an opportunity to pause and connect amidst the excitement. These small but intentional acts can become some of the most cherished memories from your day.

If you want meaningful, emotional moments to unfold, it helps to create space for them. Exchanging a letter with your partner is a beautiful way to set the tone for the day. Reading their words—or sharing your own—can help you feel grounded before the whirlwind begins. It’s a chance to slow down and reflect on what this day is really about: your love and commitment to each other.

These moments don’t have to be elaborate to feel significant. Whether it’s a simple note, a heartfelt gift, or even a few quiet minutes spent together, these intentional choices allow you to step into your day with a sense of purpose and connection.

First Looks with Special People

First looks are such a meaningful way to build anticipation and create memorable moments leading up to the ceremony. If you’re saving your first look with your partner for the aisle, there are still plenty of ways to weave this tradition into your day with other important people in your life. I like to encourage four types of first looks, often in this order, as they naturally build excitement throughout the morning:

1. A Quiet Moment with Mom
   This could be the moment your mom helps you into your dress or suit or adds the finishing touches like jewelry or a boutonniere. It’s an intimate, heartfelt pause in the day and a beautiful way to honor your relationship.
2. First Look with Your Wedding Party
   Sharing this moment with your closest friends can be incredibly fun and emotional. Their reactions—whether it’s happy tears, cheers, or pure excitement—are a joy to capture and add a layer of energy and connection to your morning.
3. First Look with a Parent or Family Member
   If there’s a parent or someone else who holds a special place in your heart, a first look with them can be deeply moving. It’s a chance to share a private moment together before the day’s festivities sweep you away.
4. First Look with Your Partner
   For those who choose to have a first look with their partner before the ceremony, it’s a chance to soak in a quiet moment together and let the significance of the day sink in. It’s also a great way to calm any nerves before you stand in front of your guests.

This said, I also know that every family and relationship is unique. Some couples may not have a close relationship with their parents, while others may not be including a wedding party at all. Traditions can be tailored to fit what feels right for your day—there’s no one-size-fits-all approach. The goal is to honor the people who mean the most to you and to create meaningful moments that feel authentic to your story.

Whether it’s a series of first looks or just one quiet exchange, these moments are all about connection and setting the tone for the day ahead.

Navigating Receiving Lines

Receiving lines are a traditional way to greet your guests, but they often take much longer than couples anticipate. While it might seem quick on paper—15 seconds per guest, which adds up to 20-30 minutes for 100 guests—the reality is often very different. Guests won’t just want to say a quick hello; they’ll want to chat, share heartfelt congratulations, and soak in a moment with you. And understandably so—it’s your wedding day!

The challenge comes in trying to keep things moving. It’s hard to gently cut a conversation short, especially when everyone’s excitement is palpable. Before you know it, what was planned as a 30-minute receiving line could stretch to 45 minutes or more, eating into precious time you could spend enjoying other parts of your day.

Instead, consider alternatives that still allow you to greet everyone personally but in a more relaxed and efficient way. For example, you could visit guests at their tables during the reception (after you eat, of course!), giving you the chance to share meaningful moments without the pressure of a line. Ultimately, the best approach is the one that lets you enjoy time with your guests without feeling rushed or overwhelmed. With a little creativity, you can connect with everyone and still leave plenty of room to soak in the magic of your day.

Don’t Sweat the Small Stuff

No wedding day goes exactly as planned, but that’s part of what makes it so memorable. A late cake arrival, a relative running behind schedule, or a minor hiccup with your outfit might feel like big moments in real-time, but in the grand scheme, they’ll hardly matter. What you’ll remember most are the heartfelt moments, the shared laughter, and the overwhelming love from the people around you.

As your photographer, I’m here to help navigate any changes that come up, so you don’t have to face them alone. My goal is to make sure you feel supported, so you can stay focused on what really matters: celebrating the start of your marriage.

At the end of the day, this is about you and your partner, surrounded by the people you love most. Every little imperfection just adds to the story of a day that’s beautifully yours. Trust in the planning you’ve done, lean into the joy of the moment, and know that everything else will fall into place.