Wedding Consultations

[chmille]

Hi all, so I haven't been on this forum in forever. Wowzies anyways, I have a wedding consultation in a few days. And I'm super nervous about it. I'm really new to the entire wedding photography business. I've shot 2-3 weddings on my own and assisted 2-3. The ones I assisted on the photographer didn't let me have the rights to my images ( LONG story). So basically I don't have a ton of work to show for this consultation. My first consultation I had nonetheless they never asked to see any of my work and knew I was just starting out. I guess I just need to make that very clear in this consultation. Any new to the wedding industry advice with the consultation? I"m still working on my wedding contract etc. They've already said they wanted to book me and so on they just want to meet in person and sign the contract and payment. Thanks!

 

[msuggs]

I'm in the same boat, but not ready to do a consultation yet. Sounds like you are on the right track. I would just be honest, and maybe have samples of other work you have done that includes people. Once you get the first one down, you will be off any running. Much luck to you. Sure you don't need it though.

 

[Big Mike]

I agree. Just be open and honest.

But do make sure that you have your contract in order. Don't show up with a half finished contract and try to apologize for it.

 

[camz]

Before I or my partner meet with clients in person, I make sure they are aware of our prices before hand(don't want to waste time negotiating). If we don't see eye to eye with prices we don't even bother as it usually turns out to be a waste of time for both parties. Frankly if they're not willing to pay for our brand then we don't want to force anything - I don't like shooting on a "sale", we just want to shoot base on our style.

After the price is agreed upon, we send them a questionnaire asking all their information which includes:

1. Location of venue
2. Date of venue
3. Wedding party details
4. Color theme
4. Little details on where and how they met (This a discussion piece for e-sessions or themes that you may suggest to them during shoot time)
5. Their hobbies
6. What makes them smile

All this transparency even before the first meet. Then we whip up a package that we think that these clients may relate too, like album samples that are similar to their colour theme and wedding party size. We also bring our slideshow portfolio of our favorite digital images to be presented in a laptop. Through the years I've noticed that helping paint a picture for potential clients helps in their connection and trust in you as a photgrapher - give them a visual on what's possible.

Like mentioned above be honest and be transparent. And don't forget it's about them and not about anything else so don't be nervous - focus on that and be genuinely interested. We present all these to them and let the work speak for itself - no pressure from our end whatsoever. We discuss potential ideas for e-session locations and ideas. After the presentation of portfolio is done we present the contract and ask them to review it and submit to us whenever they are ready...again no pressure from us.

We book about 80% of the ones we meet in person as we have already filtered that ones who want hire us for our shooting style. Hope that helps dude. Good luck!

 

[bennielou]

You have great advice here. Be open and honest, and I love Camz additions.
I've put my contract and questionairre below. Feel free to tweak it and use the parts that appeal to you:

Contract:

Event Date: ____________​

​

Contracting Parties:





Bride’s Name:


Address:


City


State Zip Code


Telephone E-mail:


Groom’s Name:


Address:


City


State Zip Code


Telephone

*Please note any address changes that may occur after the wedding.​

Additional Contact Information (this information is required in case we are unable to contact you):





Bride’s Parents’ Names:


Address:


City


State Zip Code


Telephone


Groom’s Parents’ Names:


Address


City


State Zip Code


Telephone








Event Information:









Ceremony Venue


Street Address


City


State Zip Code


Telephone


Reception Venue


Street Address


City


State Zip Code


Telephone







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Contact Names and Numbers (name and number for a cell phone that will be turned on the day of the wedding):



Contact Name Cell #:


Alternate Contact Name Cell #:

Cost of Wedding Photography​

***Please make all checks payable to Visions in White***​

​

​

Package: Total Package Price: Tax: Overall Total:



Retainer: $______

(Please note that your date is NOT held without the retainer fee)​

Total Due: _______

(This total is due 14 days before the wedding. No photography will be fulfilled without payment in full.)

Retainer Amount: _________ Check #: _______ Received: __________ By: ________

Final Payment Amount: _______________ Check #: _______ Received:_________ By: _________






This is a contract for personal photography services to be provided by Cindy Crabb and/or individuals subcontracted to do work for Cindy Crabb and/or Visions in White. You agree to the following terms and conditions:

CHANGE OF DATE OR VENUE
Visions in White must be notified immediately of any changes in schedule or location, at least one week prior to the scheduled date of event. Notification of any changes can be made by phone along with written notice sent via email for documentation. If an email is sent, a confirmation of receipt must be in writing. It is the client’s responsibility to confirm all arrangements at least 7-10 days prior to the event. In the event of change of address or contact information (time, etc.) as listed, you must notify Visions In White.
RETAINER
A retainer fee of 1/3 is required to hold the date of your event. No date is reserved until a retainer is received. The balance of the complete package price must be paid at least 14 days prior to the event. If final payment is not received, Visions in White will not be expected to attend said event. Additional custom orders (reprints, enlargements, albums) must be paid in full at the time of order. Additional hours worked by Cindy Crabb, subcontractors, and/or staff of Visions in White beyond the number of hours contracted as stated in this contract, will be billed at the rate of 100.00 an hour. If additional hours are worked, products will not be delivered until payment for those hours is received in full.
CANCELLATION
There shall be NO refund of retainer after 48 hours from the signing of agreement due to the reservation of the photography date. If the event is cancelled within three months of the date, the client shall pay the balance of the contract due to the high probability that Visions in White will not be able to further book that date. Once a balance is paid, it is NON-REFUNDABLE. Any other arrangements shall be discussed between the client and Visions in White. All arrangements will be put in writing. Cancellation must be in writing even if a phone call was made to inform Visions in White of the cancellation.
FAILURE TO PERFORM
Due to the limited and subjective nature of the event, neither Cindy Crabb or Visions in White can be held responsible for requested photographs not taken or missed, lack of coverage resulting from weather conditions, or schedule complications caused by but not limited to, anyone in or at the event, or by the church or location restrictions. The photographer is not responsible for lost photo opportunities due to other cameras or flashes, the lateness of the bride, groom, or other principles. The Photographer is not responsible for the lack of coverage due to weather conditions, scheduling complications due to lateness of individuals, rules and restrictions of venue, or the rendering of decorations of the location. Clients are responsible for all location fees and permits.
FORCE MAJEURE
If Visions in White or its assigns, cannot perform this agreement due to a fire, casualty, strike or other civil disturbances, Acts of God, including put not limited to, road closures, severe traffic, fire, terrorism or other causes beyond the control of the parties, or due to the photographers illness, then Visions in White shall return any moneys paid by the client, but shall have no further liability with respect to the agreement.
COPYRIGHT
Title (possession) of and copyright to all products shall remain with Visions in White until client has paid in full. All photos are copyrighted. The negatives and or digital images (hereinafter collectively “images&#8221 created by Cindy Crabb and/or subcontractor(s) remain the property of Cindy Crabb and Visions in White. It is illegal to copy, scan, reproduce, or post online in forums elsewhere without the written permission of Cindy Crabb. (With the exclusion of CD Negatives with print rights)Violators of this federal law will be subject to its civil and criminal penalties.
EXCLUSIVE PHOTOGRAPHER
Visions in White shall be the exclusive photographer(s) retained by the client for the purpose of photographing the wedding. Family and friends of the clients and other wedding vendors shall not interfere with the photographer’s duties. Guests will be asked to refrain from taking flash photographs at certain intervals of wedding services to ensure proper exposure of images.
EVENT FOOD SERVICE
A light meal is required for events up to 6 hours for Visions in White. For events up to and past 8 hours a full course meal is required.
PRODUCT DELIVERY & PRICE LOCK
Upon notification, the clients must arrange for pick up and delivery of albums prints and other products with in a reasonable time period, not to exceed 30 days after
2 of 3
notification. Visions in White is not responsible for any damage that may be incurred while the proofs and/or other final products are in storage after said 30 days. The
terms of this agreement are valid for 6 months after the date of the event. If no correspondence has been received by that date, this agreement will be considered completed in full. Visions in White cannot be held liable in the event that photographic materials are damaged in the processing, lost/damaged in the mail, or otherwise lost or damaged without fault on the part of the photographer.


RETURNED CHECKS
Returned checks are subject to a $50.00 returned check fee. Client assumes responsibility for any and all collection costs and legal fees incurred by Cindy Crabb and/or Visions in White in the event of enforcement of this contract becomes necessary. All legal action shall take place in Dallas, TX.
TOUCH UPS
Although diligent efforts are made to avoid environmental problems and effects, all client-requested photographic touchups or alterations not included in the purchased product will only be performed at the client’s expense. Such retouching may include but is not limited to, correction of hair/make up, environmental effects, clothing, reflections in glasses, opening closed eyes, removal/insertion of family members, hired wedding personnel, fixtures etc.
CREATIVE LICENSE
Images are edited at the photographer’s discretion, and delivered prints may not include all images shot. The photographer reserves the creative right to edit and release only those deemed creditable as professional in quality and within the photographer’s artistic standards.
ALBUM DESIGN
Clients are asked to mark images that must appear in the album. Cindy Crabb is responsible for design of composite album(s). Customer will be provided a preview of the album before ordering. Clients will be encouraged to make changes at that time. Once album has been ordered, no other changes can or will be made.
ALBUM DELIVERY TIME
Album delivery is 6-8 weeks from time images are submitted. Due to the fact that printing and production is outside the control of Visions in White, the client will not hold Visions in White responsible for late or delayed albums.
SUBSTITUTION
In the event of illness or sudden event out of the control of both parties, Visions in White will substitute a photographer at no cost to client. This contract will be transferable to said Photographer.
CD/DVD STORAGE
Due to the lack of information about how long CDs/DVDs can hold information, Visions in White recommends you back up your images on another media format other than CD/DVD. Visions in White also recommends making multiple copies of CDs/DVDs every year to insure the images for years to come. Visions in White can not be held responsible for the failure of CDs/DVDs due to mishandling. It is the client’s responsibility to keep several copies of any CDs/DVDs in more than one location, and back the images up on another format such as a hard drive.



The undersigned hereby acknowledge that they have received, read, and understand Visions in White’s current price list. Only the bride and groom (or signers of this document) can discuss any problems that arise.

I kindly ask that you get in touch with me one week prior to the date of your event. A phone call or email is fine, to touch base and go over last minute details. I will make every effort to contact you, but it is the clients’ responsibility to contact me to confirm all events and times.

Permission is herby granted to Cindy Crabb of Visions in White to use any images created under this contract for professional samples, displays, internet website pages, advertising, exhibitions, contests, and any other purpose.

Cindy Crabb and Visions in White retain the copyright to all images produced by Visions in White and/or Subcontractors. Clients will be given a written release to make personal copies of images from CDs or DVDs given to client. The client understands the images given on CD/DVD can not be used for profit or advertising.

Return to: VISIONS IN WHITE/ ATTN. CINDY CRABB
6502 Casa Vista Circle
Garland, TX 75043

I understand and agree to all of the above:

Contracting Party Date


Contracting Party Date____________________

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Questionairre




Thanks for taking the time to fill out this Questionnaire.
It has important information about times, as well as info that helps us understand more about you as a couple.

Name that you go by: _____________________________________
Name that your fiancé goes by:____________________________

When did you meet?________________________________________

What time will you arrive at your ceremony site?__________

What time does the wedding begin?_________________________

How Many people are in your wedding party? (Not including you and your fiancé.) _______________________________________

Will you be seeing each other beforehand?____________________

In what style would you like us to shoot your wedding? Please circle the one that most fits your personalities:
Contemporary Photojournalism Traditional Mixture of Forms

How many guests have you invited?____________________________

What time does your reception begin?___________________________

Please circle the vendors at your reception:
Wedding Coordinator Band DJ Videographer PhotoBooth

What are the colors of your wedding?____________________________

What time will your reception end? ______________________________

What is the most important thing for me to photograph about your wedding?


Are there really special people we need to take photos of besides your family or wedding party? (Example favorite elementary school teacher?)



Is there anything special I need to know about your formal shots? (Example, people who might not want to be posed together, people in wheelchairs, people that might need assistance, etc?)



If you have booked an engagement shoot, do you have a special location in mind?


If you have booked a bridal shoot, do you have a special location in mind?

Will you need any additional services? (Boudoir, Bridal Shower etc?)


Info about you as a couple:

What is your favorite things to do together?

What is your favorite thing about your fiancé?

What is the coolest thing about you as a couple?

What is the most important thing to you about your wedding photography?


What is your current address?


Will it change after the wedding?


What is your e-mail address?

What is your fiancés e-mail address?

What is your birthday?

What is your fiancés birthday?

How did you hear about us? Please circle:
Weddingwire, WPJA, Referral
__________________________

I also include a price list, vendor referrals, ala carte options, and a sheet of photo tips and hints. These are all put into a folder for the potential client.

Hope this helps and best of luck with your new business!