What to Have Ready for Your Wedding Photographer on the Big Day

Your wedding day is finally here – and while your to-do list might feel a mile long, prepping just a few key things for your wedding photographer can make a huge difference in how smoothly your day runs (and how beautiful your gallery turns out). To make your day run smoothly, here’s what to have ready for your wedding photographer before they arrive.

As a husband and wife photography and videography team, we’ve seen it all: the super-organized couples with everything ready to go, and the ones who are digging through suitcases 10 minutes before the first look. Trust us – just a little preparation can save your time, stress, and help your photographer tell your story in the most genuine, intentional way.

Here’s what we have always recommended to have ready for your wedding photographer on your wedding day:

1. All the Details: Flat Lay Must-Haves

One of the first things we photograph is your wedding day details – these are the items that help tell the story of your day.

Here’s what to gather and keep in one place (a shoebox or small tote works great):

• Invitation suite (make sure it’s a clean, not damaged copy)
• Rings (all of them!)
• Vow books and letters
• Jewelry and hair accessories
• Perfume/cologne
• Shoes
• Tie/bowtie
• Custom Items (monogrammed anything, heirlooms, etc)
• Any meaningful extras (lace from mom’s dress, a coin, a photo of a loved one)

Pro Tip: Ask your florist for a few loose blooms and greenery to elevate your flat lay. It makes a big difference!

2. A Clean, Well-Lit Getting Ready Space

Whether you’re in a hotel suite, bridal lounge, or your childhood bedroom, try to:

• Keep one area clutter-free (tuck bags, snacks, and extra people into the “not for photos” zone). This particularly works best if we have an area near a window to work.
• Open the windows for natural light
• Choose a room with neutral or soft colors if possible

Photographers love a clean background-it makes everything from candids to dress shots look elevated and editorial.

3. Your Timeline

We always help couples build a photo-friendly timeline in advance, but for the day-of, make sure your final version:

• Is printed or easily accessible (or given to your photographer at least a week before)
• Includes buffer time (things will run behind)
• Has locations and addresses listed
• Names any VIPs who need extra attention (grandparents, etc)

About a month before the wedding, we schedule a meeting with each couple to make sure everyone’s on the same page. We work through the timeline and I always as for a list of family members and groupings for formal portraits.

Bonus Points if you assign a friend or coordinator to keep things on track – we’ll handle photo flow, but it’s nice to have a helper too.

4. A Go-To Person for Questions

You shouldn’t have to answer texts about boutonnieres or seating charts while getting your makeup done. Assign a trusted friend, sibling, or planner to be your go-to for:

• Vendor Coordination
• Unexpected Schedule Shifts
• Location Directions
• Family Photo Wrangling

This lets you stay in the moment while your photographer and videographer can move freely and document the day. Having a plan for what to have ready for your wedding photographer ensures they can focus on capturing real moments instead of tracking down missing details.

5. Family Photo List

Family photos go so much smoother when we have a pre-approved list of who’s needed and when. A good list should include:

• Names and Groupings (ex. “Bride + Mom + Dad + Siblings)
• Any Sensitive Situations (divorces, disabilities, etc)
• Anyone with a tight schedule (elderly guests, small children, etc)

We’ll handle organizing and directing – just make sure your people know where to be ahead of time (i.e. making sure family members stay at the ceremony location). One thing I do recommend is to keep your family formals strictly to parents, siblings, and grandparents. There usually isn’t a lot of time for family formals. We can get any extra extended family and friends portraits later at the reception.

6. Your Emergency Kit

This one isn’t just for your photographer – but you’ll thank us later. Keep a small kit on hand with:

• Tissues (you’ll probably need them)
• Safety pins and fashion tape
• Blotting papers/powder
• Extra bobby pins and hair spray
• Pain reliever/antacids/water
• A mini snack that’s easy to eat on the go (especially if you’re prone to fainting or feeling woozy when hungry)

Keeping you feeling good = better photos. Every time.

7. A Laid-Back, Flexible Mindset

Yes, things will go off-schedule. The weather might change. A flower girl may melt down mid-aisle. That’s all okay. We’ve seen all kinds of things happen so it’s not unique for something to go wrong and delay things.

The most photogenic couples aren’t the ones with perfect timelines – they’re the ones who lean into the moment, trust their vendors, and focus on each other.

So once the prep is done and you’ve handed over the rings, take a deep breath. You’ve hired professionals to capture your story as it unfolds – messy, beautiful, real. Don’t sweat the small stuff either!

Prepping Beforehand is So Important

Preparing just a few things ahead of time can make your whole wedding feel smoother, calmer, and way more photo-friendly. Your photographer isn’t just showing up with a camera – they’re telling your story, and these little details help it come to life.

Even if you don’t book us for your wedding photography and videography, we hope that this information about prepping can help you plan ahead for your wedding day. These simple, little things can definitely help to make your day go smoother. If you would like to learn more about the services we have to offer, check us out!

For more planning advice, you can check out our list of amazing wedding day photo locations!