engagement session tips, timeline guidance, vendor recommendations & more!
Wedding Guide
Sarah Van Hecke Photography
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Thank you again for choosing to work with me and please don't hesitate to let me know if I can offer any additional guidance throughout the wedding planning process!
I'm so excited to be working with you and I can’t wait to get to know you better over the next several months! I know photography is one of the larger investments you're making for your wedding day and I'm so honored you chose to work with me!
Even if you're working with a wedding planner or you're planning a simple wedding, there are likely still a lot of moving pieces left leading up to your big day.
Having photographed more than 100 weddings over the past several years, I tend to get asked the same things over and over again. So I thought it would be beneficial if I put together a guide that walks you through everything from timelines to engagement sessions and inclement weather.
A NOTE ABOUT THIS GUIDE
Welcome
plan your session
I'm a big fan of engagement sessions for a few reasons. They allow you to get comfortable in front of the camera, they also give you the opportunity to showcase your personalities in a more casual setting that is significant to the two of you. I've created an entire page dedicated to outfit tips, location ideas, timing considerations and more!
Engagement Session
Transportation
CALLIGRAPHY
Invitations
RENTALS
WEDDING DRESS
CAKES
HAIR & MAKEUP
DJ & BANDS
CATERING
ViDEOGRAPHY
Southern Posies
Morgan Martin Inspired
Florista Designs
Tea Olive Designs
Anna Gardner Events
Vera Flora Designs
FLORAL DESIGNERS
Kindred Weddings
Madelyn Tenney Events
Southern Posies
Make It Perfect Events
Laura Lece 827
Tea Olive Designs
WEDDING PLANNERS
Over the years, I've learned the important role quality vendors play in creating a stress-free wedding day. We've worked with many of the vendors below and we can't recommend them enough! This is not a paid list - we chose these vendors for both the quality of their work as well as their professionalism on the actual wedding day.
WHO WILL MAKE YOUR DAY INCREDIBLE
Vendors
Dress
Undergarments
Shoes
Veil
Bouquet
Ring
Hair pieces and jewelry
Session Checklist
Wedding venues are usually a wonderful place to start - especially historic homes and resorts that have well manicured areas. We want to keep your dress as clean as possible and still get a lot of amazing images inside and outside.
When it comes to selecting a date for your bridal portrait session, another great thing to keep in mind is the weather. In order to avoid being too hot during the summer months or too cold during the winter months, we highly recommend Spring and Fall. However, I'll shoot anytime and anywhere there's great light!
Many venues charge a fee for portrait sessions. Although inconvenient, the fee is often worth it in order to have use of their getting ready room and other venue services. I typically have to work with the venues on times, but I love to shoot bridal portraits in the afternoon as late as we can to get that softer afternoon light. However, if your venue has strict hours, I am happy to work with their allotted times.
Make sure to bring your jewelry, your veil and your shoes to your bridal portrait session!
There's a big difference between looking at yourself in the mirror at a hair and makeup trial and actually seeing how that hair holds up in the elements and how that makeup photographs. When it comes to being confident in your choices on your wedding day, photos are invaluable!
If you're considering a Bridal Portrait Session, I recommend a full trial run of hair, nails, makeup and your bouquet. I typically spend 1-2 hours shooting at bridal sessions and it's nice to have something to hold to make your hands feel a little less awkward!
When it comes to choosing a location for your bridal portrait session, I recommend using locations that are well manicured, clean, and have great variety in indoor and outdoor locations.
Gorgeous Photos + practice run for the big day
Bridal Portraits
That moment you see each other for the first time on your wedding day is magical. And this is true whether you choose to wait until walking down the aisle or choose to do a first look prior to the ceremony.
First looks—a private moment couples choose to spend together prior to the wedding ceremony—have become more popular over the last several years. About 90% of my couples do a first look.
While I consider myself someone who values tradition, there are definitely a few good reasons to consider a first look. Here are 3 reasons to consider one:
IF YOU'RE WONDERING WHETHER A FIRST LOOK IS RIGHT FOR YOU, STOP HERE
First Looks
If you’re expecting poor weather on your wedding day, it might be best to plan on a first look because it gives you more options for pictures. If it’s pouring rain after the ceremony, you’ll be thankful you had pictures done in advance.
And reason 3 is for all you cryers out there. If you know the tears are going to fly the first time you see your other half the day of your wedding, a first look will give you time to freshen up before the ceremony.
First look or not, the first time you see each other on your wedding day will be special.
First Look
03
When there is no first look, the majority of the pictures have to be taken after the ceremony. Family pictures are generally done as soon as the ceremony ends because it’s the easiest time to round everyone up. Next up is full bridal party, and then couples portraits. This generally runs into cocktail hour.
A first look opens up time prior to the ceremony for full bridal party pictures and for a few couples portraits. This allows you and your partner to get the most out of cocktail hour, which makes the rest of the evening feel less rushed.
It makes more time for pictures without sacrificing cocktail hour
02
Avoid possible bad weather and/or have time to freshen-up after the first look
Once the ceremony begins, the day takes off quickly. A ‘first look’ is an opportunity to enjoy some quiet time alone, enjoy each other’s company, and reflect on all this day means before your day takes off.
Wedding days can be a whirlwind and they tend to fly by. There’s much to do, and a lot of people to see and to catch up with. I always encourage my couples to take a few minutes every so often during their wedding to stop and soak in everything that’s happening.
A first look cuts through the chaos of the day
01
If you're doing a first look, photos can be done all at one time, taking an average total of 1.5 to 2 hours pre-ceremony (although I also LOVE grabbing just the two of you for a few additional bride and groom photos at sunset!)
If you choose a traditional aisle reveal, all I ask is that you keep your ceremony time in mind when planning your wedding.
If you're planning a sunset ceremony or an evening ceremony, it's best to do all photos before the wedding, as daylight is crucial to getting amazing portraits for your families, bridal party and your couples portraits. Making sure we have enough time while the sun is up is a great way to make the traditional ceremony work.
Whether you choose to do a first look or the traditional "no see before the ceremony" I will work with you on making sure you have the best timeline and plan for images.
If you're choosing to go traditional, you'll need two different sets of photo times: images taken before the ceremony and images taken after the ceremony.
You'll need to plan for about one hour of pre-ceremony bridal photos (bridesmaids and bride's family) and about one hour of pre-ceremony groom photos (groomsmen and groom's family) at separate times. You'll also need 15 minutes of combined bridal party portraits, 15 minutes of combined family portraits and at least 30 -45 minutes of couple's portraits after the ceremony if you're not doing any portraits together until after the ceremony.
tips for a seamless wedding day timeline
timeline
Wedding Day
building the perfect
If you're not working with a planner, it might also be a good idea to check in with your entire vendor team to make sure they're aware of the weather. Hair and makeup may need to be tweaked to withstand humidity and if your wedding is outdoors, DJs and bands may need to take extra precaution to protect their gear. A quality rental team can also minimize the amount of mud at outdoor events.
While I can't guarantee that rain on your wedding day is good luck, we can put a plan in place to ensure a beautiful day and beautiful images.
Rainy day weddings may require a little more flexibility and creativity, but there isn't any reason why they can't be as beautiful and as joyful as sunny weddings!
If the forecast is calling for rain, fear not because rainy days can still be beautiful! If rain is in the forecast, I recommend ordering a few clear umbrellas on Amazon. It also might be good to re-evaluate portrait locations to make sure we can still shoot in natural light - even if it means heading offsite.
If you don't own a pair of cute rain boots, now may be a great time to order a pair - even if you're just wearing them in between shooting locations.
Rain Tips
I love capturing all the little details you've carefully chosen to be a part of your wedding day! Once I arrive at your wedding, I need about an hour to capture and style details. I recommend choosing a getting ready location filled with natural light and, if possible, please keep the space free from trash and clutter.
It would be wonderful if you could put all of your rings, jewelry, shoes, veil, purse, perfume, invitations and other keepsakes together in one spot for me. Please unwrap your dress and steam it before I arrive!
Details
Wedding Day
Dress
Dress Hanger (a pretty one!)
Rings (both engagement and wedding bands)
Shoes
Veil
Bouquet
Perfume
Hair pieces
Jewelry
Invitation Suite (2-3 full sets with envelopes + stamps)
Any other paper stationary you may have like program cards.
Vow Books
Any other sentimental keepsakes you would like to include
I once had a bride bring her grandmother's hand mirror. This is completely optional - but if you have something sentimental you'd like styled with your details, we love including family heirlooms in our detail shots.
Bonus: I'd love to have a few cuts of the florals you'll be using throughout your wedding day. If your florist will supply me a small bucket of extra pieces we can incorporate those in your detail shots.
print this checklist
BRIDAL DETAILS CHECKLIST
print this checklist
His shoes
Socks (if they're special)
Cuff Links
Tie or Bow Tie
Pocket Square
Boutonnière
Vow Book
Rings
Anything else he'll have that is special or sentimental.
Groom DETAILS CHECKLIST
Your rings are one of the most important details! If possible, try to have your engagement ring cleaned or clean it yourself.
To clean at home, soak your ring in warm water with dishwashing soap for 20 to 40 minutes. Then gently brush the stone with a soft toothbrush, rinse and repeat if needed.
The Rings
Please note that this list is just a starting point and that I'm happy to take any requested family portraits!
print + adjust this checklist
Bride + Groom + Bride's Parents + Bride's Siblings +Grandparents
Bride + Groom + Bride's Parents
Bride + Groom + Bride's Siblings
Bride + Mom
Bride + Dad
Bride + Groom + Groom's Parents + Siblings + Grandparents
Bride + Groom + Groom's Parents + Groom's Siblings
Bride + Groom + Groom's Parents
Bride + Groom + Groom's Siblings
Groom + Mom
Groom + Dad
Family Formals Checklist
For family portraits, I'll place you in the center of a large group photo with all of your grandparents, aunts, uncles, cousins, siblings, godparents, etc. And then I'll remove the extended family so it’s just grandparents, parents and siblings.
I'll keep removing family members and switch a few closer family members in and out so we get photos of you and your parents, you and your siblings, some with the groom and your family, etc. Then we’ll repeat the process with your spouse's family. The whole thing will go quicker and smoother if you let family know how the portrait process will work ahead of time.
When I send out my pre-wedding questionnaire, I'll ask you for a list of specific groupings, special situations (such as divorces or handicapped family members & more), but if you want to start brainstorming photos in the meantime, you'll find my typical list below.
your entire family, dressed up and together
Family Formals
If you've been to a wedding recently, you may have seen a sign from the happy couple asking for their guests to remain "unplugged" during the ceremony.
And while it might seem like a strange requests to ask guests to put down their phones, there's a pretty good reason for it! You made a big investment in photography and we're sure one of the last things you want on your wedding day is for the photos of your ceremony to be filled with obtrusive iPhones, iPads and relatives standing in the aisle with their own cameras. In order to help us do the best possible job capturing your wedding, I recommend asking guests to unplug during the ceremony.
CONSIDER UNPLUGGING
If your reception is at a separate venue, add some "fluff time" so that we can run over to the venue to capture it while it's still "untouched" by guests.
Fluff Time
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If you're planning on having a first look with your bridal party or a parent, they often feel more comfortable being fully dressed in their wedding attire.
First looks for parents
04
Make sure and have your bouquet delivered in time to make an appearance for the detail shots and for your first look. Often they are delivered in water and need to be dried off before use. Having towels handy can help.
Extra Florals
03
If it's going to be hot, a cooler of cold waters and frozen washcloths can help keep a wedding party cool - especially if your men are wearing lots of layers.
Prep for the heat
02
If you're getting married in the summer months, a "not-so-heavy" snack or lunch time before portraits is always a good idea for you and your bridal party to avoid hungry bellies and passing out!
Don't forget the snacks
01
tips
Additional
I'd love to help you plan your timeline. If you'd like our input, don't hesitate to email or call!
I'm here to help
09
During the cocktail hour and the reception, we'll follow you around. Anytime you'd like a photo with someone, grab our attention. We love being your personal paparazzi!
Photo anyone?
08
Family portraits go smoother when both sides of the family have a chance to have their input on what portraits they'd like before the wedding. If you supply us with a list ahead of time, we can go over it and make sure we shoot things in an order that is efficient and won't leave anyone out.
Make a list
07
I always recommend the bride go into hiding 30 minutes (ideally an hour) before the ceremony at the absolute latest. Guests typically arrive early to weddings.
Hide the bride
06
We’re big believers that images aren’t meant to solely exist in a digital space. One day, most likely, Instagram will be gone, your phone will be replaced and images that you can physically hold in your hand will be the best way to remember those precious moments we captured.
Think about this fact: twenty years ago, if we had delivered you digital images, they would have been on a floppy disk. With the fast updates to technology, you would have no way to access those images today. Even the online galleries we deliver will eventually fade away.
One of the best ways to make your wedding memories last is by ordering an album. These high quality professionally designed albums come in a variety of linen & leather colors. These aren’t the same albums your parents' wedding photos came in. They’re modern, lay perfectly flat and look incredible on a coffee table.
THE PERFECT WAY TO REMEMBER YOUR WEDDING DAY
Handcrafted Albums
After I deliver your gallery, I'll work with you to order prints and design an album that will become an heirloom for your family.
Albums must be prepaid before design begins and typically take between 4 to 6 weeks to complete (including revisions).
With the exception of printing errors, all albums are non-returnable. Albums may be ordered anytime before or after the wedding day. The holiday deadline for beginning an order is November 1st.
Linen: $1500
Leather: $1750
Additional 2-page Spread: $100
20 page 10x10 album
PRICING
Wedding albums are available a la carte or as part of your wedding collection.
I can't wait to start planning with you and getting to know you! If you haven't scheduled your engagement session yet, let's get that in the books. Feel free to email me any time if you have any questions!
If you have any questions or would just like to chat, I'm here for you. I hope this guide helps make the process of planning your wedding details much easier and less stressful. I can't wait to see you soon! Thank you so much for taking the time to read through my guide!