If you’re thinking about hiring an out-of-state Wedding photographer or videographer to capture those unique details of your destination wedding, it’ll take some planning and communication to execute the experience effectively. Whether that be all the way down in Jerrabomberra, to figuring out logistics and communication when one or more of you are working remotely, here are some tips to get you through it.
Research Photographers and Videographers in Your Area First
It usually makes sense to begin with local photographers and videographers in your wedding destination. The local professionals are sure to know the area as well, where is best to capture certain lighting conditions and in what location when do those special scenic spots stand out or highlight seasonal weather patterns. They are also aware of the venue which helps with getting some of the key moments in time.
Request Referrals: Check with your wedding venue, planner, or friends who have recently married for reputable photographers and videographers in the area.
Portfolios and Style: You should check portfolios to see that their style matches your vision. You could love traditional, candid, fine art or editorial photography but finding someone known for your style is a must.
Local tips: Local experts can save you money on lodging or transportation costs as they have lower travel expenses.
Check Their Experience in Destination Weddings
You should select photographers and videographers who are experienced in destination weddings, whether they are local or coming from out of state. These professionals know the training logistics and creative intricacies of shooting in a new environment and can be more prepared for challenges like different lighting situations, unexpected weather changes, traveling long distances or hours between locations.
Past Wedding Shoots in Similar Venue Experience: Cross-check how many past wedding shoots in similar settings (beaches, mountains, urban landscapes) venues experience they have.
Inquire About Flexibility: Find out how they respond to changes and last-minute problems, like lighting issues or crazy weather conditions.
Some photographers and videographers who have experienced destination might bring the right gear, backups and a mentality that is adaptable.
Make Communication and Turnaround Time Your Number One Focus
Good communication is required, especially when there are distances between people. Be it if you are hiring one local to the venue or flying your choice of photographer and videographer, response time is essential when working long distance.
Frequent Updates: Have frequent mandated calls or video chats to talk about intricacies, show interim work and describe your vision.
Maximize Your Project Tools: Use collaborative tools such as Google Docs, Pinterest boards, or online wedding apps so you and your team stay in-sync and organized.
Pro Tip: Check how quickly they respond to emails and calls so you know what to expect while putting everything in motion.
DO NOT ask for highlights, request FULL galleries or videos.
While highlight reels and sample photos can be mesmerizing, they are not the full truth. Request full galleries or a complete wedding film from previously partnered photographers and videographers. This enables you to assess them for consistency and their storytelling skills from beginning to end.
Seek Out Well-Rounded Storytelling: A complete gallery or film shows their talent for capturing small details, fleeting moments, and the ‘big picture’ (ceremony/reception)
Assess Editing Style: You will have a better idea of their editing style, light selection, and attention to detail over the course of a full day.
Remember: Full galleries are a MUST to review for destination weddings as lighting/setting conditions can vary widely.
Be Transparent About Travel Expenses and Fees from the Start
Bringing in an out-of-state pro usually involves additional costs, like travel including airfare, lodging and meals. Well, you would better spell out these expenses upfront so that there are no surprise costs.
Travel Expenses: Depending on where your destination is located, some photographers/videographers have a flat fee for travel while others break out the costs per expense (aka flight/mileage/hotel).
Ask for an Estimate: Request a written estimate outlining all the travel-related cost. If they can travel at a lower rate, help them book cheap accommodations.
Tip: Weigh your options of hiring a local professional against covering the travel costs for an out-of-town one and see what you can afford.
Schedule a Pre-Wedding Meeting or an Engagement Shot
Hopefully, you can arrange a pre-wedding meeting or engagement session with your photographer and videographer. It gives you the chance to get to know each other and talk about expectations for working together. and resolve any issues face-to-face.
Try Out Your Photographer: An engagement shoot can also be as a bit of practice for the photographer, and an opportunity to get comfortable working with them.
Video Calls if We Can’t Meet in Person: organise calls to talk about the wedding day schedule and the shots you would like to have, as well as unlikely details that are a must-have.
Bonus Tip: A pre-wedding shoot also gives your photographer an insight into what suits you when it comes to angles and styles, and how comfortable you are in front of the camera.
Prepare a Specific Day-Of Wedding Shot List
Hiring photographers and videographers from out-of-state may not know your family members, traditions or other details. Shot list – a detailed shot list will ensure that they capture every special moment
Highlight the Key Moments: The client will want to see all of those essential moments that they have to capture, but more importantly theatre any special traditions that happened crosswise your event.
Family Portraits & Must Have Guests: Let your photographer know exactly which family and/or friends you want in photos. especially important if group shots are something you really want.
PRO TIP: Send your photographer the shot list before hand to ensure there are no missed opportunities of pictures throughout the day!
Verify Their Backup and Contingent Plans
Confirming the contingency plans that your photographer and videographer have in place is important since out-of-state weddings add layers of risk due to their long-distance nature.
Additional Gear: Have them strap along additional cameras, batteries, lenses and memory cards just in case there is a technical setback.
Backup Photographer or Videographer: Some professionals have backup if something happens and they are unable to make it for your event.
Tip: Photographers/videographers that have done many destination shoots will usually have a backup plan, so you can relax on the day of.
1. Put Everything in a Contract
When it comes to working with vendors who are out of state, a solid contract is a MUST. Ensure a comprehensive agreement covering all services, costs and expectations including detailed terms around travel and logistics.
Be Specific About Services and Deliverables: Contracts should outline the number of hours being covered, types of shots that will be captured, and post-wedding deliverables such as edited photos or highlight videos.
Verify Travel and Accommodation Costs: Ensure all information for each travel cost included in the contract is accurate to prevent any miscommunications or additional charges.
Tip: Go over the contract with a fine-toothed comb, and if needed, get an expert to check if it is worded properly and does not unfairly favor one side.
Points to Consider for Delivery & Follow-up After the Wedding
Their travel time back and editing timeline (for out of state weddings it can take longer so confirm them on their turnaround time)
Define Your Expectation Clearly: Ask The Estimated Timeframe of Getting Proof, Final Gallery (Photo//Video Edits Timelines).
Organise for Digital Delivery: Digital galleries and a video link are great for working from afar as you can view and download your wedding media without the need to be in the same place.
Pro Tip: Confirm your contact details and delivery preferences ahead of time so that there are no hold-ups in receiving your wedding pictures and videos.
Final Thoughts
Booking a photographer or videographer from out of town comes with its own challenges, but with sufficient planning everything should go smoothly. If you communicate in clarity, manage realistic expectations and plan for travel logistics, you will be on your path to hiring talented professionals who can photograph the beauty and feelings of your destination wedding. It will be worth all the hard work as you are going to create beautiful customised visuals that will store your memories for your lifetime.
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