Best Practices For Creating A Wedding Schedule

We can’t wait to  be part of your wedding! To ensure a smooth wedding day, we highly recommend a detailed and well planned out schedule. This will help our team achieve the best footage for your wedding films! Please provide the following information on your day-of schedule. If there is a scheduled event with people present, we would love to know the details! We often need to set up audio, several mics in some cases, multiple cameras and tripods, please try to allow us time to do what is needed to achieve the best film possible. Please forward Parfait your day of scheduled 3-2 weeks before the wedding, for revisions and corrections, as all the details matter for us to perform our service. If you are working with a planner who is not familiar with our filming style/requirements, please pass along this page to them. We are more than happy to coordinate with them to ensure a smooth wedding day.

We suggest you give a copy of the final schedule to your entire bridal party, reception MC, DJ, officiant, limo driver, photographer and any friends & family who may have a role on your wedding day.

Thank you!

If you have any questions as you build your schedule, please do not hesitate to reach out. Info@parfaitproductions.com

Happy Planning,

Ixchel + Justin

 


What to include on your schedule:

An excel spread sheet or numbers document, is the most ideal to create a chart. Then export your final schedule as a PDF.

Please include the following columns: time, event, location, additional notes.

Wedding Prep

[Please allow extra time in the morning, trust us you won't regret having a few minutes to enjoy this time..or a glass of champagne]

  • Time, location & people present 
  • Make Up ( allow 45 minutes to an hour- per person. Depending on the level of experience of your make up artist, things can take longer or require corrections)
  • Hair ( allow 45 minutes to an hour- per person.) Its unlikely that your bridal party has had any trials, each person will require a short consultation before the stylist/make up artist will begin the services.
  • Bride Reads Grooms Letter ( we recommend reading the letter before getting in the gown)
  • Groom Reads Brides Letter ( groom may be fully dressed when reading the letter)
  • Please include any gift exchanges with your bridal party, if you would like it filmed
  • Bridesmaids get dresses ( Please have bridesmaids & mother of the bride get dressed BEFORE the bride, this way if they are helping the bride with the gown, they are looking their best and ready to go!)
  • Bride gets dress on ( Please allow 30 minutes to put on the brides dress, shoes & accessories.  Have a leader: MOH or mother of the bride lead this period.)
  • Please allow time once the bride is dressed for candid shots and footage with the bridal part/ family/first look with father.
  • Groom getting ready ( Grooms, please be showered, but not dressed, we would like to film your details/outfit before you get dressed. Please have your group of friends/bridal party with you when our team arrives)
  • {Typically our team starts filming with the bride part way into hair and make up, times may vary depending on your collection}

[ Please allow our team one hour to shoot with the groom.  Account for travel time to the groom , from bride prep + 1 hr to shoot with the groom ]

Up Next on the Schedule:

  • First look  time or the ceremony details . If you are having a first look, we will depart the first look with enough time to set up for the first look with your photographer, then we will depart portraits in time to set up for the ceremony.
    • Groom arriving to  first look/ceremony
    • Bride arriving to first look/ceremony
    • All other scheduled events/people

[ Please allow our team 45 minutes to one hour to set up for the ceremony. Account for drive time from bride prep to ceremony location plus 45 minutes to one hour to set up before the start of the ceremony } 

Ceremony

  • Start & End Time, location & people present 
  • Start and end time
  • List any readings or untraditional aspects of your wedding ceremony and when to expect them during the ceremony
  • Receiving Line or group photo if you are planning one, and or other scheduled events during the ceremony or at the ceremony site.
  • Will family photos take place at the ceremony location right after? Ensure your photographer is prepared for family photos & has your family photos list in advance. The more efficient family photos are, the sooner you can move to your wedding party photos and couples portraits.

Portraits/photo session 

[ Please provide photo shoot locations. We often need to load and reload the car between locations and will need to meet up with you for photos. Tear down from the ceremony is approximately 20 minutes, meaning we wouldn't be joining you until we are packed up and at the next location ]

  •  Start & End Time, location & people present 
  • All other scheduled events

[ Please allow our team  45 minutes to set up for the reception. Typically can we set up while cocktail hour is taking place, if cocktail hour is in a separate room.] 

  • If cocktail hour and the reception are in the same room, we would arrive shortly before the start of cocktail hour. Drive time from the last photo location to reception location plus 45 minutes to set up before the start of the reception is requested. ]

Reception

[ Please provide your DJ & MC with the schedule of the night!  ]

  • Start & End Time, location/ room & people present 

  • Cocktail Hour 
  • Grand Entrance
  • Dinner period ( please, to not have speeches occur between courses, wondering why? Shots of the beautiful couple aren't as appealing if they are busy enjoying their steak dinner, instead of the couple listening to speeches and enjoying the beautiful speeches that were written for them)
  • Speeches/ Toasts ( Each Speaker + role At wedding/name)
  • First Dance(s)
  • Garter Toss (Try to schedule this early on in the night) ..before any guests are too festive or before guests start departing for the night
  • Bouquet Toss (Try to schedule this early on in the night)
  • Games & more.
  • All other scheduled events. ( if it is not scheduled, this is likely when we would use the washroom or grabbing exterior shots.)

Congrats! 

 

ACHIEVING THE BEST WEDDING FILM:

( More Best Practices For Your Wedding Day Schedule)

 

PREP:

If you would like detail shots of your shoes. dress, jewelry or other details,  please have them gathered in one central spot. When we arrive the morning of your wedding, we can be directed to where everything is located. You don't need to worry about setting anything up. We will do that for you! We recommend having your dress steamed before our arrival as well.

- We highly recommend you get your make up done in a room with natural light, near a window if possible.  This means light off- if possible. Mixed light isn't ideal for video. This way we can capture you in your true beauty! Being seated in a high chair or bar stool is ideal during the make up application as well.

- Grooms! The morning of your wedding consider doing a favourite activity or hobby with your groomsmen. Maybe golf, basketball or gaming is your style? 

- If you decided to exchange a note/letter on camera with each other, please keep in mind, we will have the room cleared/music off for this, to avoid any outside sounds in your audio. We also recommend filming the letter/note exchange before getting into the gown. Grooms may be fully dressed for this.

-Allow ample time for everything. You'll feel more relaxed!

- Please eat and drink water the morning of your wedding! Stay hydrated!

-Consider doing a first look! ( Not sure what that is, feel free to ask us!) 

-Please allow our team 45 minutes to set up for your ceremony plus the time to arrive there from your prep location(s). This means all events in the bride/grooms room the morning of the wedding that you would like filmed, would need to be wrapped prior to our team leaving to set up for the ceremony. If you are doing a first look, you don't need to worry about this set up time. We'll leave prep with enough time to set up for the first look with your photographer, then depart from your photo session in time to set up for the ceremony. 

CEREMONY:

- When placing your bridal party at the front of the ceremony space, we don't recommend they be curved towards the guests. A straight line is best, as this ensures clear sight lines of the bride and groom for photos/video during the ceremony. 

- Write your own vows, or even just a line or two. They don't need to be long!  If you forgo personal vows, we highly recommend exchanging notes/letters the morning of the wedding. Any audio to connect the couple is very valuable to your film.

-Have your personal vows written out in a card, on card stock , on cue cards or vow books. Anything but regular loose leaf paper! You might get a little nervous and start crinkling the paper...then the mic's will pick up the crinkles! ( We don't want that, and neither do you!)

Portraits/photo session:

- During the photo session, bring snacks and drinks/water for you and your wedding party.

- Be sure to have your transportation arranged and locations organized in advance with your photographer.

- For mountain locations, we recommend bringing comfortable shoes/boots to change into. More often than not, the best locations require some hiking off a path.

RECEPTION:

- A good rule of thumb for speeches is limiting each speaker to 3 minutes. In the event they go over time with the speech, 3-5 minutes should keep your guests attention. Anything over 5 minutes, usually results in guests being disinterested and not being present in the moment.

- Please try to avoid scheduling speeches/toasts between courses at the reception. The meal you've selected for your guests is important to you and we want your guests to enjoy the meal, rather than try to multi task. When the couple is eating/chewing, we will not film the couple.  The guests doing speeches are often nervous, we recommend giving them the time and space to give their speech, rather than competing for attention with the steak dinner in front of them. If your venue won't permit speeches before or after dinner,  we recommend the following: serve, eat, clear, speech. Please allow the staff to clear your dishes before starting the next speech, to avoid dirty dishes or servers in your footage.

- Please notify your reception MC that speaking into the microphone is highly recommended to record the best possible audio.

- Please notify everyone is who going to be up at the podium/mic stand performing a speech/speaking that it is critical that they adjust the microphone for their height. Depending on your floor plan, someone from our team may adjust the mic stand for each speaker. We also recommend that they speak directly into the microphone at all times and remain at the podium area/mic stand, to ensure the best quality audio can be recorded. ( in the event that there is no podium, we will provide a microphone stand to be used for speeches, not a microphone)

- Remember, we kindly request dinner at your reception as per our agreement. In terms of seating, the best is a vendor table away from the action, but in the same room. This avoids us missing anything in the event there isn't anyone cueing each speaker.  The nose bleed section is also great, such as the perimeter of the room, the back of the room or near an entrance/exit. This way we aren't a distraction to your guests.

- Consider leaving your reception with your photographer/ Parfait Productions during sunset. This is one hour before sun set. We are happy to provide the timing for this for you to include on your schedule. We can never predict if the sun set will be prominent, but if it is, this can make for beautiful footage. It's also nice to have a few moments away from the reception, to take a breather. We are happy to provide an estimate for when this best light may occur on the wedding day, just ask us!

- Please be mindful and scheduled in anything you would like captured within your package restrictions. Scheduling an important event after 11:30pm should be discussed with our team in advance. 

- Remember to have fun & be yourself!