How Wedding Planners Create Stunning Styled Shoots

A styled shoot is a staged wedding photo shoot. It is a great way to build a portfolio, network with other wedding vendors, and showcase a wedding planner's skills and services. Wedding planners play a crucial role in styled shoots as they are responsible for securing the location, collaborating with vendors, creating a theme, and coordinating the shoot on the day. They work with a team of vendors, including photographers, florists, rental companies, models, and more, to bring the wedding vision to life. The images from the styled shoot can then be used by all vendors involved for their websites, social media, and marketing materials.

Planning and preparation

Define Your Goals

Before reaching out to anyone, be clear about your personal goals for the shoot. Are you aiming to connect with other creatives, enhance your client experience, or improve your brand messaging? Perhaps you want to use the traffic from the shoot as part of your advertising strategy. Knowing your goals will help you assemble a team of creatives who share your vision and ensure everyone is aligned.

Choose a Theme or Concept

Select a unique theme or concept that will appeal to your ideal clients and excite potential vendors. The theme could revolve around a colour scheme, a historical era, a storybook, a movie, or something more unusual. Consider what kind of brides and grooms you want to attract, and let that guide your theme choice.

Secure a Location

Before involving other vendors, it's wise to secure the location for your styled shoot. The theme and location often go hand in hand, so finalise the venue first. Some venues may even allow you to use their facilities free of charge.

Assemble Your Creative Team

Reach out to other businesses or vendors to join your styled shoot. A friendly email explaining the vision, goal, and expectations of the shoot is a professional way to solicit support. Be clear about what they will gain from the collaboration and whether you expect them to donate their products or services. Offer high-resolution copies of the images as a form of compensation for their involvement.

Your creative team may include a photographer, florist, rental company, event coordinator, event stylist, models, attire providers, hair and makeup artists, cake designers, and printed stationery vendors.

Create a Vision Board

Use a platform like Pinterest to create a secret vision board that mixes inspirational photos and pictures of props or items you already have. Invite the other vendors to contribute to the board, ensuring everyone is on the same page. This is a fun way to hash out ideas and fine-tune your concept.

Establish a Timeline and Schedule

Create a detailed timeline and schedule for the shoot. This includes hair and makeup times, vendor arrival times, model arrival, and the overall shoot schedule. A shared Google Document is an excellent way to keep everyone informed and organised.

Finalise the Details

As the wedding planner, it's your job to ensure everything comes together seamlessly. Pay attention to the finer details, such as the colour scheme, theme, and overall flow of the shoot. Do any necessary shopping or crafting to create the desired look and feel.

Prepare for the Day

On the day of the shoot, arrive early and bring a spare pair of shoes, water, snacks, and any necessary model release forms. Ensure all vendors have what they need, and communicate with them throughout the day. Ask each vendor how they would like their business to be credited, and take note of their preferences.

Building relationships with vendors

Initial Outreach

When reaching out to vendors, it is important to be professional and clear about what you are asking for. While social media is a great way to start a conversation, it is best to follow up with an email that outlines your vision and what you are proposing in more detail. Be sure to highlight the value they will get from working with you, and always approach this as a collaboration. It is also important to be respectful of their time and not take up too much of it with back-and-forth communication.

Building a Connection

The foundation of any good working relationship is connection, specifically one founded on trust and respect. Be open to suggestions and feedback, and actively listen to their ideas and expertise. Meeting with vendors one-on-one can help build a personal connection and curate a relationship that will make them feel invested in your success.

Communication

Different people have different communication styles, and as a wedding planner, it is often your role to adapt to each vendor's preferences. Learn how each vendor communicates—are they direct or more passive? Do they prefer email or phone calls? Do they want frequent reminders? Understanding their communication style will help you get a response and work together more effectively.

Timeline and Expectations

Creating a detailed timeline for the shoot is crucial, and sharing this with all the vendors will ensure everyone is on the same page. It is also important to set expectations and let vendors know what is expected of them and when. People generally don't like surprises, so keeping everyone informed will help build a positive working relationship.

Going the Extra Mile

Doing something extra for the vendors can help strengthen the relationship. This could be as simple as sending a thank-you note or a small gift after a meeting, or offering to help them with an event they are planning. It is a way to show your talents and skills and make them feel comfortable referring you to others.

Flexibility and Adaptability

As a wedding planner, it is important to be flexible and adaptable when working with vendors. While you may have a specific vision, be open to suggestions and input from the vendors, especially if they have more experience than you. It is also crucial to understand that while you may be the leader, you are not their boss, and working collaboratively will lead to better outcomes.

Finding a location

Start with Your Theme

Before finalising a location, it is essential to have a clear theme or concept for your styled shoot. This could be rustic, modern, bohemian, classic, or inspired by a movie or historical era. Your theme will help guide your choice of venue and ensure that it aligns with your creative vision.

Consider a Real Wedding Venue

If you are planning a wedding-themed styled shoot, consider reaching out to local wedding venues. Using an actual wedding venue can be a great way to attract couples getting married at that location. Contact the venue and discuss your idea; they may be open to collaborating, especially if it means additional exposure for their business.

Think Outside the Box

If you are not set on a traditional wedding venue, there are endless possibilities for locations. Think about unique spaces that could provide a stunning backdrop for your shoot. This could be a beautiful public park, a beach, an art gallery, or even a barn. The key is to find a location that complements your theme and provides the atmosphere you are aiming for.

Visit the Venue

Once you have a few potential locations in mind, take the time to visit them in person. This will allow you to assess the space, lighting, and overall vibe of the venue. It is also an opportunity to discuss your plans with the venue owner or manager and see if they are open to hosting your styled shoot.

Have a Backup Plan

If you plan to shoot outdoors, always have a backup plan in case of bad weather. Consider if you can postpone the shoot or move it indoors if needed. Having a flexible plan will ensure that your styled shoot can go ahead smoothly, even if the weather doesn't cooperate.

Keep an Eye Out for Details

When scouting locations, pay attention to the small details that can enhance your shoot. Look for interesting architectural features, natural backdrops, or unique props that the venue may offer. These elements can add depth and character to your photos, so keep an eye out for venues that provide a range of visual options.

Remember, the location you choose will set the tone for your styled shoot, so take the time to find a venue that aligns with your creative vision and goals. By securing a venue that excites and inspires you, you are already well on your way to a successful styled shoot!

Selecting models

The choice of models can make or break a styled shoot. It is important to select models who are comfortable and fit the look of the shoot. If your budget allows, consider hiring agency models. Otherwise, spend time finding experienced models with the right look. Real couples can also make excellent models, as they will have natural chemistry in front of the camera. Ensure that your models reflect diversity and do not use heterosexual models pretending to be part of the LGBTQA+ community.

When selecting models, consider the purpose of the shoot. For most shoots, models should look like average, relatable people. Simple outfits that anyone can pull off, such as black pants and off-white tees, tend to work best. However, if you are going for a statement-making editorial look, you may want to bring extra outfits and accessories to mix and match during the shoot.

It is also important to choose clothing that flatters the models' body types and skin tones. Shapewear can help shirts fit correctly and create a flattering silhouette. Additionally, consider the material of the clothing, as certain fabrics photograph better than others. Nylon, shiny materials, and flowy fabrics tend to work well, while heavy, bulky, and low-quality materials can be challenging.

To ensure your models look their best, consider investing in shapewear that avoids lines while adding a bit of flattery. For example, Spanx can help reduce tummy pooch and lift the buttocks. Additionally, heels can improve posture, make the spine arch aesthetically, and add length to the legs, so consider having at least one shoot with heels.

Finally, don't forget the accessories! Accessories tie an outfit together and give it personality. Even basic outfits in stock photos typically include accessories like necklaces and sunglasses. By following these tips, you can ensure that your models look their best and that your styled shoot is a success.

Photography and videography

The photographer should be involved early in the planning process to provide input on the theme, location, and other details. They can suggest ideas, such as using a vision board on Pinterest to gather inspiration and ensure everyone involved is on the same page. Additionally, the photographer can assist in selecting models or help secure a location if the planner has a particular venue in mind.

During the shoot, the wedding planner should ensure that the photographer has ample time to capture all the necessary details. This includes not only the overall setting and decor but also the small, intimate moments that make the event unique. The planner should also communicate any specific shots or requirements to the photographer, such as ensuring a mix of vertical and horizontal images to suit different platforms.

After the shoot, the wedding planner and photographer should work together to select the best images that showcase the event's highlights and attention to detail. These images will be used to create a portfolio or gallery that potential clients can browse, providing a visual representation of the planner's capabilities and style.

Videography is another crucial aspect of a styled wedding shoot. A well-crafted video can capture the atmosphere, emotions, and dynamics of the event, providing a more immersive experience for viewers. It allows couples to relive their special day and share it with others. Wedding videography often involves cinematic techniques, creative editing, and the inclusion of special effects to craft a memorable film.

The wedding planner should ensure that the videographer has a clear understanding of the desired style and mood for the video. They should also discuss the flow of the event, including key moments such as the exchange of vows, the first dance, and any unique traditions or surprises. By providing this information, the videographer can be strategically positioned to capture the most important moments from the best angles.

Similar to photography, the wedding planner and videographer should collaborate during the editing process to select the most impactful footage and create a cohesive final product. The video should showcase the event's highlights, from the intricate details to the grand moments, all while telling a compelling story.

In conclusion, photography and videography are key components of a styled wedding shoot. They serve as a powerful marketing tool for the wedding planner, allowing them to showcase their creativity, attention to detail, and ability to bring a couple's vision to life. By selecting talented and experienced photographers and videographers, the planner can ensure that their work is captured and presented in the best possible light.

Frequently asked questions