engagement session tips, timeline guidance, vendor recommendations & more!
Wedding Guide
sarah botta 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 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 so I'm 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 200 weddings over the past few 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. Not only do 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
Chariots for Hire
Road Yachts
Fleet Transportation
Transportation
Jim Burch
Ceremonies by Jeff
OFFICIANT
Ink and Press Co
Peach and Paperie
Sara Lane Design
Studio Wren Co
Olive Saint Lily
Invitations
Something Vintage Rentals
Bella Villa Shop
Eastern Shore Tents & Events
Beggars Banquet Rentals
Party Rental LDT
RENTALS
Brooke's Bridal and Ball
Vivid Bridal Boutique
Ellie's Bridal Boutique
WEDDING DRESS
Signature Sweets by Amanda
Edibles Incredible
Lillian Nathalie Cake
Gateau Bakery (GF, DF available)
CAKES
Makeup by Ivett
Blush Away
DC Bridal
UpDos for I Dos
Captivating Complexion
Makeup by LZ
HAIR & MAKEUP
DJ EPX
District Remix
Ultimate Occasions
DJ Air McNair
Bachelor Boys Band
DJ & BANDS
Ridgewells
Get Plated DC
Clearwater Fire-Grill & Catering
Main Event Caterers
The Catering Outfit
CATERING
Harrison Films
Josh Gooden Cinema
Olea Films
Bassano Films
Bowen Films
ViDEOGRAPHY
Petalos DC
Holly Chapple
Farm & Fields Floral Design
The Pink Poppy
Bee Inspired Events
FLORAL DESIGNERS
Wild Flower Hill
Boxwood & Bloom Events
Tilly & Teal
Jessica Ashley Events
Serendipity Wedding Services
WEDDING PLANNERS
Over the years, I've learned the important role quality vendors play in creating a stress-free wedding day. I've worked with many of the vendors below and can't recommend them enough! This is not a paid list - I 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
That moment the Bride and Groom see each other for the first time on their wedding day is magical. And this is true whether the couple chooses to wait until the bride walks down the aisle or chooses 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 few years. About 90% of my couples choose to 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 a ‘first look’:
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 3b 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 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, followed by bride and groom portraits. This generally takes the full cocktail hour. Keep in mind the sunset time when planning your ceremony start time to ensure there is enough light into cocktail hour for portraits.
A first look opens up time prior to the ceremony for all portraits to be taken. This allows the couple 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
The second set of photos will be done immediately after the ceremony during cocktail hour. We’ll start with family formals, followed by photos of the entire wedding party together, and then end with your couples portraits.
If you’re planning a traditional aisle reveal instead of a first look, I HIGHLY recommend extending your cocktail to 90 minutes. With the extra time, we won’t feel as rushed during photos, and you’ll even be able to attend part of cocktail hour while we go photograph your reception details.
With a traditional aisle reveal, keep in mind the time your ceremony starts and ends. We don’t want to run out of sunlight before we get a chance to finish your portraits. Know what time sunset is on your wedding day and plan around that. With an evening ceremony, the daylight fades quickly. I don’t want all your wedding portraits to be taken in the dark. Make sure we have enough time in between the ceremony end time and sunset to get the photos we need.
There are so many things to consider when planning your wedding day timeline. No matter what events you have planned, I’ll make sure you have the best timeline and a plan for getting all the images that are most important to you.
If you’ve decided to do a first look, I recommend starting photography coverage between 4 to 5 hours before the ceremony starts. This will allow 120 minutes of detail photos and ‘getting ready’ photos and about an hour or so for couples portraits and wedding party photos before we have to get everyone hidden away again. If time allows, it’s also nice to knock out some family photos before the ceremony.
If you’ve decided on a traditional aisle reveal, we’ll need 2 sets of photo times to get all the portraits we need before the reception. We’ll need to start photography coverage 3 hours before the ceremony. This will allow 120 minutes of detail and ‘getting ready’ photos, and about an hour or so for portraits of the bride with bridesmaids, and then separately, the groom with groomsmen, before getting everyone hidden away again.
tips for a seamless wedding day timeline
timeline
Wedding Day
building the perfect
Note: Ideally by the time we arrive, hair and makeup is already wrapping up. If something is going to delay the beginning of the day, it’s often HAMU.
Sarah arrives at Bride’s getting ready location. Detail photos & finishing touches.
12 p.m.
12:00pm
Bride & Groom Getting Dressed
1:00 p.m.
1:00pm
First Look & Portraits
2:00 p.m.
2:00pm
Wedding Party Portraits
2:50p.m.
2:50PM
Immediate Family Portraits
3:30 p.m.
3:30pm
Bride + Groom Hide
4:00 p.m.
4:00PM
Ceremony
4:30 p.m.
4:30pm
Just Married Portraits
5:00 P.M.
5:00pm
Cocktail Hour
Note: The great thing about doing a First Look is that it gives you more time at cocktail hour. We’ll grab some pictures of your guests while you enjoy the hour.
5:00 p.M.
5:00pm
Introductions & First Dance
6:00 P.M.
6:00 PM
Dinner served
6:15 P.M.
6:15pm
Toasts
6:45 P.M.
6:45pm
7:00 P.M.
Father/Daughter dance; Mother/Son dance followed by cake cutting.
7:00pm
Cake cutting followed by open dance.
7:15 P.M.
7:15pm
Photographers Depart
8:00 P.M.
8:00pm
Sarah arrives at Bride’s getting ready location. Detail photos & finishing touches.
Note: Ideally by the time we arrive, hair and makeup is already wrapping up. If something is going to delay the beginning of the day, it’s often HAMU.
1 p.m.
1:00pm
Bride & Groom Getting Dressed
2:00 p.m.
2:00pm
Bride & Bridesmaids Portraits
3:00 p.m.
3:00pm
Groom & Groomsmen Portraits
3:20 p.m.
3:20PM
3:40 p.m.
Bride + Groom Hide
3:40pm
4:00 P.M.
Ceremony
4:00pm
Family Portraits
4:30 P.M.
4:30pm
Note: We do family portraits right after the ceremony because everyone you need will be easy to grab. If you can give your family notice that we’ll be taking pictures immediately after the ceremony, that will also ensure that no one wanders off. We’ll help you create a list of family portraits before the big day.
Full Wedding Party
5:15 P.M.
5:15pm
Bride & Groom Portraits
5:30 P.M.
5:30pm
Introductions & First Dance
6:00 P.M.
6:00pm
Dinner served. Toasts at the tail end of dinner.
6:15 P.M.
6:15pm
Father/Daughter dance; Mother/Son dance followed by cake cutting.
7:00 P.M.
7:00pm
Open Dance
7:20 P.M.
7:20pm
Photography coverage ends
9:00 P.M.
9:00pm
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, I 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 you don't believe me, just take a look at Madison and Brian's wedding day. It rained the entire day and it was still beautiful!
If rain is in the forecast, I recommend ordering a few of these 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 Wellies 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 45 minutes to 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. Please unwrap your dress and have it hanging and ready to be photographed.
Details
Wedding Day
Dress
Dress Hanger (a pretty one!)
Rings (both engagement and wedding bands)
Shoes
Veil
Bouquet
Ring
Hair pieces
Jewelry
Invitation Suite (2 full sets with envelopes + stamps)
Any other paper stationary you may have like program cards.
Vow Book
Any other sentimental keepsakes you would like to include
We 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: We'd love to have a few cuts of the florals you'll be using throughout your wedding day. If your florist will supply us 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
Vows Book
Rings
Anything else he'll have that is special or sentimental.
Groom DETAILS CHECKLIST
If possible, try to have your engagement ring cleaned or clean it yourself prior to your wedding day. I will be taking macro images of your ring.
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 we're happy to take any requested family portraits as long as time allows!
print + adjust this checklist
Bride + Groom + Bride's Extended Family
Bride + Groom + Bride's Parents + Siblings + Grandparents
Bride + Groom + Bride's Parents + Bride's Siblings
Bride + Groom + Bride's Parents
Bride + Groom + Bride's Siblings
Bride + Mom
Bride + Dad
Bride + Groom + Groom's Extended Family
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
Most family formals take place at the ceremony site either before or immediately following the ceremony. 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 I’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 a 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 I'm sure one of the last things you want on your wedding day is for our 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 me 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
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
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
05
03
tips
Additional
I'd love to help you plan your timeline. If you'd like our input, don't hesitate to email or call!
We're here to help
During the cocktail hour and the reception, I'll follow you around. Anytime you'd like a photo with someone, grab my attention. I love being your personal paparazzi!
Photo anyone?
08
Family portraits are taken in an order to keep things efficient making sure any disabled or elderly family members are photographed first.
Make a list
09
I always recommend the bride go into hiding 30 minutes before the ceremony at the absolute latest. Guests typically arrive early to weddings.
Hide the bride
06
07
I'm a big believer 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 captured.
Think about this fact: twenty years ago, if I 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 October 1st.
(8x8, 20 pages)
Linen: $850 each for Linen
Leather: $1050 each
Additional 2-page Spread: $100 each
DUPLICATE PARENT ALBUMS
Linen: $2000 for Linen
Leather: $2500
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 us any time at sarah@sarahbottaphotography.com.
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 this guide!
Thank you!
I can plan your timeline with this in mind. If coverage time ends before your sparkler exit, you can do a faux exit or add additional coverage time.
06. We want a sparkler exit can you capture this?
When I arrive, it's best that hair and makeup be within 30 minutes of being complete. If things are running late, make sure the bride gets priority so the timeline can keep moving along.
05. When should HMU be finishing?
If possible, it's best to have your florist arrive right before I arrive. This way, I am able to use florals for your detail images.
04. when should my florist arrive?
If you're not getting ready in a bridal suite at the venue, choose a location with a lot of natural light and a location not far from your ceremony location.
03. any tipes for our getting ready location?
Yes, I've found that 9 times out of 10, weddings with Catholic ceremonies need to add an additional 2 hours of coverage time to capture the full day.
02. we are having a catholic ceremony. do we need more coverage time?
If your ceremony and reception are at two different locations that require travel time, you may need to add an additional hour or two of coverage.
01. Our ceremony and reception are at two places. Do we need more time?
Have more questions? I'm happy to answer. Send me an email: sarah@sarahbottaphotography.com
FAQ
14.