The questionnaire to send couples before the wedding

When to send the questionnaire

The right time is after the contract is signed and about 3 to 4 weeks before the wedding. By then most plans are settled, but there is still time to scout locations and clarify open points.

Ask for answers at least a week before the day, and schedule a short meeting or call to go through them together.

The basics

• Names and phone numbers of the couple and a contact person on the day (often a bridesmaid or family member).
• The date and the addresses of the getting-ready locations, ceremony and reception.
• Names and phone numbers of the planner, makeup artist, videographer and host, if any.
• The expected number of guests at the ceremony and reception.

The wedding-day timeline

A detailed timeline tells you where to be and when, and how much time you have for portraits.

• Getting-ready times and any family ceremonies.
• Ceremony time, guest arrival and the start of the reception.
• Time set aside for couple portraits and family photos.
• Reception moments: cake cutting, toasts, speeches, first dance, bouquet toss.
• Any photography restrictions at the venues, such as no flash during the ceremony.

Family and key guests

This is where mistakes happen most. On a busy day it is hard to know who the grandparents or the eldest uncle are without an introduction.

• The list of family groupings to photograph, in order of priority.
• Names and relationships of key people: grandparents, parents, siblings, godparents.
• Family situations that need sensitivity: divorced parents, recent loss, someone who prefers not to be photographed.
• A family member who can help gather people for group photos.

Style and wishes

• Three words that describe the wedding photos the couple hopes for.
• Moments or details they especially want captured: rings, letters, a gift from their parents.
• What they don’t like in photos: angles, poses, color tones.
• Reference images, if any. You can invite clients to upload them to the album so everything stays in one place.

Special notes

• Family or regional customs and rituals.
• Guests who don’t want to appear in photos or on social media.
• Whether the couple agrees to their photos being used in your portfolio.
• A rain plan for any outdoor parts of the day.

Once you have the answers, summarize them on one page for your whole team. When everyone knows the timeline and the key people, the day runs much more smoothly.