Intimate Wedding Planning Guide
More than just a photographer…
With over 300 weddings and elopements under my belt, I’ve seen it all—from the tiniest details to the grandest moments. On top of that, I also got married in 2021, so I understand the planning stress and joy from both the professional and personal sides.
This guide is designed to offer you insights, tips, and resources to help you feel confident and organized as you navigate the journey to your wedding day. Let’s make this process as smooth and enjoyable as possible!
Table of contents
Timeline assistance
Building a wedding day timeline is one of the most crucial steps in planning because it sets the framework for how everything will unfold. While it doesn’t need to be rigid or minute-by-minute, having a clear timeline ensures that every part of your day is accounted for—from the getting ready moments to the final send-off. It also gives guidance to your vendors, allowing us to do our jobs smoothly and efficiently. When everyone knows what to expect and when, it allows you to focus on what really matters: being present, soaking in the moments, and enjoying all the hard work and love that went into creating your special day. A well-thought-out timeline helps everything flow effortlessly, so you can just relax and celebrate!
Questions to Ask Yourself Before Building your timeline
- How many hours of photography did you book?
- Will you be getting ready at your ceremony location or somewhere else (like a hotel with a room block reserved for you and your guests)?
- Will you be providing transportation for your wedding party members and/or guests? If so, this can make travel a bit smoother and quicker.
- Are you planning on having a “first look” and doing photos before the ceremony? Or would you rather wait until cocktail hour to do couple and group portraits?
- How long will your ceremony be? This will require a discussion with your officiant
- Does your venue require a room flip time?
- Are you doing a first dance or other ceremonial dances at your reception? How much time is included in your vendors’ contracts?
- Will you have a receiving line?
- How many toasts or special dances will you have?
- Does your reception venue have a curfew, meaning you’ll have to end the reception at a specific time? Your wedding reception timeline will be tighter if you have to end the party at a predetermined time.
- Are you hosting an after-party or parties?
Details and flatlays
20 – 40 minutes
A flatlay is more than just a photo of your wedding details—it’s a curated moment that captures the essence of your style, personality, and all the thoughtful touches you’ve put into your day. However, creating a beautiful flatlay does take time. We carefully arrange your rings, invitation suite, jewelry, shoes, and other special items to tell a cohesive story. This process requires patience and attention to detail, as the composition has to be just right to create that stunning, cohesive image.
Ladies Getting Ready
60 – 90 minutes for every bride
30 minutes for photo of you in hair and makeup, 30 minutes to cover interactions between yourself and your bridesmaids (if having any!) and any posed photos in robes etc. Dress being put on takes about 5-10minutes. * Remember to factor in time for a first look with any important family members like Dad or gift exchanges with your future spouse! Your total getting ready time will depend on the number of people getting hair and make up.
Guys Getting Ready
30 – 45 minutes for every groom
Typically men do not take as long as women to get ready – therefore don’t need as much time. 10 Minutes for detail shots (Tie, Boutonnière, Shoes, Rings, Watch, Cologne) is ideal. I do like to take photos of the groom doing final touches of hair etc in the mirror. 20 minutes for any interactions with groomsmen (if having any!) and “cheers”-ing of drinks. Its nice for groomsmen to be together for the final touches of getting ready – putting on jackets, shoes, boutonierres. Encourage a family member (Mom or Dad or Brother) or a groomsman to be present to put on your boutonierre!
First Look
15 minutes
If you have chosen to do one, the actual first look is easy and not time-consuming at all. I will set you up for a successful first look and give you instructions so those photos turn out the best and most candid they can possibly be! This is an intimate moment and I encourage my couples to do this privately so they can express their true excitement and emotions without an audience.
Travel to and from a location for your first look may need to be factored in depending on where you would like it to be, some couples also choose to do a set of portraits during this time – feel free to chat with me about it!
Ceremony
20-40 minutes
Most Ceremonies are about 30 minutes – depends on readings and vows etc. This is the most important part of the whole day so do not compromise on the time for this! If you want a long ceremony then have all the readings, and enjoy your personal vows. If you want it short and to the point then keep it simple and follow the basic requirements from your officiant! Discuss with your them how long this will end up being so you can assign the appropriate amount of time!
Family Photos
20 – 30 minutes
I always recommend that we do family portraits at the ceremony site or somewhere nearby that doesn’t require any driving. Wrangling family together can be like herding cats and if you get everyone to travel in cars someone is bound to be late or get lost and you can’t do family portraits without them! I encourage you to create a detailed family photos list and assign someone to help wrangle those people – this will keep the time down and I can usually get them all done in under 30 minutes with everyones cooperation!
Bridal Party
20-40 minutes
Depending on how big your bridal party is (or if you even have one!), where you would like to go for bridal party photos, and what type of transportation they will be using (with you in limo or separate cars) needs to be factored in. Typically I only need about 30 minutes to get all your bridal party photos including some traditional poses, individual photos with each member, and some fun ones!
For driving times to locations please feel free to chat with me about it!
Couples Portraits
45-90 minutes
Your couples portraits as newly weds are some of the most precious moments you want to have photographed! You will want an adequate amount of time for this but you also don’t want to burn yourself and your spouse out with photos. If you have a bridal party I will usually do some of your couples portraits immediately after we do the bridal party photos and then we can go to a second location for a few more photos of just the two of you. Some couples like to substitute in 30 minutes for photos at sunset – if you would like to do this please chat with me and I can help you with the best time and location to make that work during your reception!
Reception Details
15-30 minutes
If you are having a reception and you want me to photograph some elements of it then allocating some time for me to capture your decor/room might be worth considering! A lot of couples don’t have the time to appreciate their reception space. I love to help them experience that by taking photos before any guests enter the main reception space. If this is important to you I only need 15 minutes to capture the basics of all your beautiful decor! If you want lots of these photos then schedule more time. Ideally, this happens after I do your couples portraits and before the guests arrive.
Dinner
60-90 minutes
Most Intimate weddings dont have me staying through dinner and opt to have any formalities (like dances or toasts) happen before dinner. But never theless it does end up being part of your timeline and if you have formalities planned for after dinner its important to give your guests a decent amount of time to eat. Your guests and your caterers/venue kitchen staff will appreciate not being rushed and you will get some much needed down time to relax and fuel up for the rest of the night!
Some couples like to break up their coursed meals by having speeches in between courses (regardless if I am there to photograph them or not)! This is a great way to space out the meal – and you may need to allocate more time throughout dinner if you opt to go this route.
Speeches
5-10 minutes per speech
Give your speakers 5-10 minutes per speech. Some speeches will be nice and short, and some will be heartfelt and detailed. Its totally acceptable to ask your speakers to remain within a time frame. 1 – 2 written pages is usually the perfect length for a speech!
Cake cutting, First dances, Bouquet toss, etc...
5-10 minutes per event
Cake cutting really takes no time at all! Guests aren’t overly fussed about watching it – it’s a moment just for you two! Most songs are about 3-4 minutes in length so you can schedule your dances according the to length of the song! Bouquet Toss/Garter Toss – 10 Minutes. Shoe Game or other fun things – assign about 5-10 minutes for these events. If you want me to cover any of these moments sometimes it’s good to schedule them during your cocktail hour or right before dinner starts! They also don’t have to happen at your dinner space – we could do them at your ceremony site with a portable speaker and some champagne and cups for toasts!
Vendor Recommendations
Choosing from my carefully curated vendor list is one of the best decisions you can make for your wedding day’s success. These vendors are not just trusted professionals, but people I’ve personally worked with time and time again, and who consistently deliver exceptional results. I’ve built relationships with each of them based on reliability, skill, and their ability to work seamlessly with my photography style and timeline.
When you choose vendors from my list, you’re ensuring a cohesive, well-coordinated experience for your wedding. I know how they operate, how they communicate, and how they show up to bring your vision to life. This familiarity makes it easier to align everyone’s expectations and work efficiently together, which means less stress for you and more time to focus on enjoying your day.
Restaurants/Venues perfect for small guest lists
I have curated a couple of lists of wonderful restaurants and venues in Canmore and Banff that are perfect for intimate weddings with 10-30 guests. These locations offer a cozy yet elegant atmosphere, allowing you to celebrate with your closest friends and family in some of the most breathtaking surroundings in the Canadian Rockies. Whether you’re looking for a charming mountain bistro, a scenic lodge, or a private event space with stunning views, these venues provide the ideal setting for an unforgettable small wedding experience.
Hotels for you and your guests
Offering a list of recommended hotels for your guests ensures they have convenient, comfortable options near the wedding venue, making it easier for them to attend and enjoy the festivities. It also takes the stress out of travel arrangements, especially for out-of-town guests, ensuring everyone has a place to stay. Choosing the right hotel for getting ready is equally important because it provides a stylish, spacious, and well-lit environment for your pre-wedding photos, which can significantly enhance the quality of your bridal portraits. A beautiful hotel room or suite also offers a calm, private space for you and your bridal party to relax and prepare, ensuring you look and feel your best on your special day.