Managing a Wedding Day Crisis
What happens when things DON’T go according to plan for your wedding photography…?
On Friday, January 13, 2023, I was supposed to be in Morristown, NJ photographing Nikki and Jared's glamorous, vintage-themed winter wedding at the Madison Hotel. Instead? I was home in bed battling a particularly nasty case of the flu.
I’ve debated NOT sharing this story, cause obviously it's no fun, and it's a really uncommon situation. In 8 years of professional photography, this was only the second time I've ever been physically unable to go fulfill a wedding contract. Still, it's a question engaged couples ask when booking me, and I think it can be worth exploring what happens in the rare and unfortunate case when your wedding photography plans go sideways.
Here's how Nikki and Jared still got beautiful photos for their incredible January wedding, despite an unexpected change of plans:
1) A solid backup:
My second photographer was ready and able to step up. With very few exceptions, I hire second photographers who are comparable professionals. No beginners, no newbies. Everyone has to start somewhere, but to me, peoples' wedding days are not the time / place to be practicing the fundamentals of photography.
In addition to comparable technical skill, I try to hire people who have a similar working style as myself - warm, pleasant, professional, and detail-oriented. These are typically photographers who own their own businesses and are very familiar with the ins and outs of wedding days: they're able to comfortably pose subjects, smooth over tense family situations, and cheerfully direct rowdy bridal parties as well (or better!) than myself.
2) An extensive network:
In addition to the small circle of people who regularly work with me as second photographers, I have a long list of connections to other photographers I know, admire and respect in the Philadelphia area (and all over the country!) As soon as I started feeling TRULY crummy, Kristen and I were in touch. We agreed we’d make a final judgment call about her taking over 24 hours before our scheduled start time. Then I got to work combing my network; reaching out to a handful of other photographers I felt might be a great fit to partner with Kristen at the last minute.
Chloe was my first choice, available on short notice, and excited to step up for an NJ wedding at the Madison hotel!
3) Thorough communication:
Every wedding I shoot has a solid written plan in place long before the actual day arrives. I had worked with Nikki and Jared weeks in advance on their timeline - confirming addresses, their desires for the flow of the day, and other vendors’ arrival / departure times. We had a written family portrait list in place. Kristen and I had already discussed all the ins and outs of their timeline, their vision, and all the details that made their wedding unique.
Once I had a reliable backup plan established and a replacement team at the ready, I made the tough phone call to the bride. 🫣
When you’re 24 hours away from making the biggest commitment of your life, even minor alterations to your plans can feel stressful and overwhelming, much less a major shift in your wedding day expectations! To her credit, Nikki remained calm and accepting while I explained the situation.
I felt terrible delivering bad news the day before their wedding, BUT I was confident in offering a comprehensive backup plan to the bride and groom that involved zero additional work / stress / decision-making on their part. After we hung up, I sent Nikki work samples for Kristen AND Chloe, as well as their contact info in case having a conversation the night before the wedding would help ease any apprehensions.
My backup team stayed in touch with me throughout the course of the day, sending me glowing updates and even some fun photos and videos that I watched from my couch. As expected, Kristen coached everyone through the day with grace, and Chloe provided expert second shooting support. After the wedding, Kristen transferred the raw photo files to me so I could edit previews and ultimately deliver the final finished gallery to our fearless couple.
Weddings are high-stakes, emotional events with a lot of moving parts. You can make every list, vision board, and schedule, and some things STILL just won’t go as planned. But there are also lots of ways to ensure that your bases are covered no matter what curveball gets thrown your way! I’m proud to be able to look back on this wedding and know that despite the worst case scenario, my clients walked away with happy memories AND beautiful photographs that help them remember all the details and people that made their wedding day unique.
EMMA DALLMAN
I’m Emma, and I fall a little bit in love with every person I photograph. I’m a wedding and portrait photographer living in the Philadelphia suburbs with my husband, three kids, and our 12 lb Cavapoo. I am endlessly fascinated by the uniqueness and the beauty of every person I photograph. Read more here!