The Ultimate Guide to Booking a Wedding Videographer: Timeline and Tips
The ring is on your finger, the champagne has been popped, and the excitement is palpable. You are getting married! But as the initial euphoria settles, the reality of the to-do list sets in. Planning a wedding involves a million moving parts, from floral arrangements to seating charts. Among the most critical decisions you will make is choosing the team that will preserve these memories forever.
While photography captures frozen moments, video captures the sounds, the movement, and the emotional atmosphere of the day. The quiver in a voice during vows or the roar of laughter during speeches—these are things only film can keep alive. However, the best talent gets snapped up quickly. If you want to hire a wedding videographer who aligns perfectly with your vision, timing is everything.
This guide breaks down exactly when and how to secure your dream filmmaking team, ensuring you avoid last-minute stress and disappointment. Whether you are planning a grand celebration in London, a chic city wedding in Birmingham, or a countryside escape elsewhere in the UK, following this timeline will keep you on track.
Why the Timeline Matters More Than You Think
Many couples make the mistake of leaving videography until the end of their planning process. They treat it as an add-on or a leftover budget item. This is a risky strategy. Top-tier videographers often book out 12 to 24 months in advance, especially for prime summer dates.
Unlike florists or caterers who might handle multiple events in a single day with a large staff, a dedicated cinematographer can usually only be in one place at a time. Once their date is gone, it is gone. Starting your search early gives you the luxury of choice. It allows you to vet candidates thoroughly rather than settling for whoever happens to be available.
12-18 Months Before: The Vision and Research Phase
This is the dreaming phase. Before you send a single email, you need to know what you are looking for.
Define Your Cinematic Style
Not all wedding videos are created equal. Do you want a music-video style highlight reel? A full-length documentary edit? Or perhaps a cinematic storytelling approach that weaves audio from speeches with artistic visuals?
- Cinematic: These films look like movies. They use artistic angles, color grading, and drone shots to create a dramatic, emotional narrative.
- Documentary: This style is candid and raw. The videographer acts as a fly on the wall, capturing events exactly as they happen without intervening.
- Traditional: This often involves a stationary camera capturing the ceremony and speeches from start to finish with less emphasis on artistic editing.
Spend time watching films from different creators. Look for consistency in their work. Do their films make you feel something, even if you don’t know the couple? That is the mark of high-quality storytelling.
Set Your Budget
Videography is an investment. While it might be tempting to cut corners here, remember that this is one of the few tangible things you walk away with after the day is done. Determine a realistic range for what you are willing to spend. Quality filmmaking involves expensive gear, insurance, travel, and dozens of hours of editing time. When you prepare to hire a wedding videographer, understanding the value behind the price tag helps you allocate your budget wisely.
9-12 Months Before: How to Find Good Wedding Videographers
Now that you know what you want, it is time to build your shortlist. This is the active hunting phase.
Where to Look
- Instagram & TikTok: Search hashtags like #LondonWeddingVideographer or #UKWeddingFilms. This is a great way to see recent work instantly.
- Venue Recommendations: Ask your venue in Birmingham or London who they love working with. A videographer who knows the lighting and layout of your venue is a huge asset.
- Google Search: Look for portfolios that resonate with you. Don’t just stop at the first page of results; dig deeper to find hidden gems.
What Separates the Good from the Great?
You will see hundreds of websites, so how do you filter them? Good wedding videographers stand out through their attention to detail.
- Audio Quality: Bad audio ruins a great video. Listen closely to the vows and speeches in their sample films. Is the sound crisp and clear, or is it muffled and echoey?
- Lighting Mastery: Can they handle a dark reception hall as well as a sunny garden? Look for examples of low-light footage in their portfolio.
- Stability: The footage should be smooth, not shaky (unless it’s an intentional stylistic choice).
- Discretion: You want a professional who can get the shot without blocking your guests’ view or turning your wedding into a film set.
Create a spreadsheet of your top 3-5 favorites. Note their starting prices, location bases, and what packages they offer.
6-9 Months Before: The Inquiry and Connection
You have your shortlist. Now, reach out.
sending the Inquiry
When you contact a videographer, give them more than just a date. Tell them your story. Mention your venue, your vibe, and why you connected with their work. This helps them understand if they are the right fit for you.
The Consultation
Always ask for a video call or a meeting. You will be spending almost your entire wedding day with this person—often more time than you spend with your spouse! You need to like them.
Key questions to ask during the meeting:
- have you shot at my venue before?
- How do you work alongside photographers? (This is crucial—they need to be a team, not rivals.)
- What is your backup plan if equipment fails?
- Do you carry liability insurance?
- What are your travel fees for locations outside your home base?
At Brad Rollason Films, we pride ourselves on being transparent. Whether your wedding is in the heart of London or a remote destination in the UK, we discuss all logistics upfront so there are no surprises.
3-6 Months Before: Securing the Date
If you love their work and their personality, do not wait.
Read the Contract
Never hire a wedding videographer without a written contract. It protects both parties. Ensure it covers:
- Coverage hours (arrival to departure).
- Deliverables (length of film, teaser trailers, raw footage options).
- Delivery timeline (how long until you get the video?).
- Payment schedule.
- Cancellation and postponement policies.
Pay the Deposit
The date is not yours until the retainer is paid. Once this is done, you can relax knowing one of the biggest pieces of your wedding puzzle is solved.
1 Month Before: The Final Details
The big day is approaching. Reconnect with your videographer to finalize the plan.
- Share the Timeline: Send them the detailed schedule of the day. Let them know about any surprises (like a choregraphed first dance or fireworks).
- Family Dynamics: If there are sensitive family situations (e.g., divorced parents who shouldn’t be framed together), let your videographer know discreetly.
- Shot List: While you shouldn’t micromanage their creativity, do provide a list of “must-haves,” such as a shot of your grandmother or a specific detail on your dress.
Why Location Shouldn’t Limit Your Choice
One common misconception is that you must hire someone who lives in the same city as your venue. While local knowledge is nice, talent travels.
If you are getting married in Birmingham but fall in love with a videographer based in London, reach out to them. Most professionals are accustomed to travel. At Brad Rollason Films, we cover weddings across the entire UK. We love the variety that comes with shooting in different cities and landscapes. Do not limit your artistic options to a 20-mile radius. If you find good wedding videographers whose work speaks to your soul, the travel logistics are easily managed.
Frequently Asked Questions
1. Is it worth getting a wedding videographer if I already have a photographer?
Absolutely. Photography captures a single split second, but video captures the context. Hearing your partner gasp during the “first look” or listening to your father’s voice break during his speech creates a completely different emotional experience. Many couples say their video is their most cherished post-wedding item because it brings the day back to life vividly.
2. How much should I budget for a professional wedding videographer in the UK?
Prices vary wildly based on experience and deliverables, but generally, you should expect to invest between £1,500 and £4,000 for high-quality professional coverage. Be wary of quotes significantly lower than this; often, “cheap” videography comes with hidden costs like poor audio, missed moments, or unreliable service.
3. How long does it take to receive the final wedding film?
Editing is an intensive process. A carefully crafted wedding film usually takes anywhere from 8 to 16 weeks to complete. Some studios offer a “teaser” within a week of the wedding to tide you over. Always check the contract for the specific delivery window.
4. Can I choose the music for my wedding video?
Usually, no—and for good reason. Copyright laws prevent professionals from using commercial tracks (like the latest Top 40 hit) without paying thousands in licensing fees. Instead, videographers use licensing platforms to find music that fits the mood of your film perfectly. Trust their creative judgment; the music drives the edit, and they know how to match the beat to the visuals.
5. Do we need a second shooter?
A second shooter is highly recommended for larger weddings (100+ guests) or complex timelines. It allows for coverage of both partners getting ready simultaneously and provides multiple angles during the ceremony (e.g., one camera on the groom’s face, one on the bride walking down the aisle). It adds depth and security to your final film.
Your Love Story Deserves the Best Lens
Your wedding day will fly by in a blur of excitement and joy. When the cake has been eaten and the flowers have faded, your film will be the window through which you relive those memories. Don’t leave this crucial decision to the last minute. By following this timeline, you ensure that you have the best possible team by your side.
If you are looking for a team that combines cinematic excellence with a relaxed, unobtrusive approach, look no further. Brad Rollason Films is ready to capture your love story, whether you are celebrating in the bustling streets of London, the historic venues of Birmingham, or any stunning destination across the UK. We bring passion, reliability, and artistry to every event we film. Check our availability today and let’s start planning how to preserve your legacy.