Your wedding videography timeline, planned with the couple
A wedding videography timeline is the plan you film to: where you need to be, when, and what cannot be missed. Hailo keeps it on the couple's wedding record and your calendar, next to the questionnaire that fills it in, the shot list you print and one portal page the couple bookmarks.
Everything in before the wedding
6 of the 227 things Hailo can do.
Questionnaires
Build one in four steps, send it from a client, a booking or an automation.
Answers come home
Every questionnaire comes back attached to the couple's project.
Shot lists
Build one or paste yours, print it as a PDF, copy it per wedding.
The wedding record
Date, venue, vendors and the day-of timeline, pushed to your calendar.
A client portal
One page the couple bookmarks for their proposal, contract, invoices, questionnaire and film.
Client pages on your domain
Their portal on your own web address.
A sample wedding videography timeline
Every day is different, so read this as one example from the videographer's side for a 3:00 ceremony, not a rule. Times shift with sunset, travel between venues and how long portraits run. If the couple has a planner, start from their wedding day timeline template and mark where you need to be ahead of each moment.
- 11:00 Arrive and film the details: dress, rings, shoes, invitation.
- 11:30 Getting ready, both sides if you have a second shooter.
- 13:30 First look, then couple portraits.
- 14:15 Wedding party and family portraits.
- 14:30 Ceremony setup: cameras placed, audio on the officiant and the couple, wide shots of the venue before guests sit.
- 15:00 Ceremony.
- 15:30 Cocktail hour, while you film the reception room before guests walk in.
- 17:00 Grand entrance and first dance.
- 17:30 Toasts.
- 18:00 Dinner, then a short sunset portrait session.
- 19:00 Parent dances, cake and open dancing.
- 21:00 Sendoff.
The wedding record holds the day
In Hailo your wedding videographer timeline lives on the wedding record, alongside the date, start and end time, guest count and style notes, the getting-ready, ceremony and reception venues with their addresses, and the planner, photographer, DJ or band and officiant from your vendor list. When a couple books through your link, Hailo creates the record for you from the proposal.
The day-of timeline is one line per moment with the time first, just like the sample above. It shows on the Event tab and feeds the Shoot prep widget on your dashboard, and saving the event sends it to your connected Google and Apple calendars. Any other calendar app can take its .ics file. Calendar sync covers the rest.
Videography planning with the couple
Questionnaires collect the facts the timeline is built from: ceremony time, venues, who is giving toasts, the people who matter most. Send one as a wedding day timeline questionnaire before the date, or let an automation send it on schedule. See wedding videographer questionnaires.
Shot lists turn the plan into a wedding day timeline checklist for each camera, with sections for each part of the day and a tick box per shot, printed as a PDF. See the wedding videography shot list.
The client portal gives the couple one page to bookmark for their proposal, contract, invoices, questionnaire and, later, their film. See the client portal.
How you use it in Hailo
- Open the client's Event tab, or let a booking create the event for you.
- Fill in the times, venues and vendors, and type the day-of timeline one line per moment.
- Save. The event goes to your connected Google and Apple calendars.
- Send the couple a questionnaire and print the shot list for each shooter.
Questions filmmakers ask
What does a wedding videography timeline look like?
It is a list of times and moments from the filmmaker's side: arrival and details, getting ready, the first look and portraits, ceremony setup, the ceremony, the reception room before guests enter, the entrance, toasts, dances and the sendoff. The sample on this page is one example for a 3:00 ceremony. In Hailo you type yours on the wedding record, one line per moment, time first.
How long do you need a videographer for a wedding?
Long enough to cover the moments the couple cares about, which is something to settle with them rather than a fixed number. Build the wedding video timeline backward from those moments: a day filmed from getting ready to the sendoff runs far longer than one from the ceremony to the first dance. In Hailo each package carries its own coverage hours, so couples see what they are choosing.
When should couples fill in the videographer questionnaire?
Once their plans are firm enough to answer, with enough lead time for you to prepare. The basics can come at booking, since Hailo can put a questionnaire right on the booking link between signing and paying. Details like the order of toasts tend to settle later, and an automation can send that questionnaire a set number of days before the wedding.
How do I share the day-of timeline with my second shooter?
Outside the app, because Hailo has no second-shooter login: each studio has one account. Print your shot list as a PDF checklist for them, send the event's .ics file so the date and times land in their calendar, and copy the timeline lines from the Event tab into a message. Everything they need comes from the one wedding record.
Go deeper
A wedding videographer questionnaire couples fill in online
Build a questionnaire in four steps and send it from a client, a booking or an automation. Every answer comes...
A wedding videography shot list you write once and reuse
Build a wedding videography shot list from ready sections or paste your own, copy it per couple, and print a...
A client portal for wedding videographers
Give every couple one page to bookmark for their proposal, contract, invoices, questionnaire and finished...
A CRM with Google Calendar integration and Apple Calendar sync
One calendar for weddings, leads, calls, blocked days and edit days. Weddings go out to Google and Apple...
A videography booking form couples finish in one sitting
One booking link holds the proposal, the contract, the questionnaire and the deposit, so couples can review,...
Studio management software for wedding filmmakers
Studio management for wedding filmmakers: a dashboard that knows your week, one calendar synced with Google...
See it on your own wedding.
One app, from the first inquiry to the delivered film.