Getting started as a wedding videographer

Videography has unique logistics that photographers don’t share: audio equipment placement, ceremony walk-through requirements, longer edit timelines, and deliverables that come in stages (highlight reel, full ceremony, full speeches). Wedding Computer tracks your full workflow — from first enquiry through final file delivery — and puts your coverage requirements into the shared run sheet where the whole vendor team can see them.

Step 1 — Complete your profile

Open Settings and complete the Business section:

Business name — your videography business name
Category — select Videographer
Location — your base city or region
Bio, website, Instagram — link your showreel and portfolio

Why: Your Instagram and website links appear in your vendor profile when you’re added to a workspace. A showreel link is often the fastest way for a planner or venue to understand your style when they’re recommending you to a couple.

Step 2 — Build a videography-specific enquiry form

Go to Forms → Enquiry and customise the questions. For videographers, key questions are:

Wedding date
Ceremony location and reception location (separate addresses if different)
Getting-ready location — is it at the venue or elsewhere?
Hours of coverage requested
Footage style: documentary/cinematic/editorial/raw/social-first
Deliverables requested: highlight reel length, full ceremony recording, full speeches, full reception
Will they need audio services? (wireless lapel mic on the celebrant, room mics, ceremony music)
Are there access restrictions at the ceremony venue? (some venues prohibit certain placements or lighting)
Do they want a same-day edit for the reception?
Package interest
How they heard about you

Why: Audio requirements and venue access restrictions are questions you need answered early — not the morning of the wedding. A venue that prohibits tripods or requires you to be in a specific position fundamentally changes your equipment setup. Getting this information at enquiry stage means no surprises.

Every vendor account also includes a built-in inbox at yourhandle@wedding.computer, and enquiries that land through your form show up right there, on the contact’s record. Given how far ahead video bookings get locked in and how tightly a same-day-edit or second-shooter schedule can constrain you, a fair share of your replies will be “not available for this date” or “here’s someone I’d recommend instead.” On Pro, open the contact and click Draft email to have the AI write that reply from the enquiry details, your notes, and pipeline stage — you still review and edit it before it sends.

Why: A form that captures great detail is only half the job — turning that enquiry into a fast, on-brand reply is the other half. Drafting the decline or referral for you, rather than starting from a blank email, keeps your response time short even when the date was never going to work.

Step 3 — Create an invoice and track delivery milestones

Go to Invoices → New invoice, or create an invoice from a contact or wedding workspace. Add the agreed coverage and deliverables as line items, then set a typical payment structure:

Booking fee (deposit) (25–33% at booking)
Balance — due 2–4 weeks before the wedding

For delivery milestones, use your vendor checklist in the wedding workspace (not the invoice) to track privately:

Footage backed up (two locations)
Rough cut complete
Highlight reel delivered
Full ceremony film delivered
Full speeches film delivered
Final files archived

Set your one default service contract under Settings → Contracts, including delivery timelines and copyright terms. Wedding Computer copies it onto each new invoice. The couple accepts it by typing their full name and email address and ticking that they agree; this is not a drawn signature or a downloadable signed service-contract PDF.

Why: Edit timelines for video are longer than photos, and couples often don’t realise this. The invoice preserves the exact default contract copied for that booking, while your vendor checklist tracks the production work privately.

For the free personal feed, open Account → Personal calendar and subscribe in Apple Calendar or copy the private link into Google Calendar or Outlook.

For a Pro business connection, open Settings → Calendar & contacts and create a named calendar connection. Its iCal or CalDAV credential is read-only: edits made in another calendar app do not flow back to Wedding Computer.

Why: The feed includes wedding-day markers and timeline sections shared with or assigned to you. Dates, times, and locations already recorded on those entries are available in your phone calendar without searching through emails.

Step 5 — Add your access requirements to the run sheet

When you join a wedding workspace, go to Timeline and add your items — but also use the Notes or a dedicated timeline item to communicate access requirements to the planner and venue:

What time you need access to the ceremony venue for equipment setup (often an hour before guests arrive)
Whether you need a pre-ceremony venue walk-through with the celebrant
Microphone placement requirements and who provides the wireless mic
Any areas or moments where you have limited or no access (restricted family-only moments, venue lighting constraints)

Then add your coverage items:

Getting-ready coverage start
Ceremony equipment setup
Ceremony start through end
Formal portraits (your coordination window with the photographer)
Reception coverage items: speeches, first dance, cake, formalities end

Set your items to vendors visibility.

Why: Videographers have more setup requirements than almost any other vendor. Letting the planner and venue know your access needs through the shared timeline eliminates the scenario where you arrive to find the ceremony space locked, or the audio lectern is positioned where you can’t run a cable to it.

Step 6 — Coordinate the portrait window with the photographer

If there’s a photographer also on the wedding, the portrait session is a shared asset. Use the wedding workspace to:

Identify who the photographer is (visible in the People section)
See their timeline items for portrait timing
Add your own portrait item aligned with theirs

Why: The couple booked both of you. If your portrait window doesn’t match the photographer’s, you’ll spend the portrait session figuring out logistics instead of capturing the moment. A shared timeline prevents that conversation from happening on the day.

Step 7 — Set your availability

Open Calendar → Availability to set the weekdays you normally work and block individual holidays or personal commitments. Confirmed wedding workspaces and booking events mark their own dates as booked. Under Settings → Availability sharing, choose Public so couples can check before enquiring.

Why: Videographers who are booked solidly in peak season need accurate availability more than almost any vendor. An enquiry for a date you’re already booked means an email you have to decline and a couple who has to keep searching.

You’re ready when:

Your profile is complete with showreel and portfolio links
Your enquiry form asks about footage style, audio requirements, and venue access
You know how to create an invoice and your one default service contract includes delivery expectations
Stripe is connected
Your availability is accurate and set to Public
Your iCal feed is subscribed in your phone calendar

What to do right now

Open your next booked wedding workspace (or join one if a planner has set it up) and add your access requirements and coverage items to the timeline. Then contact the planner or venue to confirm your equipment setup window — even a quick confirmation now prevents a problem on the day.

Go deeper

Calendar & availability — iCal feeds for wedding day call times and read-only CalDAV connections
Invoices, payments & contracts — invoices, booking-fee schedules, the default service contract, and copyright terms
Enquiry forms — building your coverage and style questionnaire
Run sheets & timeline — how to add access requirements and coverage items to the shared schedule
Email — claim your @wedding.computer handle and see how inbound enquiries link to a contact
AI features & integrations — how AI-drafted replies work, including “not available” and referral drafts

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