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Wedding Computer Help

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

Section titled “Step 1 — Complete your profile”

Go to Settings → Profile and fill in:

  • 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

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Go to Settings → Enquiry form 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.

Step 3 — Set up invoicing with delivery milestones

Section titled “Step 3 — Set up invoicing with delivery milestones”

Go to Settings → Invoices and create invoice templates. A typical videographer invoice structure:

  • Deposit (25–33% at booking)
  • Balance — due 2–4 weeks before the wedding

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

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

Attach your terms and conditions — including delivery timelines and copyright terms — to the deposit invoice via Settings → Contracts.

Why: Edit timelines for video are longer than photos, and couples often don’t realise this. Being explicit in your contract about estimated delivery windows reduces “where’s our video?” messages before you’ve even started editing.

Step 4 — Subscribe to your calendar

Section titled “Step 4 — Subscribe to your calendar”

Go to Settings → Calendar and copy your iCal feed URL. Subscribe to it in your calendar app.

For two-way sync (Pro), set up CalDAV under Settings → Device sync.

Why: Your iCal feed includes venue address and ceremony times — the details you need before every wedding. Having them in your phone calendar means you’re navigating to the right location without searching through emails.

Step 5 — Add your access requirements to the run sheet

Section titled “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

Section titled “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:

  1. Identify who the photographer is (visible in the People section)
  2. See their timeline items for portrait timing
  3. 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

Section titled “Step 7 — Set your availability”

Go to Settings → Availability and block every booked date. Set your public availability 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:

Section titled “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
  • Invoice templates are ready with delivery timeline expectations in the contract
  • 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

Section titled “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

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