Planning your wedding day can feel overwhelming—there’s a lot going on, and it’s easy to fall behind schedule. As an experienced wedding photographer and videographer in Rochester and Upstate New York, I’ve seen it all. With the right prep, your photographer can help the day go smoothly so you can relax and enjoy your cocktail hour. Whether you’re getting married in Buffalo, the Finger Lakes, or anywhere in Western New York, here are my tips to make your day seamless—and your photos stunning.
Disclaimer: This post will be divided into two main sections: couples doing a first look and those skipping it. There are plenty of pros to a first look, but I never pressure my couples. I respect the tradition of seeing your soon-to-be spouse for the first time walking down the aisle.
This guide is also helpful for amateur wedding photographers. One of the biggest mistakes I made early on was under-preparing. That’s why I now hold four meetings with each couple to review their timeline and ensure there are no surprises on the big day.
Where to Start: Building Your Wedding Day Timeline
Start with the moments that have fixed times—like the ceremony. Most wedding venues in Rochester, Buffalo, and across Upstate New York will help set this part of your timeline, especially if they’re handling dinner too.
Let’s say your ceremony starts at 4:30 PM. Ideally, you’ll be hidden from guests by 4:00 PM. If you’re doing a first look, I recommend scheduling it two hours before the ceremony—around 2:00 PM. This gives us time to capture most portraits before guests arrive so you can enjoy your evening uninterrupted.
From there, work backward:
- Be fully dressed by 1:30 PM (30 minutes before the first look).
- Account for time needed for hair and makeup, depending on your stylists and bridal party size.
Also, think about any travel time if you’re getting ready at a hotel or separate location. Even 15 minutes on the road can throw off the whole morning if it’s not accounted for.
You’re almost set for a smooth, stress-free morning!
Getting Ready: Set the Stage for Wedding Details
Most brides don’t want photos until hair and makeup are nearly done—and that’s okay! It’s the perfect time for your wedding photographer to grab flat lays and detail shots.
Personally, I like to arrive about an hour and a half before everyone gets dressed. This gives me time to photograph:
- Invitations, save the dates
- Shoes, jewelry (including rings)
- Perfume or cologne
- Bouquets
- Sentimental keepsakes (grandma’s handkerchief, cufflinks, etc.)
Put these items together in a box so I can grab them quickly. It doesn’t have to be fancy—just convenient. Also, try to have a decorative hanger ready for your wedding dress. Wooden ones look great. Plastic ones? Not so much.
I’ve had couples thank me for reminding them to gather their details ahead of time—it saves so much time and keeps the morning relaxed.
If you’re getting ready at separate locations, consider hiring a second shooter for full coverage. Or, we can stage the groom’s prep shots later (they only take 5–10 minutes). If both sides are at the same venue, we can usually capture everyone within the standard time frame.
Keep in mind: some photo/video teams limit coverage based on hours. At Wolf Cry Productions, we don’t restrict you like that. You’re hiring us to tell the full story of your day, not to watch the clock.
First Look or No First Look?
Still debating a first look? Here’s what to consider:
With a First Look:
- Scheduled for 2:00 PM (if the ceremony is at 4:30 PM)
- Takes about 5 minutes, then we move into portraits, wedding party, and even family photos
- Gives you more time during cocktail hour to relax
- Helps calm pre-ceremony nerves (I’ve seen this happen more times than I can count!)
Without a First Look:
- Schedule more time after the ceremony or extend cocktail hour
- Capture wedding party photos earlier in the day (separately)
- Get group shots after the ceremony in 10–15 minutes
One thing I always tell my couples: your wedding day is yours. A first look can help with logistics and nerves, but if you want that magical aisle moment, you should absolutely go for it.
Family Photos and Wedding Party
Family photos can take up a lot of time if not planned right. Here’s how to streamline the process:
- Create a detailed shot list with names (not just titles like “mother of the bride”)
- Keep the list concise—save distant relatives for reception or dance floor shots
- Combine immediate family photos with and without the couple only when necessary
Also, tell everyone where to go after the ceremony during the rehearsal dinner. I can’t stress this enough—if people wander off or don’t know where they’re supposed to be, it can easily eat up 15–20 minutes. Prepping them saves time and frustration.
And if you’re wondering whether to include your pets in your family shots—yes! Just let me know ahead of time so we can plan accordingly.
Cocktail Hour Photos
Depending on the timeline, portraits may take 5 to 20 minutes. Here’s a typical breakdown:
- Family photos: 10–15 minutes
- Wedding party: 5–10 minutes
- Couple’s portraits: 5–20 minutes (depending on your preference)
Here’s a tip: if you want to actually enjoy cocktail hour, let your photographer know in advance. I can prioritize group shots earlier and keep your couple’s portraits short, then take you back out for golden hour or sunset portraits.
Couples often tell me those golden hour photos are their favorites. It’s also a quiet moment to pause and take it all in together.
Reception Intros and Formal Dances
Here’s a flow I’ve seen work well:
- Do your grand entrance, first dance, and parent dances before dinner
- Toasts and blessings right after formal dances (before food)
This keeps the energy up and avoids awkward transitions after dinner. Plus, vendors (including your photo/video team) can get a break during dinner.
Photos of people eating? Not great. Doing toasts before food means your photos will be cleaner, more flattering, and easier to coordinate.
Plan your cake cutting for after sunset portraits to keep momentum going and get everyone on the dance floor!
Final Suggestions for Your Wedding Day Timeline
- Know when golden hour hits (1 hour before sunset)
- Sparkler send-offs look best during blue hour (1 hour after sunset)
- Let your photographer guide you—they’ve done this before!
If you want sunset portraits, try not to schedule key moments during that time. These photos are usually the most romantic and cinematic—we’ll sneak you away for 10 minutes and come right back to the fun.
Also, don’t stress about perfection. Some of the best wedding memories come from the unexpected—weather changes, missing boutonnieres, or wild dance floor moments. The more flexible and prepared you are, the more you’ll enjoy the day.
Remember: You don’t need a first look, and every wedding day can be structured differently. These are just suggestions to help your day run smoother.
Whether you’re getting married in Rochester, Buffalo, the Finger Lakes, or anywhere in Western New York, this guide was designed to help you plan your dream day—with gorgeous photos to match.
Looking for a wedding photographer or videographer in Upstate New York?
Reach out to Wolf Cry Productions today—we’d love to help capture your story.
