Wedding Photography Workflow Tricks

I am one of those deeply relational creatives that struggles with the workflow side of business. My brain loves sunshine, creativity, and new people. But admin, logistics, and scheduling is hard. In wedding photography there is a WHOLE list of workflows. It feels like it’s never ending but I have a few tricks + resources that really help me.

My Wedding Workflow:

  • Client Inquires
  • Send initial email with pricing guide through Dubsado
  • Facetime or Zoom to answer questions
  • Send contract + invoice through Dubsado
  • Send “You’re In” email with all info on timeline prep + engagement session date
  • Set up call to confirm timeline
  • Send welcome gift through mail
  • Shoot engagement session
  • Send engagement photos over
  • Send 6, 3, 2, 1, month email check ins with info
  • Final invoice notice using Dubsado
  • WEDDING DAY!
  • Send automated email saying how much I loved their wedding + when to expect photos through Dubsado
  • Send preview photos within first week after wedding over in online gallery + text
  • Cull twice using Photo Mechanic
  • Start editing + send over to editor
  • Finish editing + export in Lightroom
  • Make blog in Narrative
  • Design album for client using Kiss Wedding Books
  • Send their online gallery, blog, and album links over email
  • Post to instagram their wedding day
  • Schedule in tailwind their best moments from their wedding
  • Set up automation for 1 year anniversary emails and print sales on Pass

1.Dubsado

This is my favorite client management system!!! I tried others but I have stuck with them for years now. You can do all things from scheduling, sending invoices, tracking leads, digital contracts, collecting payments, book keeping, email templates, email automations and more. I’m highly impressed by this company because it has allowed me to cut down time in so many areas where I was overwhelmed. I highly recommend getting a client management system to keep track of all things business when it comes to wedding photography. You want to be professional and communicate well on all levels of the wedding day process.

If you are interested in signing up here is the link: https://www.dubsado.com/?c=hannahrosegray

2.Photo Mechanic

HUGE life saver on time and money. RAW files are huge. But with photo mechanic you can load raw files in the matter of minutes. So what once took me HOURS in bridge or lightroom takes me maybe minutes. I can cull through a whole wedding day in 1 hour compared to 3. You can star or highlight certain photos to put them into different categories as well. I have my saved as: Red is for albums, Blue is for blog, Pink is for client gallery.

3.Outsourcing

I outsource a few things to help with workflow but also peace of mind. The way my brain works I need help on all things business or admin. So I hire people who are really good at what they do so I can stick to what I’m really good at. Here are a few things I have hired people for over the years: brand management, social media, Pinterest marketing, email marketing, website design, website SEO, TAXES, editing. No one person can do all things, think about outsourcing so it can get you back to photographing more.

4.Narrative

Blogging made easy!! This simple tool helps cut down on time when it comes to blogging a wedding day. We all know blogging is not only for the client but also for your SEO and building your portfolio. I highly suggest blogging every wedding you shoot on your site. Narrative lets you build beautiful and simple blogs that work directly with word press or other websites. It also lets you type in keywords for SEO. I send it and goes directly to my word press posts!

https://narrative.so/

5. Tailwind

Tailwind SAVES so much time in my workflow by offering efficient pinning to Pinterest and scheduling to Instagram. This is one of the major areas in my business I hate doing. Just straight up hate doing it but yet with this app you can schedule pins to be working for you all month long. Take 30 mins out of your week to schedule pins and let it work for you!! Pinterest helps more people see your images and get to your website. In turn helping your SEO and you get more paid clients!!

https://www.tailwindapp.com/

xoxo-Han

Flagstaff Elopement Locations

How to plan an elopement in Flagstaff, Arizona

Having an elopement is the best next thing to do currently. Now that this global pandemic is in full swing and probably not going anywhere anytime soon (sad tears) we must learn how to make lemonade out of lemons! For a lot of my couples they have had to change their wedding dates multiple times due to covid. But also a lot of them have decided to have an elopement in a beautiful location with minimal people. Due to states having restrictions anywhere from 3-10 guests are perfect for a small intimate elopement. 

I MEAN have you ever been a more beautiful cute little town as Flagstaff. Located in Northern Arizona, Flagstaff is home to the San Fransisco Peaks, magical aspen forests, and an historical downtown filled with shops and restaurants. With Flagstaff and it’s surrounding area containing the worlds largest ponderosa pine forest, there are endless possibilities for elopement locations. Sedona and her red rocks are usually a very sought after location for elopements along with the Grand Canyon and Horseshoe Bend, but what people don’t know is the beauty Flagstaff has to offer for mountain forest elopement vibes galore. 

Here are some ideas on how to plan a Flagstaff elopement. Everything from locations, officiants, florals, and dinner locations after. 

Locations:

Lockett Meadow

I love love love this location in Flagstaff. It’s only open during April-October and closed during winter months due to a really rocky road!! This is my favorite location to take people to during the fall because of the mountain views and fall colors. They are incredible! Big open field to choose to have an elopement. Or you could choose to be in the aspen groves surrounded around those beautiful trees swaying in the wind.

Hart Prairie 

I have never shot an actual wedding at this location, even though I want to so bad!!! I’ve only shot a bunch of engagement sessions. But as you can see from the images below there are options! You could get married in the aspen groves, in the tall swaying grass, or on top of a mesa with the mountain view in the background. Also, the sunset here is my favorite!!

Snowbowl

Flagstaff resides next to a huge mountain called Humphrey’s Peak. Snowbowl is the ski resort on the mountain. With these beautiful views of the valley below, Snowbowl offers incredible views, aspens, mountain shots, and the sunset!! It’s incredible. Only 35 min drive from downtown.

Edge of the World

This location I was hesitant to put out into the world because it’s my personal favorite camping location. I won’t tell you how to get there unless we book but it’s truly magical. About 60 min drive from town on a dirt road, you’ll get to Edge of the World that overlooks Sedona. There are many different locations and paths to get to the edge and I have the best ones saved. It’s breath taking.

Florals:

Officiants:

Jen Paul from Life Passages (amazingggg!)

Hair + Makeup:

Dinner spots:

Where to stay:

Planning:

Jane in the Woods planning

Email me with any questions you have concerning locations, vendors, or where to stay! I’m here for you! I hope planning a wedding in the beautiful mountains of Flagstaff will encourage you to hike, explore, and fall in love with Arizona.

xoxo-Han

Local Juicery Sedona, Arizona

My favorite local cafe in town is called Local Juicery. Whether you are in Flagstaff or Sedona, Local offers healthy juices, acai bowls, salads, and vegan meals prepared with intention. Brand photography is one of my very favorite things to photograph out of weddings, couples, and families. I’ve had the pleasure of shooting brand photography for Summer at Local Juicery in Sedona and in Flagstaff many many many times over the years.

I believe in women owned restaurants that are good for the soul and for the body.

Grand Canyon Elopement

Arizona’s best elopement spot

Hannah and David met in the canyon on a spring break trip during college. They fell in love during the hours of hiking and resting. So it was only right for them to get married at the South Rim Grand Canyon for sunset! It was absolutely beautiful and a special elopement at Lipan Point. This location offers views of the Colorado River and sunset back lighting! (which is really hard to find)

With David being Chinese, Hannah wanted to cooperate family traditions into their unique elopement in Arizona. It was just their families and a few friends who attended the ceremony. We started in Flagstaff with a traditional tea ceremony where the couple offers tea to the families on both sides. Along with a cute little first look where they both turned around at the same time! Hannah wore red because in the Chinese culture red represents luck, happiness, and prosperity.

Grand Canyon elopements are some of my very favorite!!! This is because Canyon offers rest, hope, beauty, and awe inspiring views that take your breath away. You must apply for a permit here: https://www.nps.gov/grca/learn/management/getting-married-at-grand-canyon.htm