weddings

TMT

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welcome

We're so glad you are a part of our team!  Please reach out to Shanna at any time with suggestions or questions!

801-448-8859

shanna@tolmanmedia.com

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handbook

 
 

book & assign

  • Wedding Guide - Clients receive this during the booking process. Shanna & Becca will handle all of the marketing, sales, invoices, contracts, and payments. 

  • How it works - When we book a new client, Becca enters a bid range for that project.  Those will show up on our Open Photo Jobs and Open Video Jobs spreadsheets. As a general rule, new jobs will show on Wednesdays and they stay open for 5 days. Use the google form on the spreadsheet to list your bids on projects that you are available for and would like to cover. Once the allotted time is up, Shanna will award the open projects. Once the wedding is awarded, you will be added to the HoneyBook project. You should receive an email from HoneyBook inviting you to that project. From there, you are responsible for reaching out to the client to introduce yourself and go over wedding details.
     

    • For help understanding the bid sheet watch THIS helpful video.​
       

  • While the bid amount is one important consideration, weddings are assigned based on a variety of factors including responsiveness, timeliness, professionalism, good/bad reviews from clients, etc. 
     

  • There are several ways to improve your chances of being awarded jobs: improve your communication with brides, go out of your way to make a brides experience better, take on extra projects and help your fellow team members, show enthusiasm and kindness to your brides, etc.
     

  • Each project has a bid range assigned to it. We ask that you place a bid within that range. These numbers have been carefully calculated as part of every package we sell. Please do not bid below the bid range, as we want you to receive fair compensation for your services. You can bid above the bid range if you want, but your chances of winning that wedding decrease dramatically if you do. 

  • Contact Client - within 1 week of being awarded a project, send a text or email to set up your first phone call with the client. If the wedding is coming up soon please reach out right away.
     

  • NOTE - Sometimes, after you are assigned a wedding, you find you are no longer available to cover that job. You are responsible for working with us to find coverage to replace you. One good way to find coverage is to send a message in the Facebook group. This is by far the most effective way to find coverage. Most team members are always looking to pick up jobs so they will respond right away.  If you’ve tried and still have not been able to find coverage, reach out to Shanna and she can help you. 

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communication is key

We use HoneyBook as our tool to communicate between the client, photographer, videographer and manager.

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client

Once the client has booked our services, communication primarily happens in their personal HoneyBook project. Here they should be able to connect with their team member(s), receive support from you as well as

Becca & Shanna.

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Becca & Shanna will be sending Bride Tips, reminders and other helpful information within HoneyBook to the clients. They also send out a  comprehensive questionnaire when the client books which will be very helpful to you in the planning process. You will also receive texts or emails from Shanna just to confirm that everything is on track for upcoming projects.

When jobs are awarded, you as a team member will then be added to the client specific project in HoneyBook. The client contact information is contained in the project so you can use that to reach out to schedule phone or video calls, engagement sessions or whatever other communication is necessary.

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event managers

Hyper communication is KEY! 

 

With TMT Weddings, hyper communication with the client is required. We should never have a client  wonder why they have not heard from you. 

 

REACH OUT TO THE BRIDE as soon as you are awarded the wedding!

 

Reach out to Shanna with any questions, availability status, etc. Don’t wait, be proactive!

 our style

 

The TMT Weddings edit is based around both a trendy and timeless look. We want our photos to be current and competitively styled, but also have lifelong lasting value for our clients. 

 

Any time an edit becomes too trendy, it becomes likely our clients will be unhappy with their photos either immediately or over time.  

 

While our contract states we will shoot and edit the day as we see fit, we still have to be consistent.  The work our clients see on our website and Instagram is what they are comparing their delivered product with. While lighting, preference, location, and clients vary greatly, we still need to make an effort to deliver what we advertise. 

See below for information on how many photos or videos are included in our packages.

For examples of our style please check out our  gallery pages: 

 
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TMT Packages

Photo & Video Packages

 

Pearl: 

  • 4 hours of photo coverage 

  • 350+ fully edited photos 

  • 4 hours of video coverage  

  • 6+ minute highlight video

 

Emerald:

  • 6 hours of photo coverage 

  • 500+ fully edited photos 

  • 6 hours of video coverage  

  • 8+ minute highlight video

 

Diamond: 

  • 8 hours of photo coverage 

  • 650+ fully edited photos

  • 8 hours of video coverage  

  • 10+ minute highlight video

 

Platinum Plus: 

  • 8 hours of photo coverage including a 2nd shooter

  • 800+ fully edited photos between the 2 photographers (most likely more)

  • 8 hours of video coverage

  • 10+ minute highlight video

    ​If a bride adds on extra hours, each extra hour gets them 50 extra photos and 1 extra minute of video.

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Additional Sessions

Engagement Session: 

  • 1 hour session at one location

  • 80+ fully edited photos

 

Bridal Session: 

  • 1 hour session at one location

  • 80+ fully edited photos 

  • Because bridal sessions are usually done a couple of weeks prior to the wedding, we promise brides that they will have at least 10 edited photos from the shoot to display at their reception. If possible, we’d like the whole gallery to be edited. Please be sure to upload the RAWs right away so we can get them to our editing team.

 

First Look Session: 

  • 1 hour session at one location

  • 80+ fully edited photos 

  • First look videos need to be edited and ready to display at the clients reception as long as a timely request is made and they are shot at least three business days before the wedding day.

 phone calls

You will make 2 phone calls for each wedding.  The first happens within about 2 weeks of booking and the second 2 weeks before the wedding.

  •  Review our "Comprehensive Wedding Questionnaire" that the client submits in HoneyBook before your call and take the time to update this during/after your call. If the client hasn't filled in the survey you can pull it up in HoneyBook and go through it together.
      

  • Topics for call:

    • Introduce yourself​.

    • Ask about their love story.

    • Schedule the engagement session (if there is one).  Add this information into the notes section in HoneyBook.

    • Go over the questionnaire and wedding-day timeline.

      • Keep in mind that we do allow one break (1 hours max) in coverage.  For example, the client may reserve 4 hours and have the schedule be 2:30-7 with a 30 minute break given during dinner.  We also require a break when coverage time is more than 5 hours.  This break may be substituted by a meal provided for you by the client.

    • Find out what is most important to them.  What kind of style do they want: formal/staged,   informal/candid, or mix of both?

    • Ask them how they would prefer you to move during the ceremony.  Some couples want you to keep your distance, and others say "come in closer!"

    • Go over the shot list with them.  What do they for sure want photos and videos of?  

    • What audio do they want recorded?  

    • The wedding details lists how many songs they need to choose for their video.  They typically need 1 or 2 with words and 1 or 2 without words (recorded audio will be played over the instrumental ones).  These are the sites they can choose from for their songs:​

    • Ask if there are any sensitive family situations you should be aware of.

    • When complete, adjust the stage in HoneyBook to show that the first Phone Call has been made. 

    • TAKE NOTES IN HONEYBOOK, THEN SEND A FOLLOW UP EMAIL to the client within HoneyBook going over the things you discussed on the call to make sure you are both on the same page.
         

  • 2 weeks before the wedding, schedule another phone call with the client. 

    • Confirm the location, time, and details. 

    • Prepare family photo list with client (Photographer).

    • When complete, update the stage in HoneyBook to show that the second phone call has been made.

    • TAKE NOTES IN HONEYBOOK, THEN SEND A FOLLOW UP EMAIL to the client within HoneyBook.

 
 
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  • Photographer will schedule this directly with the client.

    • Change HB stage to first phone call.

    • Update the Notes in HoneyBook
       

  • One hour session:
    Upload 80+ photos to our Google One Drive
    (see Upload)

  • Turnaround time: We guaranteed they will have their engagement images back in 30 days but we are generally much quicker than that.

 

We also created an "Engagement Posing Tips" page for you as photographers that we hope you'll find helpful.

 

Once you complete the shoot, upload them to our Google Drive. Instructions HERE

engagement session

  • Wedding Details - review, print out, take a screen shot.

    • Second shooters may only be scheduled for part of the coverage time.  Be sure to review this.  Primary shooter to inform second shooter when to be there and what they should cover.

  • Dress professionally! (business casual is the minimum)

  • Arrive at least 30 minutes before the coverage time begins.

    • If coverage time exceeds 5 hours, the client is required to give you a 1 hour break and will often times provide you a meal. Keep that meal break in mind when planning the timeline with your client. If they book 8 hours of coverage you will most likely be there for 9 hours total to include that 1 hour meal break. It is best to work this out with your client on your pre-wedding phone calls so you get the break you need and they get all the important moments covered.

 

  • Equipment Check

    • Primary shooters are required to have a backup body.

    • Sensor & lenses for dust/scratches.  Clean regularly (DIY video or take it in to a camera store).

    • Have plenty of batteries and empty SD cards (periodically switch out cards to safeguard against possible corruption).

  • Have fun!  Be a positive and calming force for them on what can be a stressful day. 

    • Take charge when needed (family photos, portraits of bride/groom)

    • Blend in when needed (ceremony, reception) 

    • Remember that especially with COVID, do NOT touch anyone without permission.

    • Ask how close they would like you during the ceremony.  Some couples prefer you keep your distance, and others want close-ups.

    • Smile, and ask for a smile!  Help things move along without being pushy.  Help the couple show you how happy they are! 

    • Be creative and don't take the same shot too many times.

    • Work cohesively with the other team member (if there is both photo & video). Don't fight for a spot or get in each other's way. Don't stress the couple or the other team member out. 

    • PHOTOGRAPHERS: Watch this video for tips on Posing!

PHOTOGRAPHERS

  • Shoot in RAW. This is required. 

  • Shoot in MANUAL MODE

  • Keep your Aperture/F-stop low (1.4-2.8) to produce a sharp subject and an out-of-focus background (portraits - F2 is ideal). 

  • Keep your ISO as low as possible to limit grainy and low quality images (portraits - shouldn't be above 600). 

  • Keep your shutter speed mid-high to maintain sharp subjects (stay above 1/250). 

  • Remember rules of composition: leading lines, rule of thirds, fill the frame, don't cut off limbs, use frames, create depth.

    Please take some time to go through our wedding photo galleries to get a clear view of our style and what we are looking for throughout the course of a wedding. We also have an engagement photo gallery that is a great place to get posing ideas.

VIDEOGRAPHERS

  • Shoot in 4K and 60fps or 1080p and 60fps if you don't have 4K capability.  Shooting in 60fps is most important.

  • Use standard color profile.  This works best with our presets for editing.

  • Do not continuously record everything.  Pick only the best moments.

  • Make sure white balance isn't too warm or too cold (always adjust this after the exposure is set).

  • Change up your angles and the movements of your shots.

  • Make sure that your focus is on your subject.

  • Remember to use your stabilizer and external recording equipment.  

    Please take some time to go through our wedding video galleries to get a clear view of our style and what we are looking for throughout the course of a wedding.

We generally prefer to send the footage to our editing team since they are able to complete the edit very quickly. However, if you've spoken with Shanna about doing the edit on your end here is some info about how to do the editing in our style.

  • PHOTOGRAPHERS - Refer to this document for more information about the Tolman Media edit for photographers.

  • VIDEOGRAPHERS - Refer to this document for more information about the Tolman Media edit for videographers.

*NOTE: As you know, we encourage you to use all the footage that you shoot for us at TMT to build your portfolio and promote your personal brand. We would ask that after you've shot a wedding or special session for us that you wait to post any photos or video clips from your TMT jobs until after the albums have been edited and delivered to the client. We don't want any confusion on the part of the client if they see highlights from their wedding on social before they have their media.

 

 shooting the wedding

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Shot List

Getting Ready

make-up

detail shot of rings

jewelry

dress on hanger

family members helping

matching robes

groom buttoning sleeves/jacket  

First Look or

After Ceremony

single of groom

single of bride

reaction of groom

flower/ring close-up

walking/leading

twirling

throw the dress

dip/kiss

Ceremony

walking down the aisle

groom’s reaction

preacher

single of bride

single of groom

b/g looking at each other

groomsmen

bridesmaids

audience

first kiss

ring exchange

going down aisle together

details of decorations

Family Photos

big group

individual families

bridesmaids

groomsmen

all bridal party

Reception

venue 

detail shots of food & decorations

people eating

b/g talking to guests

parents

cake cutting (wide and close-up)

feeding each other

slow dancing

party dancing

bouquet toss

send-off

 upload

  • Backup ALL your media on your own drives right after a wedding shoot, preferably that same evening if possible to avoid corrupt SD cards.

    • Images and footage should be in 3 different places. 

    • Please keep them on your hard drive until Shanna gives you the okay to delete them (generally a week after delivery - just in case the client wanted a specific photo or they remember you recording a specific moment.)

  • Cull your images/footage - As you are doing the upload, please go in and cull the photos. Since we pay the editing team per image we’d like to eliminate any throw away or duplicate shots. That being said we aren’t opposed to over delivering to our clients if there are just so many amazing shots that need to be included. If you are bringing along your own 2nd shooter you are responsible to cull and upload or work with them to do that. 

  • Upload to Google One Drive  - Within 48 hours, upload your culled images or clips. 

    • Export your images at the highest possible quality setting

    • Photos need to be in the RAW format. 

    • Go to the appropriate year, then the month the wedding took place and create a new folder. Name the new folder the bride’s first and groom’s first name and the date of the wedding.  (ie Blair & Sam 05/21/2045)

    • If there is already a folder with the couples names in the appropriate month, upload to that folder.

    • If you are uploading an Engagement or other additional session put it in the folder of the month the session was shot and instead of the wedding date put the type of session and date shot after their names (ie. Blair & Sam Engagements MM/DD)
       

  • Smaller batches: Depending on your internet connection, it may work best to upload in smaller batches. 

  • Air Explorer: We have had a lot of luck using this for larger video files.

  • Submit your invoice: Invoices are processed every Wednesday. Please allow up to one week after submitting your invoice to see your payment.

Google One Login Information

https://drive.google.com/drive/u/3/my-drive

UN: TMTUpload@gmail.com

PW: TMTUpload2021

NOTE: When you are uploading to our drive, be sure to login using the above credentials or you may experience space issues.

 

If this is your first time uploading to our Google Drive you'll need to go through THESE steps to get you logged in.

We will handle the delivery of the RAW photos to our editing team. Once you’ve finished culling and uploading the photos to our Google One drive:

 

  • Email shanna@tolmanmedia.com a screenshot showing the upload completed as well as the link to the photo folder.

  • Make sure the link is downloadable.

  • Include the bride & grooms first names, the wedding date, and Tolman Media Tennessee in the email.  (ie Blair & Sam 05/21/2045)

 

Once this is done, you’re all set! The editor will edit the photos/highlight video and create a Pixieset album/Vimeo link. Once the edit is complete Shanna will send you a link to approve before final delivery to the client.

 

Final delivery will be sent to the bride through the HoneyBook project so you’ll be able to access the edited photos and videos from there as well.

Photo Requirements

Engagement session: 80+ photos

Wedding day (4 hours): 300+ photos

Wedding day (6 hours): 450+ photos

Wedding day (8 hours): 600+ photos

Wedding day (8 hours) w/ 2nd Shooter: 750+ photos

Video Requirements

Wedding Day (4 hours): 150-200 good clips

Wedding Day (6 hours): 200-250 good clips.

Wedding Day (8 hours): 250-300 good clips​

Wedding Day (8 hours) w/ 2nd Shooter : 400-550 good clips​

                                             MAY BE SENT DIRECTLY TO THE CLIENT UNDER ANY CIRCUMSTANCES.

no photos or videos

 

RAW photos are NOT included in any of our packages. However, if a client is requesting raw photos, please let Shanna know and she will coordinate that delivery.  

RAW video is included in our packages for our clients at no charge. Shanna will send the client the link to the RAW video folder when delivering the other wedding media.

Team members must backup all RAWS for at least 30 days after delivery.

 

 edit & deliver

  • Edit - Shanna will send to the Tolman Media editing team, and they will edit all images and videos. 

  • Q&A Check - Shanna and the photographer/ videographer will both do a Q&A check and give final approval on images and videos.

  • Deliver - Shanna will send the links to the photos (Pixieset) and videos (Vimeo) to the client through HoneyBook.

  • Turnaround time - We strive to have our clients their media between 30 business days and 60 business days of their wedding. We generally tell them to plan on about 6 weeks, however during peak wedding season sometime it can take longer. 

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invoicing

TMT Weddings uses Google Pay as our preferred method for paying you for the contract work you do for us. Reach out to Shanna with any questions about Google Pay or if you need an alternative way to get paid. We do need a current W9 form so we can send you tax information at the end of the year.

 

W9 Form   |   Invoice Template 

You should include the following on your invoice:

  • Your bid amount

  • Edit fees (if previously agreed upon).

  • Extra hours 

    • If you are asked to stay for additional hours you will be compensated $75 / hr. Please notify your client that they will be charged for additional time and direct them to reach out to Becca. Notify TMT Weddings of this change within 48 hours at becca@tmtweddings.com

  • Send me your completed invoice. Feel free to use our invoice (link above) or send me one of your own if you prefer. 

  • Once completed, the easiest way to send it is to take a screenshot of the invoice or save it as a PDF. 

  • Email the invoice as well as a screenshot of your completed uploads to shanna@tolmanmedia.com.

    • Including the screenshot of your uploads on Google Drive shows that you have uploaded the footage.

 
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 equipment requirements

PHOTO

BODY - Full Frame DSLR or Mirrorless

 

LENS - Fast Prime 50 1.8-1.2, 35 1.8-1.4, a wide enough angle for big family shots 24mm, 35mm. 

 

OTHER - The nature of this position often requires a flash/hard light, or extremely good low light capabilities.

VIDEO

BODY - Minimum Resolution and FPS Standard: 1080 60fps anything above is a benefit.  DSLR, Mirrorless - Full Frame, Crop sensor, Super 35

 

LENS - Any lens that’s at least an F4. Something in the 2.8-1.4 area preferred for low light and DOF. (some kind of good zoom and a fast prime combo preferred)

  

STABILIZATION - Camera Body IBIS is not necessary, but some form of stabilization is required. Lens IS, Monopod, Tripod, Gimbal, etc. (stable enough where we don’t have to warp stabilize every clip

AUDIO

AUDIO - External Audio Recorder, such as the Tascam DR-05, required.

NOTE: Audio is not included in our regular packages.  If your client requests audio of the ceremony, vows, and speeches or clips of the audio edited into their highlight video and it wasn't specified in the original project specs, let Shanna know and she will coordinate that with the client.

DRONE

Drone will be specified in the original project bid. If you have Drone equipment you are welcome to bid on those video jobs. 

Drone equipment needs to have decent stabilization on the gimbal so footage isn't shaky. Minimum shooting quality is 1080p, 24fps. 

 

*Please note that it is YOUR responsibility as a 1099 contractor to make sure you have the legal licenses and permits required to shoot drone footage for TMT Weddings. Also, there are some areas that are considered no-fly zones. Even with a license, drones will not be able to take off in no-fly zones. Please review your event locations for any restrictions when you are awarded the job. Drone footage will also depend on weather conditions. Drones should not be flown in inclement weather as it can damage the equipment and disrupt the footage.