Weddings - "job sheets"

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jimbobtog

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OK, I've got a question for all the wedding snappers here;

When meeting couples I tend to take along a pad (as well as the iPad portfolio and contract) and make plenty of notes during our meeting and discussion.

I'm interested in knowing if anyone else types this discussion into what could best be described as a "job sheet" with timings, contact details, specific requests and details about the day? For example, I ask about the bridesmaids (how many and what ages), cars (open top or covered), who's giving the bride away, favours, flowers and decorations etc.

All this is hugely important information (plus it gives the couple the impression you actually care about their day) so I'm wondering what everyone else does with the info!?

Jimbo.
 
Um.....yes. Why would I not want information like that?

BTW in general I do actually care about their day.
 
JonathanRyan said:
Um.....yes. Why would I not want information like that?

BTW in general I do actually care about their day.
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Sorry, maybe I wasn't clear enough...(was mid-coffee at the time of posting). Do you put all the info gathered from your meetings with the couple into a single page document with all the relevant bits in it to take with you, and for you to keep and refer back to in the event of a couple saying "we told you we wanted shots of Aunty Doris but there aren't any".

I care about the couples day as well, much more so than when I'm dealing with a professional picture buyer (ie. commercial or PR work) just because it's often a couples first dealings with a photographer and I want it to be a good one...so I care about everything they're doing and making sure I get that across in my images.

Maaaan, I sound like a right arse don't i?! :D
 
Ah got you. I'm mid hippy tea ATM.....

Yes, I do all of that. Before I go out to a wedding I build a detailed schedule (speeches, cake cutting etc) into iCal so it pops up on my phone and iPad. Key names are written on an index card (bride's side one one side and groom's on the other) in my pocket. Requested shots on another index card in another pocket.

However, I'm just trialing Light Blue software. I had a meeting with a client yesterday and filled out the schedule page in LB. Couple of clicks and I can email them a PDF of the proposed schedule ready for their meeting with the toastmaster.
 
I use Pixifi to build one job sheet for the day - has everything I'm going to need on it from key names, locations, timings, contact details, shot list etc etc
 
Hmmm, must admit I wasn't aware of there being software to do this all for you!

I must've picked the most luddite of wedding snappers for a mentor then, he did everything on paper...might have to have a look. I did tell the missus I bought the ipad for work purposes, so I should probably do so!

The reason for this conversation came about from a conversation with a friend who was saying that since he had a "bad client" he's become almost anal about keeping record of everything said between the two parties, I was mainly interested in what extent everyone on here does so!

Though, coming at it from the different angle that you guys are, I can see the value in being more tech savvy! :thumbs:
 
have a look at some of the software solutions out there - they let you track clients from first contact right through to job completion.

Light blue, fotosf, pixifi and Tave are some. Make life much easier
 
jimbobtog said:
The reason for this conversation came about from a conversation with a friend who was saying that since he had a "bad client" he's become almost anal about keeping record of everything said between the two parties
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Ah now that's a different matter.

I'll keep notes and stuff to make it easy to get what I think the client wants. But none of these form part of our contract. In fact the contract specifically says that no shots are guaranteed.

So client can ask for Auntie Doris dancing on a table, I can write that on my request sheet but it doesn't in any way means that I will take the picture - or that the client can rely on my taking it. I mean it's pretty likely I will but not grounds for setting their lawyers on me.

Light Blue would be massive overkill for what's essentially a to do list. But amongst other things I set up a contract on it today. Enter client details and package choices and it will produce a contract complete with payment schedule and remind me to generate invoices and bank cheques at the right times.
 
JonathanRyan said:
Ah now that's a different matter.

I'll keep notes and stuff to make it easy to get what I think the client wants. But none of these form part of our contract. In fact the contract specifically says that no shots are guaranteed.

So client can ask for Auntie Doris dancing on a table, I can write that on my request sheet but it doesn't in any way means that I will take the picture - or that the client can rely on my taking it. I mean it's pretty likely I will but not grounds for setting their lawyers on me.

Light Blue would be massive overkill for what's essentially a to do list. But amongst other things I set up a contract on it today. Enter client details and package choices and it will produce a contract complete with payment schedule and remind me to generate invoices and bank cheques at the right times.
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Yeah, my contract says something similar. To paraphrase; "I'll do my best to meet your requests, but it's not guaranteed".

I think he got into a problem with a couple who obviously felt that the shot list was guaranteed, looking at his contract, he hasn't really dispelled that theory. It's rattled him a bit really, so he's gone to the other extreme!

I'll definitely have a look at some of the software solutions out there, and whilst we're on app talk...what are people using for portfolios on the iPad? I'm using portfolio to go which links to one of my galleries (not publicly shared) on Flickr. It does the job, but it's not as aesthetically pleasing as it could be. Suggestions welcome on that too!
 
jimbobtog said:
Hmmm, must admit I wasn't aware of there being software to do this all for you!

I must've picked the most luddite of wedding snappers for a mentor then, he did everything on paper...might have to have a look. I did tell the missus I bought the ipad for work purposes, so I should probably do so!

The reason for this conversation came about from a conversation with a friend who was saying that since he had a "bad client" he's become almost anal about keeping record of everything said between the two parties, I was mainly interested in what extent everyone on here does so!

Though, coming at it from the different angle that you guys are, I can see the value in being more tech savvy! :thumbs:
Click to expand...

I still do everything on paper too even though I've got an iPad, still haven't quite managed to work it into everyday work life lol.

I'm intrigued by the software mentioned though, might have to have a look at those.
 
I'm only just starting out but I write everything in a notebook and then transfer it to another notebook later on - you know the pukka pad style with dividers, then each section is per couple and it's more legible and in a structured order
 
Whatever medium you use to record this information, you can bank on it changing by (or on) the big day. So use a medium that can be changed easily and ideally commit it all to memory before the day - nothing looks more unprofessional than a photography constantly delving into his pockets for bits of paper or referring to lists.
 
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