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Path to Business - Podcast

Backup Plan as a Wedding Photographer

path to business podcast - having a backup plan as a wedding photographer

April 19, 2024

Grey Loft Studio
We met online 10 years ago, fell in love, 3 babies, lots of cameras, and here we are. Want to know more about our story? 
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Path to Business Podcast: Episode #73 – Having a Backup Plan as a Wedding Photographer by Bethany and Luc Barrette from Grey Loft Studio, a wedding photographer & videographer husband and wife duo.

backup plan as wedding photographer - path to business podcast - bethany and luc barrette - grey loft studio - wedding photographers

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One crucial aspect of being a wedding photographer is having a backup plan. Weddings aren’t something we can call in sick for and miss. We all know that weddings are intricate events with numerous moving parts. Yet, unlike many other professions, we don’t get sick days. When you’re a wedding professional, there’s no calling in sick; you have to show up no matter what. However, things happen and so it’s best to have a plan just in case. Trust us, we’re not the type to miss a wedding ever, but life throws VERY unexpected curveballs, so learn from us! In this guide, we’ll explore the significance of backup plans for wedding photographers and delve into real-life examples of successfully implementing these strategies to ensure seamless events.

The Significance of a Backup Plan for Wedding Photographers

Wedding photographers are the backbone of capturing unforgettable moments on couples’ special days. Yet, the reality is that life can throw unexpected challenges our way, from illness to family emergencies. One significant instance where we had to rely on our backup plan was when we found out we were pregnant with twins. Bethany ended up on bed rest in the midst of wedding season. Despite our meticulous planning, the twins arrived earlier than expected, 8 weeks to be exact, throwing us into chaos.

But because we had already communicated with our clients and arranged for backups, we managed to fulfill our commitments seamlessly. This experience underscored the necessity of having backup plans and strong connections within the community. It’s not just about you falling ill; family emergencies or unforeseen circumstances can also disrupt your availability. Having a reliable network of fellow professionals can be a lifesaver in such situations

Implementing Backup Plans for Wedding Photographers:

A Step-by-Step Guide:

  1. Assess Potential Risks: Let’s start by identifying potential pitfalls. Think equipment malfunctions, transport protection, or sudden downpours. Having covers for cameras during rain is key.
  2. Establish Clear Communication Channels: Keep those lines open! Make sure you can reach clients, vendors, and anyone else involved at the drop of a hat.
  3. Invest in Redundancy: Double up on essential gear. Trust me, having a spare camera body, batteries & chargers, flashes, and memory cards could be a game-changer.
  4. Develop Contingency Timelines: Flexibility is key. Build in buffer times to handle delays without breaking a sweat. Be realistic with couples about how long things take and speak up when making a timeline with them.
  5. Collaborate with Trusted Partners: Allies are invaluable. Remember when the florist stepped in with an indoor backup location during a sudden storm? Build relationships with other vendors for last-minute support.

Crafting Comprehensive Wedding Photographer Backup Plans: Best Practices: Effective backup plans go beyond gear—it’s about preparation and foresight:

  1. Emergency Kit Essentials: Pack a lifesaver bag with spare batteries, memory cards, and even a mini first-aid kit. Spare clothes, hair brush, backup makeup is always good to have! I always carry $20 on me for unforeseen chances I need cash only.
  2. Weather Contingencies: Mother Nature’s unpredictable. Have backup plans for indoor shoots or invest in weatherproof gear. Check out our Craziest Day as a Wedding Photographer story for CRAZY weather twists and turns.
  3. Client Communication Protocols: Keep your clients in the loop. Make sure they’re reassured by your backup plans.
  4. Vendor Partnerships: Teamwork makes the dream work. Remember when the florist stepped in with an indoor backup location during a sudden storm? Build relationships with other vendors for last-minute support.
  5. Documentation and Contracts: Cover your bases. Make sure your contracts include backup plan clauses for peace of mind.


In the fast-paced world of wedding photography, adaptability is our superpower. By honing our backup plans, we’re not just preserving moments—we’re guaranteeing unforgettable experiences. Our experiences have taught us valuable lessons. We’ve learned that professionalism isn’t just about delivering top-notch service under ideal conditions; it’s about navigating challenges with grace and preparedness. Whether it’s illness, family emergencies, or unforeseen events, having backup plans and a supportive network can make all the difference. So, to all my fellow wedding professionals out there, let’s continue to prioritize preparedness, build strong connections within our community, and navigate the unexpected with confidence. After all, it’s these challenging moments that truly define our dedication to our craft and our clients.

Watch the full episode on our Youtube.

Questions about this episode? Please get in contact with us!
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