Wedding Photography Intake Form Template
Captures the facts and the feelings of a wedding commission: date, venues, guest scale, must-photograph moments, and the editing style the couple loves.
We photograph a limited number of weddings each year; you get married once. These questions make sure we arrive knowing what matters most to you two.
Wedding photography enquiries arrive as two words and a heart emoji, yet a photographer cannot answer "are you available, how much?" without the date, the venues, and the scale. This intake gets the whole picture in one pass: the logistics that set availability and price, and the emotional brief that decides whether the couple and the photographer match.
Date and venues decide availability. A wedding photographer's calendar is the inventory, so the date question is required and first among the facts, letting the very first reply say yes or no with confidence. Venues matter nearly as much, because an all-day estate wedding and a city-hall ceremony are different jobs with different collections, and the venue names let you scout light and travel before quoting. Guest count calibrates coverage: two hundred guests usually means a second shooter, and knowing that early keeps the quote from growing later.
The must-photograph list is the brief. Every couple carries three or four images in their heads: a grandmother's arrival, a first look, the band's last song. Left unphotographed, those become the only thing they remember about the gallery. The moments field pulls that list out before contracts, feeds the shot plan, and occasionally reveals logistics, like a sparkler exit that needs coverage hours the couple has not booked. The editing-style select does expectation work that portfolios alone cannot, because couples follow photographers whose style they scroll, then request edits in a different style entirely, and one click here surfaces the mismatch while it is still a conversation.
Why the planner earns a slot. Wedding-day communication runs through the coordinator when one exists. Capturing that contact at intake means timeline questions go to the professional, not to the couple on their busiest week.
What the follow-up guide carries. Package and pricing selection stays off, because collections belong in the follow-up guide, presented with photographs rather than radio buttons. Contract and payment mechanics live downstream, and a release with a signature block can ride with the contract stage. Family-dynamics questions like "any divorces we should know about?" are real, but they belong in the pre-wedding questionnaire after booking, not on the enquiry.
Working the enquiry season. Enquiries spike after engagement season, and email notifications keep replies same-day, which converts. When a season sells out, the close rules take over: cap the form or set a close date with a message naming the next open season. The responses view becomes your season ledger, and the CSV export feeds whatever spreadsheet tracks bookings against dates. Photographers running associate teams route enquiries by date via webhook to their studio tool.
Frequently asked questions
Can the form check my availability for their date?
The form collects the date; you confirm availability in your reply. Many photographers note their reply speed in the ending message to set expectations upfront.
How do I stop enquiries once a season is fully booked?
Set close rules in Settings, a date or a response cap, with a closed message pointing couples at your next open season or associate team.
Can couples fill this from a phone?
Forms render mobile-first, and the two-page break keeps the day-itself questions from feeling like a wall on a small screen.
Where does the must-photograph list end up?
In the response alongside everything else. Read it in the dashboard, export it as CSV for your shot-plan template, or push it by webhook into your studio manager.