Creating a Memorable Delivery Experience

The delivery isn't just a file transfer—it's the culmination of the entire client experience. How you deliver is as important as what you deliver. Done well, it creates lasting impressions and generates referrals.

The Emotional Reveal

Your clients have been waiting weeks or months for their gallery and film. Build anticipation and make the reveal special:

• Teaser images: Send 10-15 sneak peek photos within a week of the wedding
• Coming soon email: Build anticipation a few days before delivery
• Personal message: Include a heartfelt note with delivery—not just a link
• Viewing suggestion: Recommend they watch together, on a big screen, with wine

Photo Gallery Delivery

Professional gallery platforms create a premium experience:

Recommended platforms:

• Pic-Time: Beautiful galleries with built-in sales, AI culling features
• Pixieset: Clean interface, excellent mobile experience, easy sharing
• CloudSpot: Affordable, good features, solid option for starting out
• PASS: Film-style aesthetic, built by photographers

Gallery setup best practices:

• Organize by wedding phase (getting ready, ceremony, portraits, reception)
• Feature 15-20 hero images prominently
• Enable favorites collection for clients
• Set up print store with your preferred lab
• Include download options (high-res, web-res)

Video Delivery

Films require careful presentation:

Hosting platforms:

• Vimeo Pro: Industry standard for wedding filmmakers. Clean player, password protection, download options.
• Frame.io: Professional review platform with client commenting (for feedback phase)
• YouTube (Unlisted): Free option, but less professional feel

Video delivery package:

• Streaming link (Vimeo/YouTube)
• Download link for high-quality files
• USB drive option (premium add-on)

Setting Delivery Timelines

Clear expectations prevent problems. Communicate timelines before booking and reinforce them throughout the process.

Industry Standard Timelines

Managing Expectations

• Include timelines in your contract
• Send timeline reminder after booking
• Update clients if running ahead or behind
• During peak season, extend timelines proactively
• Rush delivery can be offered as paid upgrade

File Formats and Specifications

Photo Delivery Formats

Video Delivery Formats

File Naming Convention

Use consistent, clear naming for delivered files:

Photos:
Smith-Johnson_Wedding_001.jpg
Smith-Johnson_Wedding_002.jpg
...

Video:
Smith-Johnson_Wedding-Highlight-Film.mp4
Smith-Johnson_Wedding-Full-Feature.mp4
Smith-Johnson_Wedding-Ceremony.mp4
Smith-Johnson_Wedding-InstagramReel.mp4

Download Delivery Options

Cloud Download Services

For large file transfers, use reliable services:

• WeTransfer Pro: Simple, beautiful, 20GB file size limit per transfer
• Dropbox: Familiar to clients, shared folders, 2GB free / unlimited paid
• Google Drive: 15GB free, easy sharing, good for tech-savvy clients
• MASV: Built for large media files, fast uploads, professional

Physical Delivery Options

Physical products add perceived value and premium positioning:

USB Drives:

• Custom branded drives with your logo
• Wooden or metal cases for premium feel
• Include all deliverables (photos + video)
• Add README file with viewing instructions

Packaging:

• Custom boxes with your branding
• Include handwritten thank-you note
• Add small gift (print credit, album discount)
• Quality packaging = quality perception

Revisions and Feedback

Setting Clear Policies

Define revision policies in your contract to avoid scope creep:

Standard policy example:

• Photo galleries: Final as delivered (client selects favorites for print)
• Highlight films: One round of minor revisions (music swap, text changes, minor cuts)
• Additional revisions: Quoted hourly rate

What's Included vs. Additional Cost

Handling Difficult Feedback

Occasionally clients request changes that would harm the final product:

• Listen fully before responding
• Ask clarifying questions to understand the underlying concern
• Explain your creative reasoning respectfully
• Offer alternatives that address their concern differently
• For unreasonable requests, refer to contract terms

Backup and Storage Strategy

The 3-2-1 Backup Rule

Protect irreplaceable wedding files with redundant backups:

• 3 copies of every file
• 2 different media types (e.g., internal drive + external drive)
• 1 offsite copy (cloud or physical in different location)

Recommended Storage Setup

Working Storage (Hot):

• Fast NVMe/SSD for current projects
• RAID array for active editing
• Mirrored or RAID 5/6 for redundancy

Short-term Archive (Warm):

• External drives for completed projects (1-2 years)
• Multiple copies in different locations
• Clear labeling and database tracking

Long-term Archive (Cold):

• Cloud storage (Backblaze, Wasabi, AWS Glacier)
• LTO tape for large archives (enterprise-level)
• Offsite storage service

Cloud Backup Options

File Retention Policy

How Long to Keep Files

Balance liability, storage costs, and client service:

Communicating Retention to Clients

Include in your contract and post-delivery communication:

• RAW files will be archived for X months/years
• Re-editing requests must be made within X time period
• Additional archival can be purchased as add-on service
• Recommend clients maintain their own backups of delivered files

Secure Deletion

When retention period expires:

• Remove from all locations (don't forget cloud backups)
• Log deletion date for records
• Consider secure delete tools for sensitive content
• Never delete before retention period unless client requests

Portfolio Usage and Permissions

Model Releases and Usage Rights

Your contract should specify usage rights clearly:

• Portfolio usage: Right to use images/video in marketing
• Social media: Permission to share on your platforms
• Submissions: Right to submit to publications and awards
• Educational: Use in teaching or workshops

Tagging and Crediting

When sharing client work:

• Tag vendors (venue, planner, florist, etc.)
• Credit the couple (with permission) or keep anonymous
• Use relevant hashtags for discovery
• Build relationships with vendors through tagging

When Clients Request Privacy

Respect requests for non-public use:

• Note in your system immediately
• Offer privacy as premium option if desired
• Never share identifying details without permission
• Consider anonymous sharing (location only, no names)

Post-Delivery Follow-Up

The Review Request

Reviews drive bookings. Time your requests strategically:

1. Send delivery with personal message
2. Wait 1-2 weeks for them to view and absorb
3. Send friendly check-in asking how they liked it
4. In that message, include review links (Google, The Knot, WeddingWire)
5. Make it easy—provide direct links, not general instructions

Anniversary Touchpoints

Stay top of mind for referrals:

• Send anniversary email or card (automated is fine)
• Reshare their content on their anniversary
• Offer anniversary session discounts
• Remind them their gallery/films are still accessible

Referral Programs

Turn satisfied clients into ambassadors:

• Offer discount for referrals that book
• Provide shareable content (social media clips, blog posts)
• Ask specifically: "Do you know anyone getting married?"
• Make referral rewards meaningful (prints, albums, cash)

Key Takeaways