Client Meeting Questions

Essential questions to ask during your initial consultation and planning meetings. Print this guide and take notes during your client meetings.

Initial Consultation - Getting to Know Them

  • Connection
    How did you two meet? Tell me your story!
    Why ask: Builds rapport and reveals their personality. Their story often inspires creative shot ideas.
  • Vision
    When you imagine looking at your wedding photos/film in 20 years, what do you hope to see and feel?
    Why ask: Reveals their emotional priorities - documentary vs. romantic, candid vs. posed.
  • Style
    What drew you to my work specifically? Are there particular photos or videos of mine you loved?
    Why ask: Confirms alignment and gives you specific reference points for their expectations.
  • Budget
    What's your photography/videography budget? Have you set aside a range you're working within?
    Why ask: Avoids wasted time if not aligned. Address early to focus on packages that fit.

Wedding Day Logistics

  • Essential
    What is your wedding date and what times are the ceremony and reception?
    Why ask: Availability check and initial timeline understanding.
  • Essential
    Where is the ceremony? Where is the reception? Are they at the same location?
    Why ask: Travel time, lighting conditions, venue familiarity, potential permit needs.
  • Timeline
    What time is sunset that day, and how have you planned around it for photos?
    Why ask: Golden hour is crucial. Many couples don't realize timing impacts photo quality.
  • Planning
    Are you doing a first look or waiting until the ceremony to see each other?
    Why ask: Dramatically affects the day's timeline and portrait opportunities.
  • Planning
    How many people are in your wedding party? How many guests total?
    Why ask: Group photo logistics, reception coverage needs, time allocation.

Coverage Preferences

  • Priority
    What moments are absolutely essential to capture? What would devastate you to miss?
    Why ask: Identifies their non-negotiables and prevents disappointment.
  • Priority
    Are there specific family members or relationships that need special attention?
    Why ask: Grandparents, blended families, memorial items, or strained relationships to navigate.
  • Style
    How do you feel about posed photos vs. candid documentary moments?
    Why ask: Sets expectations for how much direction you'll provide.
  • Comfort
    How comfortable are you in front of the camera? Does either of you get camera shy?
    Why ask: Helps you plan your approach and possibly recommend engagement sessions.

Hawaii-Specific Questions

  • Hawaii
    Is this a destination wedding? How many guests are flying in?
    Why ask: Impacts timeline (jet lag), family photo coordination, and intimate vs. large wedding approach.
  • Hawaii
    Have you visited the venue before? Are you familiar with the island?
    Why ask: You may need to guide them more on locations, timing, and logistics.
  • Hawaii
    What's your backup plan if weather doesn't cooperate? Is your venue indoor/outdoor?
    Why ask: Hawaii weather can be unpredictable. Important for beach ceremonies especially.
  • Hawaii
    Are you interested in any off-site portrait locations? Beach, waterfall, etc.?
    Why ask: May require permits, travel time, and affects timeline significantly.
  • Hawaii
    Will there be traditional Hawaiian elements (lei, hula, blessing, etc.)?
    Why ask: Important moments to capture and may require cultural sensitivity.

Vendor Coordination

  • Coordination
    Who is your wedding planner or coordinator? Can I get their contact info?
    Why ask: They'll be your primary timeline contact and on-site coordinator.
  • Coordination
    Are you also hiring a videographer? (Or photographer, if you're the videographer)
    Why ask: Need to coordinate angles, establish hierarchy, and avoid conflicts.
  • Coordination
    Who are your other key vendors? (DJ, florist, hair/makeup)
    Why ask: Coordinate detail shot timing with florist, timeline with DJ, getting ready with HMU.

Expectations & Deliverables

  • Delivery
    Do you understand my turnaround time for delivery? Does that work for your timeline?
    Why ask: Sets realistic expectations. Some clients expect images within days.
  • Products
    Are you interested in albums, prints, or just digital files?
    Why ask: Identifies upsell opportunities and helps recommend appropriate packages.
  • Social Media
    Are you hoping for any sneak peeks or same-day edits for social media?
    Why ask: Sets expectations or identifies add-on service opportunity.

Closing the Meeting

  • Decision
    Are you meeting with other photographers/videographers? What's your decision timeline?
    Why ask: Helps with follow-up timing and understanding where you stand.
  • Questions
    What questions do you have for me?
    Why ask: Their questions reveal their priorities and concerns.
  • Fit
    Is there anything else I should know about your wedding or what you're looking for?
    Why ask: Open-ended question that often reveals important details they forgot to mention.
Meeting Tips
  • Listen more than you talk - The client should do 60% of the talking
  • Take notes visibly - Shows you care about their details
  • Mirror their energy - Match their excitement level
  • Send a follow-up - Recap key points within 24 hours
  • Be honest about fit - If it's not right, refer them elsewhere