A Special Moment Wedding information checklist

The reason we put this checklist together is so things can go more smoothly. We serve many clients, and always put a major emphasis on personal service. Things done last-minute are stressful, & have a negative impact on everyone. “Loose ends” cause everyone the most problems and anxiety, we therefore appreciate you getting things to us on time, and following through with the items on this list. We are very reasonable, forgiving and accomodating. Following this list makes it possible to serve our many clients well. Thank you.

Photography related

All-day pkgs are 7 hrs from the time that we are asked to arrive, unless otherwise stated, and the clock does not stop at anytime once we arrive. You can add onto your time if we are able to do so at current rates. We need to approve any other dedicated photographers you might want at your wedding. If you spring them on us as a surprise, we either will leave immediately with no refunds whatsoever, or that other photographer needs to stay completely out of our way. Guests can shoot- we request that they shoot our setups and not pull people into their own groups during formal picture taking times. This is for your benefit, pulling away wastes precious time. If purchasing ownership, you can give your guests our images on CD.

We try our very best to fullfill all of your desired photos and locations etc, but do not guarantee to follow perfectly any given plan or list if things come up that prevent us from achieving what you want, such as family and/or guests not wanting to cooperate, uncooperative people in public places other vendors failing, people arriving late, bad weather, car trouble, traffic and all other delays. If you want perfect hair & makeup at all times, indoors or out, you need a hair/makeup person at all times. Hawaii can be very windy!

Digital pkgs that include ownership of all camera-original images include custom adjustments but no cropping or other detailed custom work unless otherwise stated. Those services are available for additional cost. Adding on time means increased cost for ownership. Custom adjusted images allow you to print nicely by simply cropping that adjusted image. 4x6 and 5x7 Proof albums are available, and are not included unless specified. Custom albums are not included in any pkg unless specifically stated in writing, on your contract. We offer lower-cost digital 4x6 and 5x7 prints when you order 50 or more total at the same time.

Film pkgs do not include ownership of film negatives unless specifically stated on your contract. We offer written permission for you to print from your negatives. We normally print your 4x6 prints (proofs) within 7 days from wedding date, but do not absolutely guarantee this. If we need to mail your prints, we will charge for postage. We mail negatives only via registered, insured U.S. mail & do not guarantee the post office’s delivery. We have never lost anyones negatives in the mail. Folks leaving Oahu need to either select their prints included In their pkg prior to leaving, or pay for the additional prints at our office. This can be refunded If you return the balance of photos beyond the included # of prints in your pkg Putting together your proof album is not included. An instruction sheet is given. Proof Album service is available with 3 week turnaround time. Custom albums take 1 month to get to us once we order, and it takes another month approx. to print and put together. Let us know if you might want to scan your negatives later & we won’t cut them.

Video related

We do our very best to shoot everything you want us to, but cannot guarantee to follow perfectly any given plan or list. We will do our best if on your wedding day you remind us of special things you want shot.

All-day pkgs are 7 hrs unless otherwise stated on contract. Deluxe edited pkgs include interviews and getting ready only if we are given the appropriate time and conditions to get those accomplished within the 7 hrs. You can request addl time if you are willing to pay for that, and if we are available. The clock never stops or pauses after we arrive at the agreed upon time. If we feel that we cannot properly fulfill either or both of these services, we do not offer any refunds or discounts. Sometimes there is not enough time for interviews during a rushed reception program, or family &/or Bridal court do not want to cooperate, or there is excessively loud music and/or noise, etc. We of course do our very best to get interviews, in the most challenging conditions, but do not guarantee to get them, & offer no refunds or discounts. We are very experienced in advising couples on how to make things run smoother, so please ask us for our advice!

Unless otherwise instructed, we assume that photographs are your highest priority, and that can often mean the lighting is not ideal for your video. Number one problem is super-bright backgrounds with customers being shot in the shade. For video to be best, subjects and background need to be as close to each other in brightness for best results. This means videotaping people in the direct sun when shooting towards a super-bright background, or videotaping people in the shade with a similarly dark background. We can shoot with video having priority if that is what you want, but you need to let us know. If time allows, we can shoot with priority for both photography and video if you wish to, but more time is obviously required. At your reception- good video requires a lot of light, we need to be fairly close to you and guests for best results. We can keep more distance, and/or use dimmer lighting in the room if desired, but you must tell us before, and video quality will not be anywhere near as good. We do our best with audio, but do not guarantee perfect audio. Wind noise outdoors can occur, and interference can occur with wireless mic.

We need the music for your video before the wedding. If it arrives late, we will start editing significantly later, which will delay the receipt of your DVD by a considerable amount of time. Late music is by far our biggest problem, and the greatest source of anxiety. If you are late getting your music to us, it may take 3 months for us to edit your video as our workflow is greatly affected. We need 7 songs for all-day pkgs, 5 songs for 2.5 hour pkgs, and 4 songs for one hour pkgs. You can select from our list online if you want- go to http://www.hawaiiweddingphotography.biz/songs.html You can submit music on cd along with emailing some song names from our online list if you wish to. We do not accept downloaded music that has a one-time only use or MP3’s. Wav and Aif files are fine, or lend us your retail cd’s directly. We do not guarantee success with any music if something is wrong with it. We will substitute something else without notification if that is the case, so we urge you to test your music sources thoroughly before giving them to us, making sure they work properly, and a computer can read the files properly.

Slideshow- We need photos with numbers on the back of each photo, separated into segments, and music one month before wedding. If late, we have the right to not do the slideshow and keep your retainer. We do not accept photos and music at different times. They must arrive at the same time, on time.
Pls submit 2 songs per segment, listing your first song choice on each segment. We may or may not use both, but request 2 per segment just in case one won’t cover entire segment. Previewing slideshow, if possible, will cost $75. extra if we agree. Last minute things like this effect us and other clients adversely.

Ceremony highlights- we need two songs and may only use one song, so tell us which is your favorite. We try our best to put highlights on the same tape as slideshow, but do not guarantee that. We may need to quickly change tapes immediately after slideshow. We will let your emcee know so he/she can tell the audience before the start of the slideshow to expect a brief delay between slideshow and highlights. Time is tight, so we edit a simpler version first for safety, putting that onto a separate tape. Then we go back and try to make your highlight more elaborate, and if we can do that in time, we will put that out to the same tape as the slideshow. If time doesn’t permit, we will show the first highlight that we put on a separate tape. This is due to tight timelines. We always do our best to please you, but do not guarantee perfect or timely performance with ceremony highlights. 3 hours is a minimum suggested editing time for best results.

Those signing their contract have read this entire checklist and agree to follow this advice as best as they can, asking related questions before their Wedding day. They also agree to accept our professional judgement as we see necessary to exercise on their Wedding day, and accept all terms and conditions on this list: It Is not necessary to sign this form as you agree to it when you sign our contract. Please let us know if you have any questions or if any items on this list need clarification or possible modification. We do reserve the right to not modify any conditions on this checklist if we do not agree with the proposed modification(s). We are very reasonable, accomodating and forgiving, and find it essential to clarify these points in a realistic and fair manner. A Special Moment strives to do all things the best that we can, at the time, in the best interest of the Client as we percieve that, making safe and wise decisions at all times using our best professional judgement. Your mission on your Wedding day, should you accept it, Is to have fun!