In short
Every wedding vendor, regardless of role, needs the same core information: the full day's timeline, venue addresses and access details, key contacts and their roles, and any special requests that affect their part of the day. Sending one shared brief to all vendors, rather than separate versions to each, keeps everyone working from the same picture of how the day will run.
- Build one shared brief rather than separate versions for each vendor
- Include the full day's timeline, not just the portion each vendor covers
- List venue addresses, access points, and parking or loading details clearly
- Name a single point of contact vendors can reach on the day
- Send the final version a few days ahead, then avoid changing it further
Why a shared brief prevents day-of confusion
When each vendor works from their own separate set of information, small inconsistencies tend to creep in, such as one vendor expecting the ceremony to start ten minutes earlier than another. A single shared brief, sent to everyone at once, removes this risk by giving every vendor the same version of the day.
This matters most on days with several moving parts, such as a ceremony followed by a banquet, or multiple venues. Vendors who can see the whole day, not just their own segment, are better placed to adjust smoothly if something upstream runs a little late.
Core details every vendor needs regardless of role
Certain information belongs in every vendor's brief no matter what they are covering: the full timeline from the start of the day to the end, the addresses of every venue involved, and a single point of contact, usually a couple's representative or planner, who vendors can reach if something changes. Parking, loading access, and any building restrictions are also worth including, since arriving vendors who cannot find where to unload lose time everyone else then has to absorb, and a brief that names the correct entrance or loading bay in advance avoids that entirely.
It also helps to note who else will be on site and roughly when, since vendors coordinating with each other, such as photography and videography teams working alongside each other, benefit from knowing who to expect and when they are arriving. Where a venue has specific house rules, such as restrictions on flash photography in certain areas or set-up times for equipment, it is worth passing these along as well, so vendors are not learning about them for the first time once they arrive on site.
Special requests worth flagging in advance
Any request that falls outside a standard day is worth calling out specifically rather than assuming a vendor will infer it. This includes cultural or religious customs that affect timing or access, family members who need particular attention, such as an elderly relative who cannot move around easily, or specific moments the couple considers especially important.
Flagging these in writing, rather than mentioning them verbally on the day, means the information is not lost if the person who knows about it is occupied with something else at the exact moment it arrives.
When to send the final brief before the wedding
A final brief is usually most useful sent a few days before the wedding, once the timeline is settled and unlikely to change significantly. Sending it too early risks it going out of date if details shift, while sending it the night before gives vendors little time to raise questions or flag a conflict, particularly if a route or access point turns out to be different from what was expected.
Once the final version goes out, try to avoid further changes unless something genuinely requires it. If a change is unavoidable, communicate it directly to every affected vendor rather than assuming it will filter through informally, since a change mentioned to one vendor does not automatically reach the others working alongside them.
Tailoring the brief for photography and videography specifically
Alongside the shared brief, it helps to give your photography and videography team a short list of moments or people that matter most to you, since this is harder for them to infer from a general timeline alone. This might include specific family members, a particular tradition, or a moment you want captured without being asked to pose for it, such as a parent's reaction during a speech or a quiet exchange between the couple before a ceremony begins.
Sharing this alongside the general vendor brief, rather than instead of it, means your photography and videography team has both the full picture of the day and the specific priorities that matter to you. The two pieces of information work together, with the shared brief covering logistics and this shorter list covering what you personally want remembered.
If you would like help putting together a brief for your photography and videography coverage specifically, get in touch and we can talk through what to include.