Vendor Coordination: How to Ensure That Your Indian Wedding Planner And Videographer Work in Harmony

Vendor Coordination How to Ensure That Your Indian Wedding Planner And Videographer Work in Harmony

Vendor Coordination: How to Ensure That Your Indian Wedding Planner And Videographer Work in Harmony – Indian weddings are extravagantly large affairs with several vendors coming together to provide an amalgamated flow of services. It requires the utmost careful coordination and cooperation between the different vendors as the affairs in the event largely overlap, forming a seamless and connected community. Of these connections, one of the most crucial ones is between your Indian wedding planner and videographer.


To ensure that your wedding is captured on tape accurately and smoothly, your planner and Indian wedding videographer need to establish an efficient line of communication and cooperation; a lack of the same can lead to chaos, confusion, and in the worst case, failure to capture the most important moments of your wedding.


This is where the concept of vendor coordination comes into play. While many couples tend to overlook the same, leaving the coordination aspect entirely to the planner, it may not be the best way to go. To ensure a smooth and hassle-free wedding, there are some steps to take to maximize your investment in Indian wedding videography.


The first step to ensuring a harmonious relationship between your planner and videographer is needless to say, to get them connected and well-acquainted with your wedding vision. It is crucial that the two professionals are on the same page about your dream wedding. One of the best ways to ensure that is to partner with a comprehensive wedding service provider, like ForUrEvents, where there are in-house vendors for videography and wedding planning. They will have a more solid channel of communication and a unified approach to organizing the wedding.


Starting from there, here are more steps to take to ensure that your planner and videographer work in harmony.


Organize a joint meeting

To establish a clear line of communication upfront, arrange for the two professionals to have a joint sit-down meeting early on during the planning process. During the discussion, have them get to know each other and their working styles so that they can find common ways to work together. Use ample solid references and articles to convey your wedding vision and ensure that the two vendors understand the same. Use the time to also discuss timelines and wedding event schedules, key moments and rituals that you need to capture on video, and other logistical challenges that may arise. The intention is to let them help each other out during the event.


Create a detailed timeline with your planner and share it with the videographer

To make sure that your Indian wedding videographer is prepared to shoot all the important moments from your wedding, it is important to give them a clear picture of the itinerary. To do so, create a detailed timeline of your wedding events, starting from the pre-wedding haldi and mehendi ceremonies to the post-wedding events like the reception, with your planner. Discuss and create a flowchart that clearly indicates the cues for the following events. Share the timeline with your videographer and address any concerns or questions they may have to ensure that they are well-equipped and prepared to film all the crucial moments.


Organize a venue walkthrough

Having a clear picture of the ceremonies with respect to the venue they will be conducted in will help your videographer immensely in his/her work. To facilitate the same, organize a venue walkthrough with your planner and videographer, where the planner can explain the setup for the different events, the places where important events will take place, and any restrictions or guidelines prescribed by the venue management. This will allow your videographers to familiarize themselves with the setup, the location, the lighting conditions, and potential frames or backdrops for portraits and stills. Additionally, they will also be able to plan their equipment setup based on the prevailing arrangements, such as for live streams and drone shots.


Discuss technical challenges and requirements at length

Seamless Indian wedding videography inevitably requires uninterrupted sources of power and other technical elements such as lighting and sound systems. Have your planner provide all necessary information and reliable sources from which the videographer can access all his needs. Ensure that all necessary technical accessories are available and accessible at all times at the venue should the videographer run into contingencies as well. Furthermore, address any potential technical challenges that may arise and prepare for the same to avoid undue disruptions during filming on the wedding day, especially if you plan on incorporating aspects like live-streaming and surprise events.


Create a seamless plan for unobtrusive filming

One of the most challenging aspects an Indian wedding videographer has to navigate is filming the wedding in the active presence of 300+ guests, while not creating any disruptions in the natural flow of events. To support them in this regard and to enable a smoother filming process, create a filming strategy with your Indian wedding planner and videographer where they discuss ways to position cameras and lighting equipment discreetly for unobtrusive filming. Ensure that the presence of the videography team enhances the wedding experience for offline as well as online guests, rather than distracting them or obstructing their views.


Discuss contingency plans for unexpected scenarios

Large events like Indian weddings often come with unexpected changes that sometimes turn out unfavorable as well. It is important for your planner and videographer to be flexible and prepared to adapt to the last-minute turn of events. Have the two professionals discuss contingency plans for when things take a detour. Make them aware of each other’s precautionary steps and preparations so that they can adapt well to the sudden adjustments in the event schedule or venue setup. The goal is to encourage quick and efficient problem-solving along with clear and smooth communication – the essentials for effective contingency management.


Wrapping up

Vendor coordination is a crucial aspect of wedding planning, especially when it comes to Indian weddings. It is only through thoughtful and effective management that your Indian wedding planner and videographer can collaboratively help you achieve your dream wedding. Follow the steps mentioned above to establish a hassle-free line of coordination between the two professionals and make the most of your investments in Indian wedding videography and planning.


Contact ForUrEvents – an all-encompassing premium wedding company in Chicago with in-house teams of Indian wedding videographers, photographers, caterers, makeup artists, and more.

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