The Heart & Hustle Podcast — Episode 454: Wedding Day Checklist for Photographers

Hosts: Evie McLeod & Lindsay Roman
Date: October 14, 2025

Episode Overview

In this episode, Evie and Lindsay deliver an in-depth, step-by-step checklist for wedding photographers to ensure stress-free, fully prepared wedding days. Drawing from their own successes and horror stories, they break down exactly what pros should do in the week leading up to the event, the night before, and the morning-of to avoid forgotten gear, mental flusters, or logistical hiccups. This episode is packed with practical advice, funny anecdotes, and tangible tips for maximizing both preparation and peace of mind.

Contents

• The Infamous SD Card Story
• Step 1: The Week Before — Strategic Planning
• Step 2: The Night Before — Packing & Final Prep
• Step 3: The Wedding Morning — Last-Minute Mindset & Checks
• Bonus Hacks and Pro Tips
• Downloadable Checklist & Community Advice
• Notable Quotes

The Infamous SD Card Story

[02:42–07:40]

• Lindsay kicks off with the ultimate "what not to do" tale—showing up for a wedding and realizing she forgot her SD cards, leading to 20 minutes of "fake shooting" until her husband delivers a rescue card from Walmart.
• The takeaway: prepare in advance and never assume you'll be lucky enough to have a backup plan fall from the sky.
• “Don’t do what I did. If I’d followed this checklist, I’d have had my SD cards in my camera the night before.” – Lindsay [07:42]

Step 1: The Week Before — Strategic Planning

[07:40–14:46]

Client Communication

• Send a “wedding week” email 5–7 days before, confirming logistics, parking, room numbers, any last-minute changes, and aligning with planners/coordinators if applicable.
• Final questions or needed info (i.e., hotel valet instructions or timeline tweaks).

Timeline & Creative Prep

• Review the final timeline, questionnaire, AND the couple’s Pinterest board for mood/vibe.
• Make notes on requested specific shots (“I want a shot of all my bridesmaids with martini glasses in the hallway”).
• Build a must-have shot list, especially for sentimental details (heirloom jewelry, special family shots, or aerial images).

Second Shooter Coordination

• Send the second shooter the timeline, relevant questionnaire responses, and creative inspiration so they’re fully prepared.
• Specify who is shooting what and when, especially if splitting up during the day.

Family Shot List

• Require a family shot list in advance.
• Lindsay: “We have them put it in the questionnaire... then I share that note with my second shooter too.” [13:07]

Pro Tip: Make Timeline/Daily Notes Easy to Reference

• Save the couple's timeline as your iPhone lock screen or easy-access wallpaper for quick glances.

Weather Check & Contingency Planning

• Check weather a few days ahead—plan for umbrellas, towels (if rain is forecast), electrolytes, and appropriate attire for extreme heat or cold.

Step 2: The Night Before — Packing & Final Prep

[14:46–28:54]

Non-Negotiables:

1. Charge EVERYTHING:

   • Cameras, flash units, battery packs, off-camera lighting, and even film batteries if you shoot film.
   • “Charge literally everything.” – Evie [14:57]

2. Format & Clear Memory Cards:

   • Guilt-free, extra fresh, plenty on hand.

3. Sync Cameras:

   • Especially important when working with a second shooter. Consider syncing camera clocks down to the second using a web-based clock. [16:37–18:23]

4. Intentional Gear Bag Packing:

   • Two to three camera bodies, your lens lineup (Lindsay & Evie’s go-tos: 35mm, 50mm, 85mm, 24-70mm, plus a 70-200mm if possible), flashes, off-camera lighting, batteries, film, cards, lens cleaner.
   • “Clean your lenses as you put them in your bag.” – Lindsay

5. Lay-Flat Details & Emergency Kit:

   • Pack those finishing-touch items: ring boxes, ribbons, stamps, golden trays for detail shots.
   • Build an emergency kit (band-aids, bobby pins, hairspray, tissues, sewing kit, mini deodorant, body tape, safety pins—pro move!).

6. Snacks & Water:

   • Protein, fiber, electrolytes. “Electrolytes are huge on the wedding day. I cannot recommend that enough.” – Evie [23:21]
   • Think nuts, protein bars, beef sticks, dried fruit.

7. Outfit Prep:

   • Choose an outfit that's both polished and practical; black is often safest (hides sweat and blends with event staff). Bring two pairs of shoes to change halfway through the day for foot comfort.
   • “Black conceals sweat. And I guarantee you, I’m going to be sweating on the wedding day.” – Evie [29:40]

Step 3: The Wedding Morning — Last-Minute Mindset & Checks

[30:53–40:04]

Eat a Real Breakfast

• Prioritize protein and fiber to anchor your energy for a long, demanding day.

Double-Check Gear

• Even though you pre-packed, run through your mental and physical checklist one last time.

Personal Prep & Mindset

• For those of faith, pray in the car before arriving, play worship or inspiring music, and "pray specifically over creativity and connection for the day." [32:03]

  • Evie: “I pray over, like, everything—creativity, being in the right place, the couple’s experience, unity with the vendor team...” [33:19–34:04]

• For everyone: leave way earlier than you think—plan for traffic, hotel delays, hiccups with vendors, or even bizarre disasters like mudslides (Lindsay’s real-life story: [35:12–38:21]).

Arrival Tips

• Scout location before wedding day if possible.
• Know parking logistics.
• Allow for extra time to absorb unexpected delays (valet chaos, breakfast runs, etc.).

Bonus Hacks and Pro Tips

[40:04–42:57]

• Bring a spare phone charger, both wall and portable battery.
• Body wipes, deodorant, and a fresh outfit for midday refresh. If it's a hot day, you may want to change after several hours of shooting.
• Layering pieces (cardigan, sweater) for weather-challenged weddings.
• Print the timeline and shot list as a backup if your phone dies.
• Business cards—keep them handy for inquiries from guests or vendors.

Downloadable Checklist & Community Advice

[42:57–end]

• The hosts created a free downloadable wedding day checklist PDF. Find the link in show notes for an easy-to-follow printout to use for every event.
• Listeners are encouraged to join the Heart & Hustle group DM on Instagram to share their own hacks or add to the checklist.

Notable Quotes

• “Don’t do what I did. If I’d followed this checklist, I’d have had my SD cards in my camera the night before.” – Lindsay [07:42]
• “Black conceals sweat. And I guarantee you, unless it’s winter, I’m probably still sweating... I will wear black.” – Evie [29:40]
• “Eat a healthy breakfast. And I don’t just mean Froot Loops or donuts. Donut—do yourself a favor. Put some protein in your breakfast!” – Lindsay [31:12]
• “Pray specifically over creativity... I want to see this day through your eyes. Help me to be in the right place at the right time for the right shot.” – Evie [32:03]
• “Electrolytes are huge on a wedding day. I cannot recommend that enough.” – Evie [23:21]
• “Always bring an emergency kit. If somebody needs something, and you have it, you’ve just become the superhero.” – Lindsay [22:15]
• “Leave way, freaking, way too early. Plan for traffic, plan for parking, plan for getting lost.” – Lindsay [34:36]

Suggested Timestamps

• Lindsay’s SD Card Story: [02:42–07:40]
• Strategic Week-Before Checklist: [07:49–14:46]
• The Essential Night-Before Prep: [14:46–28:54]
• Wedding Morning Routine & Checklist: [30:53–40:04]
• Bonus Hacks & Must-Haves: [40:04–42:57]
• Community & Wrap-Up: [42:57–end]

This episode is essential for any wedding photographer who wants to feel calm, prepared, and ready to deliver creativity and professionalism—every single time.