When You Should Hire Your Photographer Will Depend on the Type of Photography You Need
There’s no right answer to when you should hire your photographer. It depends on several factors. I’ll give you an idea of general timelines to help make sure you book your preferred photographer in time. Then I’ll provide recommendations for when you should hire me for your family photos.
When it comes to hiring a photographer, the timing really depends on what kind of photography you need and the specific photographer you’re looking to hire. Different types of photography, like newborn, maternity, and family, all have their own recommended timelines. You can typically book a family-based photo session within less than a year. But if you’re going to hire a photographer for an event or a wedding, you may need to book more than one year in advance.
A Quick Note on Wedding Photography
It’s generally a good idea to book your wedding photographer anywhere from 6 months to two years in advance. Experienced Wedding Photographers typically only photograph two weddings a month, maybe more during the months that are popular for weddings, but that’s it. That means their calendars fill up fast. If you’re planning a big, multi-day, or destination wedding, you’ll want to hire your photographer as soon as you have your date and location/venue finalized.
Why do wedding photographers only take on 12-24 weddings a year? They are taking thousands of photos at your wedding. That amount of photos takes a long time to edit. It’s also a physically demanding job – to be on your feet for 8 to 12 hours while carrying heavy gear. It’s physically difficult to take on more than one wedding a weekend. Not only that, but weddings typically take place on weekends. This means they are working when their kids and spouse are home, when their friends who work M-F are throwing their baby showers, birthday dinners, and holiday parties. This means photographers have to block off weekend dates for their days off, too.
So as soon as you become engaged, begin researching photographers. Once you have your date and venue/destination in mind, begin reaching out to your favorite photographers.
When to Hire Your Family Photographer
If you’re interested in lifestyle family photography, there are a few factors at play when deciding when to book your photographer. But generally, book at least 3 months in advance of when you’d like to have your photo session take place is a good place to start.
Why Book 3 Months in Advance?
Photographers who are in high demand in this genre may have their entire year booked by March, so it’s wise to inquire early to secure your desired date. When they first announce their availability (whether it be for a season or the entire year), it’s best to book right then and there.
Limited Availability
There are only 52 weekends in a year. Your preferred photographer may not be available for all of those (holidays, birthdays, vacations, etc. demand time off). That means if you want to book your family photo session on a weekend during the busiest months of the year for photography*, you need to book as soon as possible. Don’t wait to hire your photographer for your fall or Holiday family photos!
Time to Provide Necessary Details
But it’s about more than just securing that weekend date. It’s about the process and experience your photographer provides in the weeks leading up to your photo session. I send my clients guides on what to expect and how to prepare for their session including:
- tips and tricks for a successful session during golden hour, with toddlers, in the summer heat, with their dogs, and more.
- guide on what to wear – what colors and patterns work best, how to coordinate rather than match. This gives my families plenty of time to find the outfits that work best for their location of choice and their personalities.
- A questionnaire – typically a week before – so I can learn more about their family and the milestones they are experiencing together at the time we meet for photos.
This is why I recommend my clients book with me at least one month in advance. It allows you time to absorb all of this information, plan, and not feel rushed with the booking process. Because photo sessions should be fun and relaxing (even when there’s chaos with toddlers or pets) and enjoyable.
*I currently open my calendar for booking seasonally – spring/fall. If you’re eyeing those popular months for a photo session, I suggest clicking that “Book Now” link once that email hits your inbox. The most popular months in San Antonio for photos are April, May, October and November. Whether it’s for family photos or weddings or events. Every photographer will be busy during these months and will book up fast.
When to Hire Your Maternity Photographer
Similarly, if you’re looking for maternity photos, you can book a photographer as soon as you learn about your pregnancy or reach 24 weeks. That gives you a few months to find and book your photographer before you’re far enough along for maternity photos.
There is a window of time within your pregnancy that is recommended for maternity photos: between your 28th and 34th week of pregnancy. This is when your belly is likely rounded out in a beautiful “bump” but you’re not so far along that you are uncomfortable.
Many photographers are willing to reschedule your session if you reach your original session date and you’re not showing as much as you’d hoped. Your photographer wants you to love your photos, and will work with you to find a new date, later in your pregnancy, to make sure you love the way you look or that your chosen outfit fits the way you had planned.
The best part about booking a photographer when you first learn you’re pregnant? You can book more than one session at the same time. Book a session for your announcement photos (where you’re holding your sonogram or a sign announcing your pregnancy) and your maternity photos a few months later. Many photographers, like myself, offer bundle deals if you book your maternity and newborn photos at the same time, too.
What happens if your baby arrives early? Every photographer will have a different policy, but if they offer newborn photos, they will likely turn your maternity photo session into a newborn one by applying any monies paid towards a newborn session.
Be sure to ask your photographer what their policy is on rescheduling before you book with them so you know your options.
When to Hire Your Lifestyle Newborn Photographer
Similarly, if you’re looking for lifestyle newborn photography, which aims to capture those precious early moments with your newborn in a relaxed and natural way, it’s important to plan ahead. You do not need to wait until your baby arrives to book a lifestyle session because their age isn’t a huge factor in timing. They don’t need to be a few days old for your photo session.
As soon as you know your due date, you can hire your lifestyle newborn photographer.
I ask my clients to pick a date two weeks after their due date, and if the baby arrives early or late we can adjust. This may mean moving a session to a weekday if weekends are no longer available. Some photographers just ask for a month and get in touch once your baby has arrived to nail down a specific date. Either way, it’s important to book your photographer before your baby arrives, because by then it’s often too late.
Newborn photographers, especially ones who offer Fresh 48 sessions (where they come to you in the hospital after you give birth) often have limited availability due to the unpredictable nature of newborn arrivals, so booking in advance is recommended. We are basically “on call” and need to keep several days on our calendar available. Once we take on two or three newborn clients in a month, we won’t be able to take on any more.
Aside from getting on your photographer’s calendar, the other reason to book early is that you’ll have enough on your plate as your due date approaches and your baby arrives. Your photo session should be the last thing you worry about or stress over. Give yourself plenty of time to prepare your home, your wardrobe, and your body (I want you to be rested) by booking these photos as early as possible.
You don’t need to book as early as learning about your due date. If you want to wait until you’ve reached a later stage in your pregnancy, that is perfectly okay. That’s still plenty of time to book.
Every Photographer’s Booking Process is Different
Sometimes things happen, like a sudden plan for family to visit and you decide you want to get photos taken with your siblings or parents who live out of state. In that case, you aren’t able to book someone a month in advance. But I highly recommend trying to inquire with a photographer at least one week in advance if they still have availability. Why? Because every photographer has a different booking process. And it may take up to 48 hours to finalize your booking and the details surrounding your session.
Some photographers require a phone consultation while others don’t share their availability online so you need to inquire about a date first. Some have everything automated while others want to add a personal touch before they respond to your inquiry. Some adhere to strict office hours, or block-schedule their tasks. Remember, many photographers have kids, too. Hiring them less than a week in advance may mean they cannot be available on your desired date if they can’t hire a babysitter. All of these business practices means it takes time to book. Maybe a full 24 hours, maybe 5 days.
I require at least 48 hours advance notice to book with me because I adhere to office hours, need time to provide you with information, and make sure there is enough time for you to sign your contract, pay your retainer, and decide on a location.
Are you ready to book a session? Contact me today and let’s start planning your sessions.
