Wedding Videographer Run Sheet Template
A wedding videographer run sheet template: 8 rows from the full 62-row schedule, annotated with audio flags, camera setup notes, and first-look timing.
A wedding videographer run sheet template marks which rows in the full schedule they actually need - getting ready location, ceremony time, family photo order, speech sequence, and first dance cue - and flags which of those require audio capture in advance. Most couples hand the videographer the full 62-row run sheet and leave them to find their cues. Eight rows from that document are what a videographer reads on the day.
| Row | What it covers | Notes for the videographer |
|---|---|---|
| Getting ready | Location and start time | Are they present for this session, and in which room? |
| Departure | Leave time for the venue | Videographer travels independently |
| Ceremony | Start time and venue address | Arrive 30-45 minutes early for camera setup |
| Family photos | Group order and location | Who is in each group and in what sequence |
| Couple portraits | Location and expected duration | Indoor or outdoor determines lighting requirements |
| Reception entry | Format and announcement style | Does a second camera need to cover the entrance? |
| Speeches | Speaker order and approximate timing | Audio capture required: plan for lapel mic before this row |
| First dance | Song title and who gives the cue | Camera position varies: front of floor or side angle |
The full PlannedBy classic run sheet covers 62 rows across the whole day - florist delivery, cake arrival, caterer service, seating changes. The eight rows in the table are the ones the videographer acts on. The rest belongs to the coordinator.
Three notes the standard run sheet does not include
A videographer's copy needs three annotations that never appear in the general version.
Audio flag. The ceremony vows, the speeches, and any welcome toasts all require audio capture - usually a lapel mic on the officiant before the ceremony and on each speaker before speeches begin. Speeches at 7:30 PM tells the videographer when to be in position. Audio check: lapel mic on first speaker by 7:20 PM tells them what to do before that. Add one annotation row per audio moment.
Camera setup note. If the videographer uses a second camera at the back of the ceremony room, they need to be in position before the processional starts. A row that reads "Videographer: second camera in place by 2:45 PM" gives them a buffer before guests file in. Without it, they set up while the processional is already moving.
First look flag. A first look changes the order of the morning and shifts the location of the first filmed moment between partners. It belongs on the run sheet as its own row, not as a note tucked inside the ceremony entry.
Do you have a first look?
A first look is a private moment between partners before the ceremony - usually about thirty minutes, at a location separate from where guests gather. If the day includes one, the videographer needs three things on the run sheet:
- The first look time and location
- Whether anyone else is present (photographer only, or the full bridal party)
- What happens immediately after (straight to the ceremony room, or family photos first)
Without a first look, the first filmed moment with both partners is the processional walk-in. The videographer needs to be set up for whichever of those comes first.
The PlannedBy run sheet generator places family photos at thirty minutes after the ceremony by default. If a first look runs long, that buffer shrinks. Putting the first look end time on the run sheet as a hard row means the photographer and videographer are both working from the same schedule rather than guessing.
Build the schedule in the run sheet generator Type your ceremony time into the run sheet generator and the day fills in automatically - getting ready, family photos, reception, and send-off. Add the eight videographer rows from the table above and share it alongside the full version.
What to leave off the videographer's copy
The general run sheet is the coordinator's document. The videographer's copy strips it to the moments where they need to be in a specific place. Leave off:
- Florist delivery and setup time
- Cake arrival and setup
- Caterer service schedule and course timing
- Seating changes or late additions to the guest list
These rows are right for the coordinator on the day. On the videographer's copy they add length without adding any information they act on.
When to send it
Send the videographer's run sheet at the same time as the full version - usually two to three weeks before the wedding. If the schedule changes after that, send an updated version rather than a verbal note. A videographer working from an out-of-date speech order will film the wrong person.
Common questions about a wedding videographer run sheet
Do videographers use their own template? Most professional videographers bring a shot list. The shot list covers the moments they want to capture. The run sheet covers when those moments happen. Both documents inform each other: a shot list without timing is a wish list, and a run sheet without a shot list misses specific requests. Share the run sheet and ask for their shot list two weeks out.
What time should the videographer arrive? Thirty to forty-five minutes before the ceremony start time covers most camera setups. If they are filming the getting-ready session, their call time goes in the getting-ready row on the run sheet - alongside hair and makeup start - so the whole morning is visible from one document.
Who else receives the run sheet? The photographer, celebrant, and caterer each get a copy of the full run sheet. The PlannedBy run sheet generator sends the schedule from one link to everyone who needs it. We covered exactly who gets a copy in who needs a copy of the wedding run sheet.
Does the run sheet need timestamps for every shot? No. Timestamps are for milestone moments: ceremony start, family photo session, reception entry, speeches. The videographer manages detail within those blocks. A run sheet that timestamps individual shots is more granular than anyone follows on the day.
Should the videographer get a separate document, or a highlighted version of the full one? Either works. The important thing is that their copy is easy to find on a dark dance floor at 9:30 PM - name at the top, eight rows highlighted or extracted, audio flags visible at a glance.
What is the difference between a videographer run sheet and a photographer run sheet? The rows are nearly identical. The annotations differ: a photographer's copy flags lighting requirements and location changes, while a videographer's copy flags audio capture moments and second camera positions. The wedding photographer run sheet template covers that version.
Next step
The PlannedBy classic run sheet template covers 62 rows from getting ready through send-off. Build the schedule in the run sheet generator from your ceremony time, add the eight videographer rows from the table above with audio flags, and share both the full version and the stripped-down copy from the same link. The complete template is at /run-sheet-template. All planning tools are at /free-tools.