Invoices

The next tab to the right which you can click on is “invoices”.

There will be 3 x invoices – deposit, instalment and balance. By the time you read this, the status of the 30% deposit invoice will most likely be “paid” as we require a deposit to confirm a booking.

The invoices tab has the due date for your instalment and balance invoices: The instalment invoice is due 4 weeks prior to your wedding.

The due date for the balance invoice is primarily dependent on the completion date of your photography post-production. You can pay the balance invoice earlier if you’d like, but it isn’t officially due until you receive access to the online channel for your highlights gallery. At this point we will email you with your personalised link, and a payment reminder notice for the outstanding balance.

The physical content containing the full collection of hi-res images will then be sent to you immediately once your balance has been paid.

You can click on the magnify glass to view and download your invoices. We accept Bpay, Bank Transfer, and Credit Card. All payment methods are clearly laid out within the invoices. Please note we do not accept cheque or cash payments under any circumstances.

**IMPORTANT: When paying with Bank Transfer and Bpay please ALWAYS enter the reference number of your invoice in the transaction description. This enables us to track your payment. It is your responsibility to enter the reference number when making any funds transfer. It can be extremely detrimental to a booking if you transfer funds with no reference whatsoever! This happens infrequently, but there have been occasions where a couple have asked their parents to pay the instalment/balance, and the parent has deposited money with no reference number, name, wedding date, remittance via email ...nothing! This can cause confusion and stress for all involved. Multiple transfers arrive in our account each day; so for your sake and our sake, please ALWAYS enter the reference number when making payment! :)

My White Tree

The third tab on the right is called My White Tree. This section is probably the most important feature of the online portal. The content on this page is what becomes the brief/work sheet for the photographer. Two weeks out from your wedding they receive automated reminders to start going over the details of your My White Tree. Once it’s finalised by you, and then us (generally 1 – 2 weeks out), the photographer again receives notification so they can go over all the confirmed details and requests. The photographer also has this work sheet with them on smart phone, so they can refer to the information throughout the day with ease.

*Please note you are of course welcome to finalise your worksheet earlier than the 1 – 2 week time frame. Your ability to “finalise” will generally depend on the date of the final meeting with your venue and/or wedding planner. However, we do strictly request that you finalise your run sheet no later than the Tuesday leading up to your wedding.

Now back to the lay out of “My White Tree”...

The first input box in the top left corner is the “Photographer Start and End” times. Our photography Levels will generally start with your preparations, at a time dictated by you. The end time will be based on the Level you have booked.

Level 1 (3hrs) – this package generally starts at the ceremony and concludes with the location shoot or reception arrivals – this means the wedding party entries. The photographer captures this along with some shots of the reception venue, the styling, guests arriving, canapés, and then concludes.

Level 2 (6hrs) - this package will generally start with the preps and end with speeches/cake cutting/first dance (whichever is later).

Level 3 (9hrs) - this package generally starts at the preps and concludes at the very end of the reception – after the dance floor action and farewell circle.

The hours involved with the Levels will act as the primary parameters. The number of images included are:

Level 1 - 3 hours (500 images minimum)

Level 2 - 6 hours (750 images minimum)

Level 3 - 9 hours (1,000 images minimum)

*You can add 1 or 2 additional hours to any Level prior to your wedding, at a rate of $250.00 inc gst per hour. This rate is only available if added PRIOR to the wedding. As mentioned, you are free to dictate the start time depending on what you guys want covered.

Social Links

On this tab please enter the social media link of as many of your fellow vendors as possible, so we can tag them in social media posts.

This is incredibly helpful for us, and your other lovely suppliers, so if you can take the time to enter this info we’d be hugely appreciative!

So that’s an overview of the Online Portal in total - hopefully it all makes sense now! But of course, if you have any questions, your event manager is always available to answer them.

This may depend on how much you’re trying to fit into your chosen Level. It may also depend on the geographic location of your preparations, and whether you want both partners preparations captured. The preps is a particularly candid/relaxed part of the day. You guys should be enjoying yourself getting ready, having a chat and a drink, whilst the photographer applies a “fly on the wall” shooting technique.

The preps are also a good opportunity to gather some images of close family members and the wedding party.

The time allowance for preparations also depends on what you want photographed - if you have heaps of details that you’d like us to spend extra time capturing, allow a little extra time. Generally 45-60 minutes with the bride/s, and roughly 30-45 minutes for the groom/s.

Remember that you don't have to include preparations if you don't want to. Many couples prefer to start the coverage from the ceremony, and that's totally fine from our perspective. It's your day, and what stages of the day you want covered is your choice.

You can book a second photographer if you’d like to increase the extent of the coverage. Having a second camera angle can mean you capture a few extra details and impromptu things that a single lead photographer may not always capture. Having said that, we are obviously perfectly comfortable covering any wedding with one lead photographer ...and that is how most couples book our photography product.

Second photographer rates if desired:

Level 1: $270

Level 2: $525

Level 3: $750

*The second photographer must remain with the lead shooter throughout the day.

It is difficult to capture the preparations AND arriving at the ceremony. Remember the photographer needs to find a car park at the ceremony and set up equipment. Therefore, we suggest the photographer leaves 20 minutes before, so they are all set up at the ceremony, and can successfully capture the arrival at the ceremony. Arriving at the ceremony early will also enable the photographer to document the other partner and guests mingling.

Once again, this is a very candid part of the day. You should enjoy the excitement of getting married, whilst the photographer captures the proceedings as unobtrusively as possible. After you have signed the registry and walk back down the aisle (now happily married!) it’s a great opportunity to capture family members, friends, and the wedding party looking happy and excited. Once the congratulations have died down, it can be a great time to capture some portraits of close family members. Having a family member to round up relatives is a quick and effective way of getting everyone together...remember the photographer will not know which one is Aunty Betty or Grand Pa Bob, so assistance from the maid of honor, best man, or a delegated family member, is vital.

Most of the time the location shoot takes place between the ceremony and the reception. You should always allow enough time to have a short rest before the reception commences. Most couples try to get back to the reception 30 minutes before introductions, so you can have a drink, a sit down, and a private moment (before you’re back to being the centre of attention!). This generally leaves 45min – 60mins for the location shoot...which is plenty of time. Importantly, you must choose the locations. Your event manager is also on hand to assist with location suggestions if you are unsure of where to go.

If the light on the day ends up harsh and direct, your photographer might suggest grabbing you again for 10 minutes during the golden hour to jump outside and grab a few extra shots (by this point you might even have had a couple of wines and be even more relaxed!). You’re of course welcome to ask your photographer to grab some extra photos outside if you fancy a little break from the party!

The best thing is to speak to your event manager – they are all across our three services. The first thing they’ll need to do is check availability. It’s then a matter of you working out which band size and Level of our film you’re after. Here is a direct link to these prices and inclusions: https://thewhitetree.com.au/bookings/.

If our filmmakers and musicians are available, then the event manager can add this to your existing booking and no further deposit will be required. Instead the instalment and balance will be adjusted.

Always give your event manager’s details. They are beside their phone and e-mail nearly every minute of the day, particularly on Fridays, Saturdays and Sundays when our wedding shoots are happening.

It’s better to give the venue our event manager’s details, rather than the photographer, because they are the best person to find a solution should any issue arise on the day.

The photographer will also give you their mobile number on the day when they arrive at your preparations – just in case the shoot locations change due to bad weather or they need to contact you regarding anything else.

Your event manager has probably talked to you on the phone/email at length already and explained this process.

Every intricate detail can be easily planned via the online portal, and of course further consultation with your event manager via phone and email. They will be happy to answer any questions you have along the way, no matter how trivial you think they may be!

It’s best to talk to your event manager rather than the photographer because they can get back to you more readily and input your requirements into the brief more accurately.

It is a requirement that clients provide crew working at a wedding with a basic main meal. This is industry standard, and your venue will be able to organise this with you.