Rules, Expectations and Requirements

Welcome to Chantilly Lace! 

 

 

 

Please read through this document thoroughly. 

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While some of the information found in this document may not apply specifically to you, we expect that all of our team members are well versed in all areas of the business. This document will cover all of our expectations, requirements and goals and will make sure we’re always on the same page.

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General 

RULES, Expectations & Requirements 

 

1. Every team member is required to complete a W9 and sign an independent contractor agreement (ICA). 

   • Part Time: An ICA will be sent for each assignment. 

   • Full time: Yearly or indefinite ICA’s will be issued. 

2. We expect that everyone arrives to their assignment on time and ready to work. If you arrive on time, then you are late. Arrive at least 15-20 minutes early to allow time to park, find your team and collect your gear for work. 

   • This is imperative for weddings. Arriving late is absolutely unacceptable and will not be tolerated. 

3. For weddings, we require “vendor colors” of black on black. Please arrive presentable in a business casual attire of all black (i.e. Black pants, top or dress.) We recommend comfortable black shoes. 

4. No visible cell phone usage. 

5. No smoking or vaping on venue property. 

6. Unless given permission, it is not permitted to sit down or eat during the event in the event space. All breaks will be taken out of the view of the clients and their guests. 

7. No alcohol, even if offered at the reception. 

8. It is imperative that all team members maintain an appropriate level of professionalism at all times. 

9. Team members are not permitted to disrupt any event, function or formal/intimate moment. This is the most important day of their lives and we must respect their moments together.

10. Team members are not permitted to conduct oneself as a guest at an event via socializing, eating or drinking unless otherwise instructed by the client during the booking process.

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Photography 

RULES, Expectations & Requirements 

 

Weddings

1. Approximately 200-300 images should be captured per hour during an event. Overshooting is always better than under. 

2. Each team member must have appropriate gear: Two full frame DSLR/Mirrorless cameras with an on-camera speedlite for both. Two low aperture lenses to accomplish a wide range of focal length (i.e. a 24-70 2.8 + a 70-200 2.8). 

   • If you do not have appropriate gear, we have company gear available to use. It is the team member’s responsibility to request gear from their department leader so that they may acquire the appropriate gear. 

3. We expect that our team members capture all key moments both in a traditional and photojournalistic fashion to match the Chantilly Lace brand. Every team member’s images must match the style and perspective as seen on the website. To achieve this we require: 

   • Low aperture to achieve a nice smooth DOF. 

   • An even amount of wide shots and tight close-up shots. 

   • A focus on details 

   • Lift when shooting (more sky, less grass). The subject should be at the bottom of the frame. 

   • An artistic eye, focusing on the rule of thirds and shooting “through things” when able (i.e. shoot through flowers, through bushes, etc.)

4. All images must be shot in RAW. 

5. 90% of photos must be in focus, including photo stills with movement.

6. 90% of photos must have little or no noise (grain) and appropriate white balance.

7. Good, quality lighting must be a priority. A knowledge of on-camera lighting is required. Knowledge of backlighting is an essential plus as well as off-camera lighting.

   • For outdoors, we require even lighting and prefer to stay out of high-sun when at all possible. Seek out evenly lit, shaded areas for outdoor photos until the sun is low in the sky. Do not shoot in high-sun or in direct sun until the golden hour (approximately 1 hour before sunset) unless there is no other option available. If even light or shade is absolutely unavailable and impossible, then angle the subjects so that the sun isn’t in their faces or directly behind them. The sun should be behind them, off center. 

8. A bump in ISO (while maintaining image usability, i.e. >1600) is preferred over a decrease in shutter speed. Shutter speed should stay above 1/250 to maintain a sharp image.

9. Shallow depth of field is imperative to maintain Chantilly Lace’s style and branding. However, it is expected that the team member understands when to use a higher F-Stop to ensure that groups are all in focus. 

10. If second shooting, the team member is expected to focus on B-Role images to supplement the client's story rather than focus on shooting for his or her own portfolio. 

11. If second shooting, the team member will confirm camera general settings with a Chantilly Lace’s lead photographer, including time and date, RAW quality and shutter speed when requested.

12. Thoroughly review the client questionnaire (located in the CRM) and the wedding day timeline. 

    • Lead: It is your responsibility to make sure that the timeline reflects the requests outlined in the questionnaire. If there is a complication, it must be addressed prior to the wedding day. 

    • Lead: It is your responsibility to delegate to the second shooter so that the timeline isn’t disrupted and all required shots are captured. 

13. If you are second shooting, it is generally expected that you:

    •  Will be with the groomsmen while they are getting ready. It is your responsibility to capture groomsmen details and final touches. You may also be with groomsmen for pre-ceremony formals, so it will be your responsibility to pose them according to the Wedding Capture List (located on page 12).

    • Will be responsible for capturing wedding day decor

14. Be aware of where the videography team is at all times. Have consideration with placement and be sure not to block their shot. Work together with the videography team for placement and during formals so that our couple isn’t forced to repeat things.

15. If you are second shooting it is your responsibility to communicate with your leader if you are having issues throughout the day. If you are leading a wedding, you must report to the department leader or the owner. 

16. If a client requests overtime, this must be approved by the department leader or the owner. Inform the client that you require approval prior to consenting to additional requested time. 

17. If you experience issues in the field with camera settings, flash, lighting, clients, guests, etc. please notify your lead or the department leader immediately/as soon as possible as to not violate our zero tolerance policy outlined in the Compensation section located on page 21.

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Family formals

(Lead shooter requirement)

 

Client comfort and efficiency is extremely important. We have structured a specific way to manage family formals so that they can be done quickly, without confusion. Please review the chart below:

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Using this method doesn’t require usage or knowledge of specific family names. Use the questionnaire located in the CRM to understand any family sensitivities while using this method.

 

 

Sessions

1. Full sessions last approximately 60 minutes. Mini sessions are 25 minutes. 

2. Approximately 100-300 images should be captured during a full session with a client. Overshooting is always better than under. 

   • Approximately 50-150 for minis. 

3. The team member must have appropriate gear: One full frame DSLR/Mirrorless camera, one on-camera speedlite (for indoor sessions) and one low aperture lens appropriate for the venue/location.

   • If you do not have appropriate gear, we have company gear available to use. It is the team member’s responsibility to request gear from their department leader so that they may acquire the appropriate gear. 

4. Team members may dress comfortably yet presentable. 

5. No visible cell phone usage. 

6. No smoking or vaping at session locations or anywhere near a client.

7. Every team member’s images must match the style and perspective as seen on the website. To achieve this we require: 

   • Low aperture to achieve a nice smooth DOF. 

   • An even amount of wide shots and tight close-up shots. 

   • Lift when shooting (more sky, less grass). The subject should be at the bottom of the frame. 

8. All images must be shot in RAW. 

9. 90% of photos must be in focus, including photo stills with movement.

10. 90% of photos must have little or no noise (grain) and appropriate white balance.

11. All sessions must be shot with a “full gallery” in mind, so a focus on a variety of posing/prompting and a variety of different backdrops is necessary. Here are a few frequently booked session types to focus on specifically. 

    • For families:

      • An even amount of FULL family photos. Both sitting and standing. Both looking at the camera and a strong focus on them interacting together. 

      • Children by themselves. Sitting and standing. Both looking at the camera and candid. 

      • Children with just one parent, together and separate (one at a time)

      • A photo of the family walking together and the children walking alone together. 

      • Children sitting together, both looking at the camera and a strong focus on them interacting with each other. 

      • Strong focus on laughter. 

    • For couples: 

      • A strong focus on face-to-face interaction. (Foreheads together, kisses, touching faces, etc.)

      • Lots of playfulness. Many different playful/candid photos. 

      • Some looking at the camera, both sitting and standing. 

      • A few “posed/formal” images. 

      • A walking photo. 

    • For maternity: 

      • A strong focus on mom/dad intimate together. 

      • Hand(s) on mom’s belly for each image. 

      • Some images of mom alone. 

      • A walking photo

      • A photojournalistic approach. 

    • For lifestyle newborn: 

      • Strong focus on bonding. 

      • Mom + Dad together with the baby, foreheads close. Standing and sitting. 

      • Mom + Dad separate with the baby. Sitting and standing. 

      • Family photo together if there are siblings on the master bed or sofa. One looking at the camera and a strong focus on candid. Have siblings look at the baby mostly. 

      • Baby alone in crib. 

      • Baby details (fingers, toes, eye lashes, etc.) 

      • Siblings with baby alone (if applicable.)

12. Shallow depth of field is imperative to maintain Chantilly Lace LLC’s style and branding. However, it is expected that the team member understands when to use a higher F-Stop to ensure that groups are all in focus. 

13. A bump in ISO (while maintaining image usability, i.e. >1600) is preferred over a decrease in shutter speed. Shutter speed should stay above 1/250 to maintain a sharp image.

 

Team members will report to their department leader:  Stephanie Frasier

(Stephanie’s contact information is located in your welcome email.)

On the wedding day, if you are second shooting you will report to the lead photographer. If a situation needs to be elevated, contact your department leader and then the owner. 

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Videography 

RULES, Expectations & Requirements 

 

Videography is very different from photography. A videographer must be three steps ahead of the couple all day long so that moments are captured smoothly, audio is captured and lighting is ready. Setup must take place before the moment happens. We are not able to retake or redo the important stuff, so understanding what and where things are happening is very important. Understanding the timeline and advocating for what is needed is imperative. Communicating with wedding planners, the DJ and the couple is something you must do prior to and during the event.

 

Equipment Specs & Requirements:

1. A minimum of two full frame DSLR/Mirrorless cameras per team member is required. Canon or Sony only. 

   • HD 1080 x 1920 or 4K

   • 60fps

2. External (lav) and on-camera recording devices. 

3. A minimum of one tripod for static clips and a stabilizer for movement. 

If you do not have appropriate gear, we have company gear available to use. It is the team member’s responsibility to request gear from their department leader so that they may acquire the appropriate gear. 

 

Expectations for the wedding day: 

 

1. Some ceremonies may run over an hour (i.e. a Catholic mass) so cameras must be set to record with an overlap due to most DSLR/mirrorless cameras having a recording limit of 15-30 minutes. 

2. At least one stationary static safe shot is required for ceremonies, but we prefer two. Place two  static cameras on a tripod at the back center of the aisle after the bride walks down the aisle. Both cameras must be at different focal lengths. (i.e. one wide shot to include the entire scene, one zoomed in shot that is only focused on the couple.) Keep the cameras there, untouched, until the completion of the ceremony. 

   • As a second shooter, you will be responsible for making sure both cameras are focused with correct settings throughout the duration of the ceremony. . 

3. As a videography second shooter, a focus on B-role clips throughout the day is pivotal. Using your stabilizer or tripod, position the camera for the best B-role perspective for all key moments. 

4. Work with the lead videographer to ensure that all lav microphones are placed prior to the letter readings, interviews, ceremony and/or toasts. All of these moments must be recorded with the lav mics and filmed.

5. Work with the lead videographer to ensure that lighting is set and ready prior to the moment.

6. Keep white balance as natural as possible. 

7. Make sure to capture lots of “fluff” throughout the day. (i.e. landscapes of the venue, moss blowing, waves crashing, birds flying, leaves blowing, etc.) 

8. Properly light dark spaces using continuous lighting. 

9. 90% of clips must be in focus, including photo stills with movement.

10. 90% of clips must have little or no noise (grain) and appropriate white balance.

11. Every team member’s video clips must match the style and perspective as seen on the website. To achieve this we require: 

    • Low aperture to achieve a nice smooth DOF when possible. 

    • An even amount of wide and tight close-up perspectives. 

    • Lift when using a tripod. (more sky, less grass). The subject should be at the bottom of the frame.

12. 90% of clips must be steady. Hand-held cameras while filming is not permitted. Use of tripods, monopods or stabilizers are required for all filming throughout the day.

13. Thoroughly review the client questionnaire (located in the CRM) and the wedding day timeline. 

14. If you are second shooting, it is generally expected that you:

    • Will be with the groomsmen while they are getting ready. It is your responsibility to capture groomsmen details and final touches. You may also be with groomsmen for any pre-ceremony formals. The photographer is the lead (per industry standard) however,  it will be your responsibility to make sure that we capture all the outlined requirements listed on the Wedding Capture List (located on page 12).

    • Will be responsible for capturing wedding day decor

15. Communicate with other vendors, especially the photographers! Be aware of where the photography team is at all times. Have consideration with placement and be sure not to block their shot. Work together with the photography team for placement and during formals so that our couple isn’t forced to repeat things.

16. As a second shooter,  it is your responsibility to communicate with your leader if you are having issues throughout the day. 

17. If a client requests overtime, this must be approved by the department leader or the owner. Inform the client that you require approval prior to consenting to additional requested time. 

18. If you experience issues in the field with camera settings, mics, lighting, clients, guests, etc. please notify your lead or the department leader immediately/as soon as possible as to not violate our zero tolerance policy outlined in the Compensation section located below.

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Wedding Capture List

Photography + Videography 

 

These moments should be captured at minimum for each wedding, unless inapplicable or stated otherwise by the client. Any and all key moments should be captured.

• Outside of the venue 

• Getting ready for both the bride and groom

  • Girls: Candids of HAMU, candids of interacting prior to getting dressed, photos in matching robes/shirts with toasting glasses, bride stepping into her dress, bride adding jewelry, shoes and veil. 

  • Guys: Candids of guys interacting prior to getting ready, groom adding final touches such as his tie/bowtie, watch, cufflinks, jacket, shoes, shot of groom adjusting his jacket. 

• Details 

  • Bridal details layflat (Dress, shoes, jewelry, perfume, invitations, rings, etc.)

  • Groom details layflat (Shoes, bowtie, shoes, cufflinks, cologne, etc.)

• First look 

• Bridal party walking down the aisle. 

• Groom's face when bride walks down the aisle. 

• Ring exchange 

• Couple’s vows 

• Shots of the family watching during the ceremony 

• The first kiss

• Exiting the ceremony 

• Formal photos of immediate family 

  • All together and individuals 

• Formal photos of the entire wedding party 

• Formal photos of just bridesmaids and just groomsmen 

  • All together and individuals 

• Bridal portraits, Groom portraits 

• Bride + Groom portraits 

• Reception decor (Tables, flowers, favors, signs, etc.) 

• Ceremony decor 

• Candid photos throughout the day (Family, friends talking, laughter and any form of love and affection.) 

• Cake cutting

• Toasts

• First dances 

• Bouquet/Garter toss

• Reception dancing 

• Sendoff

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Planning & Coordination

RULES, Expectations & Requirements 

 

As a planner/coordinator, you are responsible for making sure the wedding day is executed perfectly. Our coordination team is the face of this business, so the bar is set high for every team member! We expect the following: 

• Professionalism 

• High-energy 

• Upbeat attitudes 

• An ability to multitask and be pulled constantly for hours without appearing frazzled

• A strong work ethic

• Attention to detail

• The ability to work as a team

• Flexibility 

• Excellent problem solving skills 

 

Being part of a coordination team isn’t always an easy job. Wedding clients, their families and their guests will have expectations from you all day long. It’s imperative that you possess the above mentioned qualities while being able to follow through with the timeline and setup for each wedding. 

 

Lead Coordinator + Assistant 

1. Build a strong relationship with the couple prior to their wedding day. 

   • Assistant to participate in some or all pre-planning meetings and/or site visits. 

2. Create and manage a detailed schedule for rehearsals, weddings and/or receptions. Make sure the wedding runs according to the timeline all day and adjust if/when necessary.

   • Assistant to participate in managing this and aid with delegating to runners as according to the timeline.

3. Communicate with any and all vendors prior to the wedding day and as needed to create a fluid flow of the day. 

4. Collect all vendor contracts to review to ensure that all services are being provided correctly. 

   • Check vendors in/out. Make sure all vendors are setting up correctly on the day of the wedding, have all required supplies/equipment and are in the right place. Make sure upon their departure that the venue is as they found it.

   • Assistant to participate in managing vendor services on the wedding day. 

5. Understand the layout of the rooms at a venue. Be able to tell other vendors where everything will be placed. Schedule a site visit if necessary. 

   • Assistant to also understand this. 

6. Create a floor plan of the reception space. 

7. Organize setup for the all wedding day spaces and delegate to assistant/runners. 

   • Ensure that setup is complete on time and prior to any events starting. 

8. Know the schedule of photographs that will need the presence of the bride, groom and wedding party in order to be sure everyone is where they need to be when they need to be.

9. Be sure someone is available about 30 minutes prior to the wedding to help guests know where to park, the location of the ceremony, where to place gifts, whether to wait to be seated or to seat themselves, whether to pick up a program or will they be passed out, etc.

   • Assistant to manage this or delegate to a runner. 

10. Organize and direct the entrance for the family and the entire wedding party as well as work with the DJ concerning the music and what songs play at what times.

    • Assistant to participate in management of this

11. Make sure the couple’s needs are being met all day long. (i.e. get them a drink, make their plate during a buffet meal, etc.) 

12. Organize the send-off

    • Assistant to participate in managing this.

13. Minor details/Clean-Up: Make sure that the final details have been taken care of, (i.e. When is decor being delivered and by who?, Who is in charge of getting the gifts?, Who has the marriage license?, Who is in charge of rented items – like linens, etc? 

14. Make sure all areas are clean as outlined in the venue contract.

15. Pass out gratuities and make sure vendors initial that they were received

16. Problem solve and adjust as needed.

 

Decor Setup / Runners 

1. Setup all wedding day spaces (i.e. Ceremony floral arrangements, reception centerpieces, favor tables, setting up signs, arranging table settings, etc.) 

2. Assist with making sure guests know where they’re supposed to be. 

3. Setup and/or flip chairs to/from ceremony space to/from the reception space. 

4. Participate in planning meeting prior to the wedding to understand the decor, setup and layout. 

5. Make sure the lead and assistant coordinators have what they need and assist with helping them throughout the day.

 

Some of our packages are hourly. If a client requests overtime, this must be approved by the department leader or the owner. Inform the client that you require approval prior to consenting to additional requested time. 

 

Team members will report to their department leader:  Sara Price

(Sara’s contact information is located in your welcome email.)

On the wedding day, if you are an assistant or a setup/runner you will report to the lead coordinator. If a situation needs to be elevated, contact your department leader and then the owner. 

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Photography Interns + Shadowing

Etiquette and Expectations

 

We enjoy teaching and sharing knowledge about the industry! We pride ourselves on being seasoned professionals and want to provide knowledge and training that will help strengthen our business and the industry as a whole. 

 

As a shadow, your main responsibility is to absorb. We expect that you are attentive, enthusiastic and fully present while shadowing. As you transition to a intern, we expect you to perform using the tools you’ve been shown. We will test your knowledge! 

 

1. Trainees may be required to complete pre- and post-job assignments or "field activities." These assignments will only be given when they will assist the trainee in achieving learning objectives. For some, failure to complete these assignments may result in a discontinuance of the trainee’s assignments. 

2. Ask questions! Most of our training happens in the field at sessions or events, so you will be faced with real-time situations. If something is confusing, there is an issue, you are intrigued, ask your leader! 

3. As an intern at events, you will be providing assistance to the photographers. This includes but is not limited to: Assisting with lighting, managing gear, managing timelines or photo shot lists, etc.

4. While working onsite, the intern will remember that they are representing the company’s image. Be careful not to answer questions that you may not know the correct answer to. If a client or their guests have a question, please refer them to your leader.

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Our photographers will also be giving you his/her valuable time in guiding you and sharing knowledge. It’s important to understand that this is an opportunity that can be hard to come by in this industry.

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Our internships do not always lead to a job immediately afterwards. 

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Photo Booth

RULES, Expectations & Requirements

 

We use what is considered a self-service, “open air” photo booth. The setup is an iPad with a premium photo booth app and a tower with attached LED ring light. Guests are able to make selections including photos, GIFS, Boomerangs and videos while in the photo booth area. We provide backdrop options as well as props for use. 

 

As a photo booth attendant, you will mostly be responsible for overseeing guests while they are in the photo booth area. Each client will have a private “event” setup for their wedding day. This will be ready for use when the photo booth arrives onsite. 

 

1. The photo booth will be delivered and setup by the department leader. 

2. Each team member is responsible for assisting with setting up the photo booth area. This includes arranging the backdrop, the prop table and setting up the photo booth tower. 

   • It is imperative that the booth area is safe for guests. This means taping down power cords, keeping the backdrop against a wall and making sure there is enough space to walk through. 

   • Setup must take place in an indoor or completely covered area and completely sheltered and protected from rain, wind, snow, dust, extreme temperatures, etc. An exception may be made for an unsheltered outdoor setup only if the weather forecasts clear skies for the entire duration of the scheduled photo booth use. This must be approved by a department leader or the owner. 

3. The photo booth area must be ready for use within 30 minutes of the client’s start time. This means you are responsible for arriving at least an hour before the scheduled time of use. 

4. Each team member is responsible for making sure the photo booth area and Chantilly Lace’s belongings aren’t damaged. Ensuring the tower isn’t knocked over and props aren’t taken away from the booth area. 

5. Assist guests with selections when necessary. 

6. Be present in the photo booth area at all times to ensure there are no technical difficulties. 

7. Each team member reserves the right, in good faith, to cease the operation should the weather pose a potential danger to our personnel, the equipment, or guests.

8. If possible, it’s important to connect the tablet with the photo booth app to WiFi. 

9. Place the tablet on “guided access” prior to guests' use. 

10. Team members will be careful not to disrupt the event during setup or during the length of the photo booth use. 

11. If a client requests overtime, this must be approved by the department leader or the owner. Inform the client that you require approval prior to consenting to additional requested time. 

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Compensation 

 

Rate of pay is based on experience, skill, client feedback and work ethic. Your pay rate will be found in your independent contractor agreement (ICA). We pay both on an hourly basis and commission, depending on your role. 

 

Travel compensation is provided for any mileage over a 100 mile round trip. Any miles accumulated over 100 miles per round trip will be compensated at the rate of .50 cents per mile. 

 

As mentioned above, Chantilly Lace pays based on experience and skill. All of our team members are carefully selected and evaluated prior to being scheduled. We take the privilege of servicing weddings very seriously and are bound by the terms of our legal contracts with clients. We expect exceptional service and quality from our team members at all times. With that in mind, we have a zero tolerance policy for lack of performance.  

 

Failure to perform, insubordination, violation of the rules, expectations and requirements outlined in this document, subpar quality or any breach of contract will result in a decreased pay amount of minimum wage or a complete void of all payment due. (If this should occur, you will be notified of the incident and provided details. If you are a photographer or videographer, we will provide examples.) 

 

If you feel that you may not meet any of the above mentioned rules, expectations or requirements please reach out to a department leader or the owner immediately so that you may be released from your assignment and contract. Depending on the circumstances, we may have openings to place you in an internship or training position instead if you desire. Additionally, if you experience issues in the field at an assignment, please notify your department leader as to not violate this zero tolerance policy.

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Contact information 

 

Legal Business Name: Chantilly Lace LLC 

Office phone number: (843) 310-4451

Mailing address: PO Box 762 Walterboro, SC 29488

 

Photography Leader: 

Stephanie Frasier contact@chantillylacephotography.com 

 

Planning + Coordination Leader: 

Sara Price coordination@chantillylaceweddings.com 

 

Videography + Photo Booth Leader: 

Brandon Garrand info@chantillylaceweddings.com

 

Owner: 

Krista Garrand info@chantillylaceweddings.com

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Requesting Payment

 

 

1. Create and then log into your staff profile on our website.  

2. Complete a “Request Payment” form and submit. 

3. Payment will be submitted to you within 96 hours of submission. 

 

 

 

Payments are issued via Direct Pay, PayPal or Business Check only. Business checks are mailed via USPS.

 

 

Note that using PayPal will accrue a 2.99% fee in accordance with PayPal policies. To avoid fees, we strongly recommend Direct Pay instead.

 

 

If you wish to use Direct Pay, please email your bank credentials ASAP. Verification from our bank to yours can take up to 7 business days. 

 

We would require the following: 

1. Name on your account 

2. Bank name 

3. Routing number

4. Account number 

5. Account type