a trusted shooter

Hi, I’m Taylor, owner of Robinson Media (formerly Photography by Taylor Nicole). Over the years, I’ve gained valuable insights as both a business owner and wedding vendor. I’m sharing my knowledge to help ease your mind while searching for the perfect wedding photography.

Finding your photography style is deeply personal—it’s something only you can truly decide. I could write volumes on composition, editing styles, and color theory, but none of it will matter if you aren’t honest with yourself about the art you love. One day, I might dive deeper into those subjects, but that’s not what this article is about.

Instead, I want to offer practical advice from my experience behind the scenes. While I’m not offering legal advice (I’m no lawyer), I believe this information can save you stress down the road. Some of it may seem like overkill, but the more horror stories I’ve encountered about wedding mishaps, the more I realized how a few simple steps can bring peace of mind. These tips won’t take long to implement but can make all the difference in ensuring your vendors, no matter their talent, run a solid, organized business that protects everyone involved.

That’s why I’m here—to help brides and grooms find not just a photographer, but the perfect match for their big day.

When doing your research, your goal is to ensure the photographer checks off key boxes. Are they a legally recognized entity? This protects both you and them if something goes wrong. Do they have insurance? If a tripod gets knocked over or their computer crashes, you want to be confident they can handle it and still deliver your photos.

Reputation is just as important. With the rise of AI, accessible editing software, and affordable cameras, it's become easier than ever for anyone to call themselves a photographer. Unfortunately, this also makes it a little scarier for inquiring brides. I can’t tell you how many stories I’ve read in bridal forums about media vendors taking deposits and disappearing, or worse, taking the photos and never delivering them.

That’s terrifying! No bride should have to worry about a vendor’s professionalism when they’re already juggling countless details, with or without a wedding planner. Take the time to scroll through their Instagram, Facebook, or reviews—look for comments from past brides. It’s perfectly normal to reach out to previous clients and ask about their experience. This small step could save you thousands and give you the confidence to invest your time and money in the right vendor.

The Must-Do’s When Hiring a Photographer

1. Are they a legitimate business?

A photographer who runs a legitimate business should have a few key things in place:

• Business Structure:
• Check if they are a registered business by searching your state’s Division of Corporations site (in Florida, that’s sunbiz.org). Many photographers opt for an LLC (Limited Liability Company) to protect their personal assets in case of business liabilities. While not required to be a legal business, an LLC helps protect both the business and its clients. If they aren’t an LLC, ask how they structure their business.
• For example, my legal business name is Photography by Taylor Nicole, LLC, but I operate under Robinson Media, LLC due to a recent rebrand. If a photographer is using a name other than their own, they should file for a Fictitious Name Registration with the Division of Corporations.
• Also, an EIN (Employer Identification Number) is like a Social Security Number for businesses—if you google their business registration, this should pop up and show they’re legit, especially if they’re operating as an LLC or Corporation.
• Insurance:
• Insurance is a must. Look for General Liability Insurance to protect against any potential accidents or legal claims, and Professional Liability Insurance (errors and omissions) to cover issues related to service disputes. Equipment insurance is also a good idea to ensure their camera gear is covered.
• If you’re a photographer, starting out, a basic insurance plan can be found through organizations like PPA (Professional Photographers of America). Personally, I use State Farm, which is more expensive but covers all my equipment and liabilities.
• Contracts and Client Agreements:
• Make sure the photographer has solid contracts in place. These contracts should cover the essentials: payments, deliverables, usage of images, cancellations, and what happens if things go wrong. Both parties should sign the agreement before any work begins.

2. Inclusions: What to expect?

Not all photographers are the same, so check if they offer the things that matter most to you. For example, do they allow you to provide a shot list of must-capture moments? Do they offer sneak peeks of your photos so you can see the editing style before getting the full gallery? Are they shooting digitally, using film, or a combination of both?

Here are other key points to consider:

• How many photos will you get, and what’s the turnaround time?
• Will they be available for extra events like your rehearsal dinner?
• Do they have a timeline in hand when they arrive?
• Personally, I work closely with the couple to create a photography timeline based on lighting, major events, and surprises throughout the day. Staying organized and working in tandem with other vendors keeps things running smoothly.

3. Ask the “What ifs?”

Make sure you’re prepared for the unexpected:

• What if the photographer is sick on the day of your wedding?
• What if editing takes longer than expected?
• Delays happen, but communication is key. The photographer should have a plan for when things go awry.
• Do they have a backup plan for weather conditions?

Who are their second shooters?

A second shooter can make a huge difference. For example, while I’m focused on capturing intimate moments, like your first kiss or the emotions of a touching speech, my second shooter is covering a wider perspective—like guest reactions, or even drone shots. Having a second shooter provides a fuller experience and ensures no important moment is missed.

After You've Done Your Research

Now that you’ve ensured the photographer runs a legitimate business, has solid protections in place (contracts, second shooters, insurance), and aligns with your vision, there’s one final, essential question: Do you connect with them and their work?

You don’t have to be best friends, but you should feel comfortable sharing your ideas and trusting them to capture the biggest moments of your life. Will they help calm your nerves when emotions are high, and the pressure is on? If you can’t imagine having them in your space on your wedding day, it might be a sign to keep looking.

Ultimately, the key takeaway is to be curious—ask questions, communicate openly, and do your research.