It’s no small task to choose the photographers and videographers who will capture these moments for you. Like other aspects of wedding planning, it’s a process best begun as far in advance as possible—a year ahead is not too much.

When you begin your search, consider the photographer’s experience, work samples, reputation, and personality. Is he or she a member of a professional organization? Be sure that you are comfortable with whoever will be covering your wedding, and then get a feel for his or her style.

Most photographers specialize either in posed, portrait-based photography or a candid, photojournalistic, documentary style. Each depends upon specific techniques to achieve a particular look, ranging from romantic to traditional to contemporary. Find out, too, who will actually be shooting and editing your video. If possible, meet with the camera operator assigned to your wedding. Keep in mind, though, that the end result may depend as much upon the editing as upon the raw footage.

When you meet with any photographer or videographer, be specific about what you want. Do you prefer black-and-whites, color, or a bit of each? Point out details and people you want to record, such as a ring-bearer pillow with sentimental associations, your great-aunt, or a spectacular cake. Do you want posed group shots or mainly candids? Do you want to avoid traditional table shots and try something more active, such as fun footage of the dance floor or other behind-the-scenes action?

Other details need to be worked out, too. Discuss the time and location of the ceremony and reception; creating a schedule will facilitate picture-taking. Set aside time for posed shots. Ask about what is included with each package; find out about payment schedules and the size and number of albums offered, whether wallet-size photos are included, and if the photos are retouched. Ask if coverage is unlimited or timed and how long it will take for you to get proofs back (the average is about two months), as well as how long it will take to receive the finished prints.

No matter how carefully your wedding day has been planned, the unexpected can occur. Be sure that your photographer and videographer carry backup equipment. And be certain that in case of an emergency they will arrange for a substitute to fill in for them if they have to cancel.

Most important, put everything in writing: the price and what that includes; the number of hours of coverage; the number of proofs; payment schedule; how long the negatives are kept, which determines how long additional prints may be ordered; additional charges such as overtime, assistants, and travel; the type of attire (formalwear, business attire, and so on) that the photographer(s)/videographer(s) will be wearing; the delivery dates for the proofs, albums, and video; and the date, time, and location of your event.