Capturing Proposals

Proposals are a big deal at Flytographer! We have captured over 7000 of them since we launched in 2013 — and that number continues to grow at a rapid pace. We are so honoured to be trusted in capturing this very special moment in our customers’ relationship journey. Due to the careful planning and secrecy involved, proposals require a just little extra magic to pull off. ✨ We’ve compiled all the good stuff here so you can feel confident going into your first one!

Questions about a specific proposal booking or just need help figuring it out? Our Shoot Concierges are proposal-planning pros and would be happy to help! Email concierge@flytographer.com. (Note that we no longer do proposal-planning video calls as we’ve found our email workflow to be much more efficient for everyone’s schedules and is easier for the customer to keep secret!)

Photo: Rachael in Paris

BOOKING FLOW & BEST PRACTICES

Inquiry

After customers choose to inquire about a proposal shoot, the process is similar to booking a vacation shoot – they choose their preferred date, time (morning or afternoon/evening), photographer and route. We also require that they fill in some details regarding their vision for the shoot so you have some ideas of what they have in mind. The next step is for you to respond to the inquiry to let them know if you are available.

Best practices:

Reply to inquiry within 24 hours, whether it’s a yes or no. If it’s yes, please respond with an enthusiastic message, answering any questions that they might have asked in the request.
It is very important to mention any schedule restrictions you may have. You do this with your regular vacation shoot request responses too, but it is especially important for proposals as a customer might need to carefully and secretly coordinate their schedule in advance to ensure their partner is at a certain time or place without making them suspicious of the plan.

Photo: Lindsey in Washington DC

Booking

After you have responded “yes” to a customer’s inquiry and they have booked and paid, you will receive an email notification alerting you to officially reserve this in your calendar.

After they’ve booked, we will send out an email that will connect you directly with the customer to start planning. This email will include an introduction of you and the customer, a summary of the booking details, the customer’s proposal vision, how proposal bookings usually work for the chosen scenario, all of our tips and resources for capturing a perfect proposal, and a summary of the next steps. It is your responsibility to respond to this email: please offer your recommendations on the best shoot time, offer and agree on any changes that need to be made to the plan, ask questions, and/or answer any questions they might have.

Make sure you let us know that you have been in touch with the customer by clicking the button called “We’ve started planning” on the booking in your Flytographer account. This lets us know that you received everything okay (and we won’t send any reminders to start planning!).

The proposal plan should be completed at least one week in advance of the shoot, but we recommend finalizing the plan as early as possible. Planning early means the customer feels taken care of and less stressed; you don’t have to organize details under pressure and last minute; and the customer will be able to confirm while still at home, as opposed to when they are potentially already travelling with limited access to communication.

Once you have a plan in place, send all the details you agreed on with the customer to us, and we will package them together in the Shoot Scoop and send the final plan to everyone.

Best practices:

The customer’s first-picked scenario may change based on your recommendations (eg. location is too busy for “Fly on the Wall,” too secluded for “Friendly Tourist,” etc) – so don’t worry if what they want seems unreasonable! You will have the opportunity to offer your local and professional recommendations when you start the planning process through email/
The Shoot Scoop summary includes the visual mock-up you added, to help the customer understand the place and positioning of the proposal, our special tips and tricks (see below), and your mobile numbers so you can be in touch closer to the shoot date. Please message your customer 1-2 days before the shoot; you should send each other a selfie and description of your outfit for that day so that you can easily find each other at the proposal location. This is especially important if the place can get crowded with other visitors!
It’s good practice to remind the customer of the shoot time and date in a friendly way in your text or email, such as “Our shoot starts at 2:00pm on Monday – see you then!” They have a lot on their mind, so this helps cement it in their heads as well as show that you are organized and on top of it, which allows them to feel more relaxed about their upcoming proposal.
Please note that Flytographer compensates you $75 USD for planning a proposal. Sometimes it’s simply confirming what the customer has decided, and sometimes it’s more involved with a bit of back-and-forth. No matter which it is, please reply with friendly and personal tone. It is very reassuring for the customers to have input from you, and even a short message is sufficient if that is all that’s required. (And just so it’s clear, if you are unable to organize the plan with the customer and our concierge team needs to take the lead, it will mean you will not be paid the extra $75.)
Even though we no longer require video planning calls, and have found that an email planning process works very well, some customers still ask for a quick video or phone call if they have a lot of questions, or a more complicated vision. We do ask that you accommodate this, and a member of our team is happy to assist on a call if you would like! Just let a member of our concierge team know through the chat on your Flytographer account, or by emailing concierge@flytographer.com
Sometimes customers ask for help organizing extras like flowers, champagne, boat rides, etc., but we do not arrange these things for them. If you are able to offer local recommendations that the customer can arrange for themselves, it is appreciated, but the services they’ve hired us for are your expert photography skills, and focusing on that is the main goal.

Photo: Sarah in Prague

Shoot Day

The big day! Here we go …

Best practices:

Be at the location as early as you can. This gives you the chance to get settled and in place, scan the shoot location for potential issues, and move things like garbage or other people who are in your spot. If something unmovable or otherwise is occupying your location, it gives you time to text the customer a back-up spot if that’s what is required.
Be prepared – it’s going to go quickly! Customers are always extremely nervous about popping the question, and even more so when they know they have a specific plan that they need to follow on top of it. We’ve known several customers who were so anxious that the big question just burst it out of them before it was supposed to, and the photographer had to spring into action and capture what they could. If you expect that things will go off-plan, you will be better prepared to handle it in case it does. (That said, we have hundreds of customers who followed the plan like a champ!)
It’s going to be emotional and amazing – bring your tissues! A proposal is a celebration of love and commitment, and it’s truly an honour to be invited into a part of that.
Do get a close-up shot of the ring during the engagement portion of the shoot.
Customers will be so excited afterwards and likely to pressure you for photos as soon as possible, as they are eager to share the good news on their social media and with friends and family. Please do not send customers any of your photos outside of Flytographer. Tell them it will take you time to cull and edit the best photos (as it does), and although you will try to get them out as soon as you can, Flytographer promises the gallery within 5 days. If you do get your photos edited before the 48-hour turnaround, please make a note when you upload them to us that the customer was anxious for them and we will try to prioritize to get them out sooner. **Tip: We suggest taking their phone and snapping a photo or two so they have something to share in the meantime until your beautiful photos arrive in their inbox.
This is a good time to mention that if customers do ask you for extra favours outside of our normal flow, please either use one of these handy scripts or direct them back to the Shoot Concierge team to handle – that is what we are here for!

Photo: Amanda in NYC

PHOTOGRAPHER STRATEGY

We offer three different scenarios from which a customer can choose: “Friendly Tourist,” “Fly on the Wall,” or “Vacation Cover.” Below is the view a customer sees in their dashboard when they need to select a proposal scenario. Please note the pros and cons listed for each. (Our preferred methods are “Friendly Tourist” or “Vacation Cover,” as those give you the greatest control over the scene, but sometimes people will still choose “Fly on the Wall” despite the risks!)

Friendly Tourist

In this scenario, the customer and photographer will exchange a few words before the shoot, although the photographer is meant to be a stranger who just happens to be close by with a nice camera – exactly what the couple was looking for, someone to help them take a nice photo! This scenario requires you pull out your best acting skills so you don’t give anything away.

The photographer arrives at the proposal spot 10 minutes early, pretending to take photos of the surrounding area. The customer and partner will arrive at the proposal location shortly thereafter.
Once they are in the right spot, the customer will take a selfie with their partner – this is the photographer’s cue that they are ready to start the proposal.
The photographer will be standing by close enough to see this cue, so the customer will come and ask for help taking a quick photo for the couple.
The photographer will take 1-2 photos with the customer’s phone, offering any position adjustments to capture the best backdrop, then return the phone and say “good bye.” The photographer then takes about 10 steps away to get into the best position. Once photographer is in their perfect position and turns around with a raised camera, this is the customer’s cue to propose. (Variation below.)
The customer will turn to face their partner with the goal of having the angle of the camera capture their side profiles while they look at each other. It’s important to capture the expressions on both of their faces, as well as have a view of the ring in between them.
The photographer captures the proposal and the moments following without interrupting, then continues to take engagement photos for the remainder of the shoot length.
Variation: We like this one as it makes sure the customers are still camera-ready after the initial shot has been taken, and it helps to position yourself more confidently for the perfect shot.
- The photographer will take 1-2 shots with customer’s phone, offering any positioning adjustments for the best backdrop, then hand it back. The photographer will then offer to use their own camera for a great high-res image that they can send them later. The customer will of course quickly agree!
- The photographer will set the couple up in the exact spot and angle for the best backdrop and ensure no photo-bombers are around. When everything is perfectly aligned and the photographer is camera ready, the photographer says “This looks perfect!” which will be the customer’s cue to drop to their knee.

Photo: Nadine in Cape Town. Click on photo to see full "Friendly Tourist" gallery

See more Friendly Tourist galleries:

Gallery 1 shot by Natalia in Barcelona

Gallery 2 shot by Johnny in NYC

Gallery 3 shot by Claudia in Lisbon

Fly on the Wall

In this scenario, the customer and the photographer have no interaction at the meeting spot until after the proposal has happened. All communication takes place beforehand via email and text. At the shoot, the photographer remains at a discreet distance until the proposal and reactions are finished. This scenario requires great stealth on your part so the partner isn’t suspicous!

The customer and photographer text each other selfies or descriptions on the morning of the proposal to be able to easily identify each other at the meeting location and check in with timing.
The photographer arrives at the proposal location at the decided time and pretends to be taking photos of the scenery, blending in so they aren’t noticed; customer and partner will arrive at the proposal location shortly thereafter.
When the customer is ready to propose, they will take a selfie with partner with their chosen backdrop behind them. As soon as the customer’s cell phone goes up, this is the photographer’s cue that the big moment is about to happen and to get into position.
The customer will then turn to the side (to have one shoulder towards the camera and one towards the backdrop), drop down on one knee, and propose. The customer is instructed to stay down on one knee throughout their partner’s entire reaction until the ring is on their finger.
The photographer continues to discreetly capture the proposal and reactions following, and after a time, the customer will point out the photographer and introduce them to their partner. After this, the photographer finishes the session by taking engagement photos for the remainder of the shoot length.

Photo: Robin in Canadian Rockies. Click on photo to see full "Fly on the Wall" gallery

See more Fly on the Wall galleries:

Gallery 1 shot by Honza in Prague

Gallery 2 shot by Chelsea in Honolulu

Gallery 3 shot by Guido in Rome

Vacation Cover

In this scenario, a photo shoot has been planned and the couple know they are meeting you. It starts like any other Flytographer shoot, but partway through, the customer will drop to their knee and pop the question to their unsuspecting partner.

For the vacation cover, there are two ways that have worked really well in the past:

At the beginning of the shoot, the photographer takes a few photos to warm up, leading the couple over to the exact proposal location. When they are in the right spot, the photographer will say the first cue (we usually use the word “romantic”) to let the customer know that they are at the right spot: eg. “Let’s take some romantic photos here!” The photographer then gets themselves into position, and when ready, says a second cue (we usually use the word “perfect”) so the customer knows it’s time to propose: eg. “This looks perfect!”
At the beginning of the shoot, the photographer takes a few photos to warm up, leading the couple over to the exact proposal location. Once here, the photographer will suggest that the couple take an “artistic photo” with them facing away from each other. The customer and partner will take one photo touching back-to-back, and then the photographer instructs them to take a step away from each other, still facing in opposite directions. While the partner is still facing away from the customer, the customer turns around to get into position on one knee, with the ring presented towards their partner. The photographer will then tell the partner to turn around – and be surprised by the proposal!

Photo: Elina in Amsterdam. Click on photo to see full "Vacation Cover" gallery

See more Vacation Cover galleries:

Gallery 1 shot by Rachael in Paris

Gallery 2 shot by Nathalie in Tokyo

Gallery 3 by Sonya in Florence

VIDEO: HOW TO PLAN A PROPOSAL

Click ‘play’ on this video to see the full proposal planning process. Included in this video: insight into what the customer sees when they’re booking, how to plan the proposal with the customer, how to submit the Proposal Planning Form and what to do when sending in your final proposal images.

CUSTOMER-FACING VIDEOS

We’ve put together helpful videos for customers so they know what to expect and have good visual examples. The first “intro video” shows the three scenario choices as described above, and once the customer picks a scenario, they will receive one of the following three videos with more specific details about the scenario they chose.

CUSTOMER TIPS & TRICKS

After helping plan thousands of proposals all around the world, our Shoot Concierge team knows a thing or two about how to make it all flow smoothly. Below are a few tips we offer customers to ensure they get the results they are looking for. (Well, we can’t promise a “yes!” to the big question, but everything else is manageable!) If you have any tips specific to your location, please add them to the planning email to help customers feel completely prepared and ready to roll.

If your partner is the type to consult you about their hairstyle and has long hair, encourage them to try a style that gets their hair up out of their face. We want to prevent their hair blocking those crucial expressions from the camera if you are on your knee and your partner is looking downwards at you during the proposal.
If it is a windy day, position your partner so that the wind blows their hair away from their face. If you are taking the selfie or initial photo on your phone, move your partner’s hair all to one side (the side that you are on) so that when they turn to you and you propose, their hair falls behind their shoulder rather than covering their face. Another cute and effective tip is to tuck your partner’s hair behind their ear to keep it out of the way right before the moment. This might not be something you often do, but it’s a nice intimate gesture that paves the way for your heart-felt proposal – and your partner will later appreciate having visible expressions!
We suggest making a reservation at a nice restaurant for after your proposal. This will make sure you are both looking sharp, and your partner will be camera-ready without tipping them off. Having a reservation somewhere also helps make sure you can get your partner there on time. (Just be sure to tell your partner an earlier reservation time than it actually is so you have time built in for your proposal and shoot!)
Practice taking the ring box out of whichever pocket you will put in to make it a smooth movement. During the actual proposal, take it out of your pocket before getting on your knee in case it becomes challenging to access once you are in position.
Practice opening the ring box away from yourself so you are confident in opening the box towards your partner, beautifully presenting the ring. Another smart idea is to place a small mark or sticker on the bottom of your ring box to make sure that when you open it, the ring is facing upwards instead of dangling down and – yikes! – possibly falling out.

Photo: Andrea in Amalfi Coast

Remember to be conscious of the camera when you go down on one knee – try to make sure your body is not in between the camera and the ring, blocking the shot. The camera will be on a 90-degree angle from the direction you’re facing, capturing your side profiles.
Very important! Stay down on your knee for longer than your instincts might tell you. The longer you are on your knee, the more opportunity your photographer has to capture more shots of this special moment. This also allows the photographer to reposition themselves for any reason and to get all the little moments of your partner’s reaction. Say any sweet words you’ve prepared and put the ring on their finger, all while you’re still on your knee. Then you can stand up and celebrate! It doesn’t really matter which knee you go down on, but since we encourage you to stay down for a while, practice which one feels the most balanced for you.
Bonus points if you can discourage your partner from bringing a large purse/bag (but if they do, you can place it off to the side during the initial photo) and/or remove any sunglasses or hats during the initial selfie/photo so we can capture your expressions better.
Savour this moment and don’t rush through it – these are very special memories you’re making. Take a deep breath right before you drop to your knee and relax: you got this!