What to Expect After Booking Your Birth Photographer: A Step-by-Step Guide

What Happens After You Book Your Birth Photographer?

Everything you need to know so you’re fully prepared and confident when baby says “it’s go time!”

Hiring a birth photographer is a big (and exciting!) decision — and if you’ve just booked your session, you might be wondering, “Now what?” As your birth photographer, I’m not just showing up with a camera — I’m preparing, planning, and staying on call so I can document one of the most incredible days of your life with care, calm, and professionalism.

Let’s walk through some of the most common questions I get from clients after they’ve booked, and exactly what you can expect every step of the way.

1. When do you go on-call?

Once you hit 38 weeks, I officially go on call for you 24/7 until your baby is born. That means my phone stays on, my gear stays packed, and my schedule stays flexible. I’ll be ready — whether labor starts at 3 a.m. or 3 p.m.

If you’re being induced or having a planned cesarean, we’ll talk ahead of time to plan accordingly. But even with scheduled births, babies (and bodies!) don’t always follow the calendar, so I still stay on call just in case your timeline shifts.

2. How do I keep you updated?

Here’s the ideal flow for keeping me in the loop:

• Early signs of labor? Shoot me a quick heads-up — even if it’s just a “Hey, I think something might be starting!” No pressure, no stress — this just helps me start preparing mentally and logistically.

• Active labor begins? Text or call right away. This is the moment we’ve been waiting for. From the time you let me know it's go-time, I’ll need about 2 hours to arrive (depending on distance, time of day, etc.), so don’t wait until baby is crowning to call me 😅

• Uncertain about what’s happening? That’s okay! Labor can be unpredictable. Your partner or doula can also keep me updated if things are progressing quickly and you're focused inward.

3. When do you actually arrive?

Once you’re in active labor (regular contractions, dilated to 6 cm, things are picking up, you’ve been admitted if you’re birthing in a hospital), that’s when I head your way. I aim to arrive while you're still in active labor but not too close to delivery — this gives me time to settle in, document the atmosphere, and be ready for the big moment.

Because I rely on your timely updates, it’s important that you or your birth team communicate clearly and promptly. If I’m not notified in time and miss the birth, that’s not something I can refund — so keep me in the loop as things progress!

4. How long do you stay?

I typically stay up to 12 hours total before needing a break, and up to 2 hours after birth to capture those immediate postpartum moments: baby's first cries, skin-to-skin, first latch, footprints, and those brand-new cuddles that feel like magic.

If your labor goes longer I may need to take a break, shower, eat and come back.

5. What happens if things move fast and I miss it?

If I miss the actual birth due to my own delay or an emergency on my end (not related to lack of notification), I’ll offer a few options — such as a Fresh 48 session or a partial refund depending on the circumstances. But if I wasn’t notified in time or wasn’t given accurate updates, unfortunately I can’t offer refunds. Communication is everything when it comes to birth photography.

6. What if you can’t make it at all?

If I’m unable to attend your birth due to an emergency and you’re a booked client, I’ll do everything I can to send a trusted backup photographer in my place. I’ll walk you through that backup process during booking so you know what to expect.

7. How are the images delivered?

Your images will be delivered in a beautiful online gallery within 2–4 weeks (up to 6 weeks during busy seasons). You’ll receive a mix of color and black & white images that tell the full story of your baby’s arrival.

Your gallery will be available for 30 days, so be sure to download and back up your images during that window!

8. What can I do to help the process go smoothly?

Here are a few things you can do to set us both up for success:

• Confirm with your provider that photographers are allowed in your birth space (especially for cesareans).

• Designate someone (like a partner, doula, or trusted support person) to keep me updated if you’re too focused during labor. Make sure they know how important it is to keep me updated and when to update me. Write it down for them if the need it.

• Let me know if there’s anything meaningful you want captured — such as a special robe, heirloom, sign, or keepsake for baby.

• Fill out your questionnaire — it helps me understand your preferences and how to best support you.

9. What if I change my mind or cancel?

Once you’ve reserved your birth session and paid your retainer, your spot is locked in on my calendar. Because I limit the number of births I take, your payment reserves time I can’t offer to anyone else. That means payments are non-refundable unless I’m unable to fulfill the agreement due to something on my end.

10. When is the remaining balance due?

The remaining balance is due when I go on call for your birth, starting at 38 weeks. Your spot on my calendar isn’t fully secured for the on-call period until the final payment is received.

The preferred payment method is cash, as it allows us to meet in person before baby arrives and, if an unexpected emergency prevents me from attending your birth, a refund is quicker and easier to process. You'll receive a detailed, written receipt for your records at the time of payment.

If cash isn’t possible, we can also process invoice — just let me know what works best for you!

Final Thoughts

Your birth is a once-in-a-lifetime moment — unpredictable, raw, and beautifully powerful. My goal is to document it honestly and artfully, while respecting your space and birth plan. With a little preparation and open communication, we’ll create a smooth experience that leaves you with images you’ll treasure forever.

Have more questions? Want to chat about your birth plan? I’m just an email away — I’m here for you every step of the way. ❤️