How to Prepare Wedding Footage for an Editor (Complete Guide)
Organise your files, create proxies, and share footage the right way. A step-by-step guide to prepping wedding projects for your editor — fewer revisions, faster delivery.
Capturing the day is only half the job. The rest happens in post — and if you're handing that off to an editor, how you package the footage decides whether the first draft comes back close to what you imagined or three revisions away from it.
This guide covers the four things that matter: folder structure, proxies, sharing, and relinking when the project comes home. Follow it and you'll spend less time answering "where's the second audio file?" and more time filming.
Step 1: Organize Your Wedding Video Files
Step 1: Organize Your Wedding Video Files
A standard folder structure prevents missing media and version conflicts, and lets an editor start work the day they receive your link instead of emailing you questions.
Recommended Wedding Video Project Folder Structure
Create a main folder named Couple Name with these subfolders:
1. Project: Contains the Premiere Pro project file (.prproj)
2. Footage: Contains raw wedding footage
3. Assets: Includes wedding music, graphics, LUTs, or fonts
Name files descriptively. "Ceremony_A-cam_01" tells an editor what they're looking at. "C0043" doesn't.
Don't rename anything after you create proxies. Changed filenames break the link between proxy and original, and relinking a full wedding by hand is an afternoon you won't get back.
Include every asset you used. Licensed music, LUTs, fonts, logo files. If a track is missing, the edit stalls. (If you're still hunting for music, our free wedding music list is a good starting point.)
Check your Premiere Pro version. Project files created in a newer version won't open in an older one. Send yours along with the link.
A shortcut if you work with us regularly
If you're editing with Wedwill, your LUTs, fonts and logo don't need to go in the Assets folder every time. The Brands section of the client portal stores them against your account, and every editor who touches your projects works from those exact files — not an approximation of your look, your actual grade and typography. More on that in how it works.
Step 2: Creating Proxy Files for Large Wedding Projects
Step 2: Creating Proxy Files for Large Wedding Projects
If your wedding footage exceeds 500GB, creating proxy files is essential. Proxies are low-resolution versions of your original footage that make uploads and editing significantly faster without compromising final quality.
Benefits of Using Proxy Files for Wedding Videos:
Faster Uploads: Proxies are smaller, reducing upload times by up to 70%, especially with multiple camera setups
Efficient Editing: Editors can work seamlessly with proxies, and easily relink original files for high-quality rendering
Compatibility: Ensures your Premiere Pro project is compatible across different systems
How to Create Wedding Video Proxies in Premiere Pro
Start a New Wedding Project:
Open Adobe Premiere Pro and create a new project named [CoupleName]_Wedding_Project
Import your raw wedding footage into the Project panel
Select All Wedding Clips:
In the Project panel, select all wedding footage clips (Ctrl+A or Cmd+A to select all)
Create Proxies for Wedding Footage:
Right-click the selected clips, choose Proxy > Create Proxies
In the dialog box, apply these recommended settings:
Frame Size: Full (matches your original resolution)
Choose the "4. Proxies" folder you created earlier
Ensure proxy files have the same names and timecodes as originals for automatic relinking
Process in Media Encoder:
Click OK to queue the clips in Adobe Media Encoder
Media Encoder will process proxies in the background
Enable Wedding Video Proxies:
Once complete, go to Preferences > Media > Enable Proxies or use the Toggle Proxies button in the Source/Program Monitor
Save the Wedding Project:
Save the project file (.prproj) in the "1. Project" folder
Pro Tips for Wedding Video Proxy Creation
File Naming: Proxy files must match original wedding file names and timecodes (use QuickTime containers, not MP4) for seamless relinking
Storage: Store wedding video proxies in the "4. Proxies" folder for easy organization
WedWill's Recommended Wedding Video Proxy Settings
Premiere Pro Create Proxies dialog showing Full frame size and H.264 QuickTime Proxy preset selected.
For optimal wedding video editing, especially for color grading wedding footage, use these professional settings:
Frame Size: Full (matches your original wedding footage resolution, e.g., 1920×1080 or 1024×540 for 4K wedding footage)
Preset: H.264 QuickTime Proxy (lightweight and compatible for wedding video editing)
Watermark: Proxy Icon (helps identify proxy files during the editing process)
Bitrate: Lower bitrate to reduce file size while maintaining frame size
How to Slow Down Proxy Files Without Affecting Original Footage
If you’re working with high frame rate footage (like 60fps or 120fps) and want smooth slow-motion shots, it's important to slow the proxy clips correctly without interpreting frame rates or altering the footage.
Here's the simple method:
Right-click on the proxy clip inside your Premiere Pro project panel.
Select Speed/Duration (NOT Interpret Footage).
Change the Speed percentage (for example, set it to 50% for footage shot at 60fps).
Click OK — now your proxy plays in slow motion while maintaining proper timecode linking to the full-resolution clip.
✅ Important:
Avoid using “Modify > Interpret Footage” for proxies — it can cause problems when you relink to the original files later.
Always apply slow motion by adjusting Speed/Duration.
Google Drive and Dropbox both work well. Whichever you use, three things have to be true: downloads must be enabled, the link must stay live until the edit is delivered, and the folder structure must arrive intact.
That last point matters more than people expect. If a link expires or downloads get switched off partway through, editing pauses until it's back up — which pushes your delivery date out.
Sharing via Dropbox
Upload. Install the desktop app, move your project folder into your Dropbox folder, and wait for the green checkmark confirming sync is complete.
Create the link. Right-click the folder in the app or on dropbox.com, select Share > Create Link, and copy it.
Send it. Paste the link into your request along with any notes on style, music or pacing.
How to Share Wedding Video Files with Dropbox
Upload Wedding Files:
Install the Dropbox desktop app (Windows or macOS)
Move the wedding project folder to your Dropbox folder
Wait for synchronization (a green checkmark confirms the upload is complete).
green checkmark confirms the upload is complete
2.Create a Shared Link for Wedding Videos:
In the Dropbox app or on dropbox.com, right-click the wedding project folder
Select Share > Create Link and copy the link
3.Submit the Wedding Project Link:
Provide the Dropbox link to your editor
Include any specific instructions or preferences for the edit
Wedding Video File Sharing Tips
Avoid File Renaming: Dropbox may append your name to files, causing relinking issues. Use the shared link method
Storage Limits: Desktop app uploads have no size limit (up to your Dropbox quota); browser uploads are typically capped at 50GB
Security: Shared links are secure. Optionally, set a password or expiration date for extra protection of client wedding footage
Backup: Keep a local copy of your wedding project folder until the project is complete
Step 4: Relinking Original Media After Editing
When you receive the edited project back from your editor, you'll need to relink the proxy files to your original high-quality footage.
How to Relink Original Wedding Media in Premiere Pro
Open the Edited Project:
Download the .prproj file from your editor
Open it in Adobe Premiere Pro
Relink Missing Media:
If Premiere Pro shows the "Where is the file?" dialog:
Navigate to your original high-quality footage in the "2. Footage" folder
Select the first missing file
Check "Search for other files that are still missing" to find all files at once
Click "OK"
Manual Relinking (if needed):
If some files aren't found automatically:
Right-click on the missing media in the Project panel
Select "Link Media"
Navigate to the original file location and select it
Verify and Render:
Play through the timeline to verify all media is properly linked
Render the sequence with your original high-quality footage for final delivery
Pro Tips for Relinking Wedding Media
Media Browser: Use the Media Browser panel in Premiere Pro to navigate to your footage folders for easier relinking
Match File Properties: Ensure the frame rate, resolution, and audio channel count match between proxy and original files
Skip Preview Rendering: After relinking, delete any preview render files and re-render with original media for best quality
Common Issues and Solutions
Media Files Show as Offline
Double-check file paths and make sure your original media hasn't been moved
Verify that file names haven't changed
Try the "Link Media" option and manually locate the files
Poor Performance After Relinking
Your computer may struggle with high-resolution footage
Toggle proxies back on for editing, then disable them for final export
Close other applications to free up RAM and processing power
File Size Still Too Large Even With Proxies
Lower the proxy resolution further (e.g., 720p instead of 1080p)
Consider using a more aggressive compression codec
Break the project into smaller segments if possible
FAQ
Do I have to send proxies? Not always. Under 500 GB you can usually send originals without trouble. Above that, proxies make uploads and editing dramatically faster, and we'd recommend them.
What happens if my footage is over 500 GB? Every Wedwill project includes up to 500 GB. Beyond that it's $20 per additional 100 GB. If you're well over, send us a note at hello@wedwill.com before you submit and we'll talk through the best approach.
Which version of Premiere Pro should I use? Any recent version is fine, but tell your editor which one you're on. Projects created in a newer version can't be opened in an older one.
Can I send footage from DaVinci Resolve or Final Cut? We edit in Adobe Premiere Pro, and your Premiere project file comes back with every delivery at no extra cost. Raw footage from any camera is fine — it's the project file format that's Premiere-specific.
How long does editing take once I've sent my footage? Highlights and full films have an estimated delivery of 14 business days, ceremony and speech edits 5. The clock starts the first business day after your link is accessible, and pauses if the link goes down — which is why a live, download-enabled link matters. See pricing and turnaround for full details.
What if I want changes to the first draft? Every project includes 3 revision rounds through Frame.io, where you leave comments directly on the timeline at the exact second you want something changed.
Ready to hand off your next wedding?
Good prep is most of the battle. Once your folders are clean and your link is live, editing becomes something that happens while you're out filming the next one.
We edit wedding highlights and full films for videographers who'd rather not spend 25+ hours per wedding in post. New customers can run a full 4–6 minute highlight edit through us for $199 instead of $400 — same process, same project file, same three revisions.
Proper preparation of your wedding video projects is essential for a smooth editing workflow. By organizing your files effectively, creating proxies for large projects, sharing via Dropbox, and knowing how to relink media, you'll save time and ensure the highest quality results for your clients.
Remember that communication with your editor is key—provide clear instructions and be available for questions to achieve the best possible wedding videos with minimal revisions.
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