Working Together: Your Event Details
1. Timeline & Scheduling
Client Responsibility: The Client must provide a detailed event timeline at least 2 weeks before the event.
Photographer Responsibility: The photographer will follow the provided timeline as closely as possible, but delays may occur depending on the flow of the event.
Additional Charges: If the timeline changes significantly during the course of the event additional fees may apply for rescheduling or extended hours.
2. Meals & Breaks
Meal Provision: If the event lasts more than 4 hours, the Client agrees to provide the Photographer with a meal or an appropriate break.
If a meal is not provided, the photographer reserves the right to take a break during the event.
3. Travel & Accommodations
For events more than 5 miles from the photographer’s base, the client is responsible for travel and accommodation costs (if need be) for the photographer and any assistant (if applicable). This includes transportation and hotel expenses.
4. Payment & Deposit
A non-refundable deposit of 30% of the total fee is required to secure and confirm the booking.
The balance is due on the day of the event.
If the deposit is not paid within 48 hours of receiving the invoice, the date will be released to other clients.
5. Event Cancellations & Postponements
If the Client cancels the event or photography service before the event date, the deposit is non-refundable.
Postponement: If the Client reschedules the event, the Photographer will make efforts to accommodate the new date. If the Photographer is unavailable on the new date, a refund (minus the non-refundable deposit) will be issued.
6. Exclusive Photographer Rights
Photographer Exclusivity: The Client agrees that the Photographer will be the exclusive photographer at the event. No other photographers or videographers may take photos that interfere with the Photographer’s coverage.
7. Extended Hours & Overtime
Overtime Charges: If the event exceeds the agreed-upon time, additional hours will be billed at £100 per hour. The photographer will inform the client of any overtime charges during the event.
Payment: Overtime payment is due at the end of the event.
8. Delivery of Event Gallery
Gallery Delivery: The Client will receive an online gallery of images within 2 weeks following the event.
The Client is responsible for downloading and backing up the images before the gallery expires.
9. Copyright & Image Usage
Photographer’s Copyright: The photographer retains the copyright to all images taken at the event.
Client’s Personal Use: The Client may use the images for personal purposes, such as printing or sharing on social media. The Client may not sell or alter the images for commercial use without prior written consent from the Photographer.
Photographer’s Marketing Use: The Photographer may use the images for marketing, including portfolios, websites, and social media, unless the Client requests otherwise in writing.
10. Guest & Vendor Cooperation
Vendor Cooperation: The Client ensures that all event vendors (e.g., caterers, DJs, videographers) cooperate with the Photographer for smooth coverage.
Guest Cooperation: The Photographer is not responsible for guests who refuse to participate in photos or disrupt the photography process
Working Together: Your Studio session Details
1. Booking, Deposit & Payment
A non-refundable deposit of 50% of the total session fee is required to secure a booking. No date is guaranteed until the deposit is received.
If the deposit is not paid within 48 hours of receiving the invoice, the date will be released.
The remaining balance is due on or before the session date.
The photographer reserves the right to withhold all images until the full balance is paid.
2. Lateness
Client Lateness
The session begins at the scheduled start time, regardless of the client’s arrival time.
Late arrivals do not extend the session under any circumstances.
If the Client expects to be late, this must be communicated at least 48 hours before the session. Failure to do so will be treated as a standard lateness and will not adjust the schedule.
If the Client arrives more than 30 minutes late, the Photographer may cancel the session, and the deposit will be forfeited.
If the Client wishes to continue beyond the scheduled end time, additional time may be purchased at £100 per hour, subject to the Photographer’s availability.
Makeup & Preparation Time
Makeup, hair, or preparation time is not part of the shooting time, even if the makeup is done at the photographer’s studio or location.
Clients are required to book makeup 1–2 hours before the scheduled shoot time to ensure the session begins promptly.
If makeup causes delays to the start of the session, the lost time will not be added or refunded
3. Cancellation & Rescheduling
Cancellation by the Client less than 72 hours before the session results in loss of the deposit.
Cancellations made more than 72 hours before the session may transfer the deposit to a new date (one reschedule at no charge).
The Photographer may cancel due to illness, emergency, or unforeseen circumstances. A full refund or reschedule will be provided.
No-shows result in full session fee being due and no images delivered.
4. Weather & Outdoor Sessions
The Photographer may reschedule outdoor sessions due to severe weather (e.g., heavy rain, lightning, extreme heat, strong winds).
The Client may request one weather-related reschedule at no extra cost.
If the Client chooses to proceed in poor weather, the Photographer is not responsible for reduced image quality.
5. Retouching & Editing
Retouching includes colour correction, exposure adjustments, composites, object removal, and blemish removal.
Unedited files are not provided unless explicitly agreed in writing prior to the session and may incur an additional fee.
The Photographer maintains full creative discretion over editing style.
6. Image Delivery & Storage
Final images will be delivered within one (1) week, unless otherwise agreed in writing.
Delivery is via an online gallery or download link.
Images are stored for 6 months. After this period, the photographer is not liable for lost files.
The Client is responsible for downloading, saving, and backing up their images.
7. Behaviour & Safety
The Client is responsible for ensuring that all participants behave appropriately and follow the Photographer’s instructions.
The photographer may end the session immediately if equipment, personal safety, or property is at risk. No refund will be provided.
Children must be supervised at all times by an adult.
8. Copyright, Image Usage, Social Media & Editing
Copyright
The photographer retains full copyright and authorship to all images in accordance with copyright law.
Copyright is never transferred to the Client unless explicitly agreed in writing
Client Usage
The Client is granted a non-exclusive, non-transferable license for personal use, including printing and sharing on social media.
The Client may not sell, edit, apply filters, or use the images for commercial purposes without written permission from the Photographer.
Photographer Usage
The Photographer retains the right to use images for portfolio, marketing, website, and social media, unless the Client requests otherwise in writing prior to the session.
9. Model Release
The Client grants the photographer permission to photograph all participants and use the images as described in Section 9.
If minors are photographed, the client confirms they are the legal guardian or have obtained permission from the guardian.
10. Liability & Limitations
The photographer is not liable for damaged or lost images due to circumstances beyond control, such as equipment failure, theft, or corrupted files.
In the rare event that all images are lost or unusable due to photographer error, liability is limited to a full refund of the session fee.
The photographer is not responsible for injuries, accidents, or property damage during the session unless caused by the photographer’s negligence.
11. Force Majeure
Neither party is liable for delays or cancellations caused by events outside reasonable control (natural disasters, illness, emergencies, government restrictions, or power outages).
In such cases, the session will be rescheduled or refunded.
12. Agreement to Terms
By paying the deposit or attending the session, the Client acknowledges that they have read, understood, and agree to these Terms & Conditions in full.
13. Confidentiality & Privacy
All client information is kept strictly confidential.