Photography Terms & Conditions
1. Booking & Payment
A booking is confirmed once the Client and the Photographer have both confirmed the booking in writing.
The Photographer asks for travel expenses to be booked and paid in advance by the Client to fully confirm a booking. This is in lue of paying a deposit and secures the booking in the Photographer’s diary.
The Photographer cannot be held liable for any expenses incurred by the Client when a booking has not been fully confirmed.
Payment of the Photographer’s invoice must be paid within 30 days of the date of the invoice, or late fees may be added. The photographer reserves the right to withdraw access to photographs should the Client fail to pay.
Late payments may incur interest and compensation in accordance with the Late Payment of Commercial Debts (Interest) Act 1998, as amended and supplemented by the Late Payment of Commercial Debts Regulations 2013. The photographer reserves the right to charge statutory interest and reasonable recovery costs for overdue invoices.
2. Travel & Expenses
All travel costs must be paid upfront by the Client, unless otherwise agreed. If the Photographer has paid for travel expenses, the Client must pay expenses invoices within 7 working days.
Travel and travel-related costs/expenses include but are not limited to transport, fuel, accommodation and meals. Any travel-related expenses paid for by the Photographer during the shoot will be added to the final invoice.
3. Cancellation & Rescheduling
If the Client cancels a shoot less than 48 hours prior to the start date, the Photographer reserves the right to change their full fee for the assignment.
If the Photographer has booked travel expenses and a shoot is cancelled or postponed, the Client must cover the costs of those travel expenses/re-booking fees.
The Photographer reserves the right to reschedule due to illness, emergency or unforeseen circumstances. If rescheduling is required due to weather, illness or unforeseen events, both parties will make reasonable effort to arrange a new date.
4. Image Rights & Usage
The Photographer retains full copyright over all images, unless otherwise agreed in writing with addition fee paid. The Client is granted a non-exclusive, non-transferable standard commercial licence to use the final images for Marketing (online and print), PR, social media, internal usage and advertising. Third-party usage must be referred back to the photographer, unless otherwise agreed in writing with additional fee paid.
The Photographer reserves the right to use the final images for their portfolio, website, social media, exhibitions and self-promotion, unless a written NDA or exclusivity agreement is in place.
The licence to reproduce images is granted to the Client on the understanding that all invoices are paid according to the Photographer’s payment terms.
5. Style & Creative Discretion
The Client confirms that they have viewed the Photographer’s portfolio and are booking the Photographer based on the style, quality and artistic approach demonstrated by their previous work.
It is noted that Photography is an artistic service; the Client acknowledges that each session is unique and no two sessions will produce identical results due to differences in lighting, location, weather, participants and other conditions.
The Photographer will photograph and edit images in a manner consistent with their established portfolio, and retains full creative discretion in relation to composiiton, posting, lighting, locations, image selection and post-production.
While the Photographer will happily consider reasonable requests, they cannot guarantee the creation of images or editing styles that fall outside their usual body of work or replicate the style of another Photographer.
6. Image Selection
The Photographer will select the final edited images delivered to the Client. Images not selected, including test shots, duplicate images, images with eyes closed, misfires or technically unsuitable photographs will not be supplied.
7. Retention of Title
The Photographer reserves the right to retain all of the Clients materials in their possession until all monies owed to the Photographer have been paid in full. Furthermore, the licence to reproduce images created by the Photographer will also be revoked until payment has been made.
8. Client Responsibilities
The Client is responsible for obtaining all necessary permissions, access, and approvals for locations, models, staff, and branding before the shoot.
A Client representative should be present during the shoot to provide direction if specific content or branding is required.
The Client (or representative) is responsible for ensuring that all areas, staff, and setups are ready for photography at the agreed times.
Time lost due to the Client's late arrival, delays in preparation, lack of access or unavailable subjects will form part of the booked session time. The Photographer cannot guarantee coverage of missed content where delays occur outside of their control.
9 . Administrative Requirements
The Client is responsible for providing all required administrative information and documentation including PO numbers, vendor/supplier forms, onboarding details, and billing contacts prior to the shoot date. Any delays in providing such information do not affect the agreed payment terms. The Photographer reserves the right to withhold finished work if essential administrative requirements are not completed in advance.
10. Delivery of Images
Final edited images will usually be delivered within 5 -10 business days after the shoot via a secure online gallery unless communicated by the Photographer before the shoot. Delivery times may vary during busy periods or where extensive editing is required.
The Photographer reserves the right to add an additional charge should the Client request a rush service. This service is subject to availability and cannot be guaranteed. This request needs to be agreed by both parties before the assignment.
11 . Retouching & Edits
Images will be professionally edited in the photographer’s established style for colour, exposure and composition.
12. Liability & Force Majeure
In the event of equipment failure, illness, or circumstances beyond the Photographer’s control, liability is limited to a full refund of any payments received. The Photographer will not be liable for any indirect or consequential loss.
Neither party shall be liable for failure to perform obligations where such failure is due to circumstances beyond reasonable control (e.g., extreme weather, natural disasters, illness, pandemics).
Whilst every reasonable effort will be made to capture all requested moments, the Photographer cannot guarantee the capture of every image requested due to factors outside their control including weather, timing, lighting, venue restrictions, cooperation of subjects or unforeseen circumstances.
The Photographer's total liability arising from this agreement shall not exceed the total amount paid by the Client.
13. Breaks & Health and Safety
For full-day or longer shoots, the Photographer is entitled to an hour’s lunch break.
The Client agrees to provide a safe working environment and to inform the Photographer of any health and safety risks on site.
14. Confidentiality
Any material, setting, or information designated as confidential by the client will not be shared publicly without written approval.
If the images or contents of the images are confidential or the Client does not wish the Photographer to share them on their portfolio or social media or website prior to a particular date, this must be agreed in writing prior to the shoot.
15. File Retention
Final edited images will be stored for at least six months after delivery. Back-up storage beyond this period is the client’s responsibility.
Images will be available for download on the Photographer’s gallery website for six weeks. After this time they will be deleted from the site. It is the Client’s responsibility to download all images within six weeks.
16. Governing Law
This agreement is governed by the laws of England and Wales, and any disputes shall be subject to the jurisdiction of its courts.
17. Amendments
Any changes to this agreement must be made in writing and agreed by both parties.
By proceeding with the booking and/or paying the deposit, the client agrees to these Terms and Conditions.