Below is a copy of the Sam Exley Photography Wedding Day Contract.
I understand this is probably the least fun part of planning your wedding, but it is important to familiarise yourself with every part of this legal document.
This will help you as the client and me as your photographer provide the best possible service on your special day!
Date of wedding:
Times/Arrangements of services agreed on:
No. Edited Digital Images:
Photographer(s):
Your Own Gallery Hosted Online
USB Storage Device
Printing Licence For All Images
Travel Within 50 Mile Radius Included
This agreement is between Sam Exley Photography, and ________ & ________, hereinafter referred to as the "Clients", and Sam Exley Photography, hereinafter referred to as "The Photographer".
1. This agreement contains the entire understanding between The Photographer and _________& _________. It supersedes all prior and simultaneous agreements between the parties.
2. PRE-WEDDING CONSULTATION: The Clients agree to a pre-event meeting which normally happens prior to booking, ideally in person depending on convenience for all parties, or on the phone/via email before the wedding date. This is to finalise the actual shooting times logistics and locations, and for The Clients to outline broadly what is required. The Photographer will also contact you by message a few days before the wedding to ensure that there have been no last minute changes.
3. RESERVATION: Upon your signature, The Photographer will reserve the time and date agreed upon, and will not make other reservations for that time and date. For this reason, the reservation deposit of £200 is non-refundable, even if the date is changed or the wedding cancelled for any reason; including acts of natural disasters, fire, strike and/or extreme weather. The reservation deposit is to be paid within 7 days of signing the contract. The reservation deposit is applied towards the contracted wedding photography package. The Clients understand and agrees that the entire amount owed for the wedding photography package described in the contract is required no later than 14 days prior to the wedding date.
4. PRE WEDDING SHOOT: (Where applicable) This can be done within a 30 mile radius of Halifax West Yorkshire - The Clients can provide a chosen location for this, or The Photographer can make a suitable suggestion. If somewhere further afield is desired we can discuss appropriate travel cost.
5. COOPERATION: The Clients happily agree to positive cooperation and communication for the best possible result within the definition of this assignment. The Photographer should not be solely left to organise group or family photos as it is difficult due to unfamiliarity with guests present. The Photographer recommends that a guest (Parent, Maid of Honour, Best Man etc) is designated to point out important individuals to The Photographer, whom The Clients wishes to include in informal or candid photographs. The Photographer is not responsible for key individuals’ failure to be present or to cooperate during photography sessions, neither for missed images due to details not revealed to the photographer.
The Clients will direct all other service providers (florist, DJ, caterer, etc.) to provide any needed information and cooperation to The Photographer. Coordination with other service providers is necessary to complete all the photography sessions as scheduled. The Clients should share the photography schedule with other service providers to make sure that there is no conflict in times. In addition, events during the wedding day should be planned to make the best use of time from all vendors.
6. PHOTOGRAPHY TIME: The Clients agree to set aside an agreed time frame for photographs of family, groups and The Clients that cannot be obtained during the ceremony or reception. This schedule is designed to accomplish the goals and wishes of The Clients in a manner enjoyed by all parties involved. The Clients and The Photographer agree that positive cooperation and punctuality are essential. In cases where the wedding does not run on time (for example, extreme lateness by one of The Clients arriving to the church/venue) The Photographer cannot guarantee to take the normal set of photos, although in such circumstances we will do our absolute best to compensate.
7. GUEST PHOTOGRAPHY: All your guests will have digital cameras and all your guests will want to photograph The Clients. In the spirit of cheerful cooperation The Clients agree to give The Photographer precedence over the guests in order to take the photographs required for the wedding services agreed. The Photographer cannot be held liable for a lack of wedding photos if guests taking their own photos of The Clients continually interrupt The Photographer's work. It is understood that The Photographer will act as the sole and exclusive wedding photographer. Guests are welcomed to take photos with their own cameras, however, they should not interfere, or hinder the photographer’s services at any time.
8. GUEST COOPERATION: The Clients are responsible for the conduct of their guests. The Photographer will not tolerate verbal or physically abusive behaviour, nor will it share its time or compete with guest photographers for the attention of the subjects. Unchecked guest conduct that interferes with photography may seriously affect the quality of the photographs taken and increase the number of times photos must be re-taken. If The Clients are unable to control the conduct of their guests, resulting in an unacceptable degree of misconduct, or if the conduct of any of their guests damages the equipment of the photographer, it will result in the early or immediate departure of the photographer. The Clients understands that in such an event, no refunds will be granted.
9. CANCELLATION: In the event that The Clients cancel the contracted services for wedding photography outlined in this contract before the the services are paid in full, the none refundable deposit will be forfeit. If the contracted services agreed are cancelled after full payment, prior to or on the day of the wedding ceremony, The Photographer holds the right to keep all payments made as compensation for the reserved date and times and is considered as liquidated damages.
10. DELIVERY: The Photographer will provide The Clients with high-resolution copies of the photos in an online gallery and on a USB device between 4-6 weeks after the event. You may copy/download/print from these files at any time. Images from every wedding will be kept for a minimum of 6 months. It is The Clients responsibility to make sure their images are dowloaded and saved before this time period expires.
11. LIMITED IMAGE MANIPULATION: The Photographer agrees to image manipulation of a maximum of 10 photographs post event appearing in online or USB storage albums, for a further cost of £20 per image, and strictly limited to basic manipulation and the manipulation skill of The Photographer. This includes opening of individual’s eyes, red eye removal, de-ageing, removal of objects but NOT PEOPLE, and minimal colour correction. It is understood that if a technicality prevents The Photographer from performing requested image manipulation, or if a technicality prevents the final result to meet The Clients requirement, The Clients will reside with the fact that The Photographer has performed to its best ability with regard to the specific task and that The Photographer has no further responsibility towards said image manipulation.
12. IMAGES, PRINTS and COPYRIGHTS: Under the copyright law, the copyright of images taken at the event remain with The Photographer. The Photographer grants The Clients permission to make copies of the images under the following conditions. The images taken by The Photographer are for personal use by The Clients and their friends and relatives. Sale, Publication or any Commercial use of the photographs is not allowed without prior written permission from The Photographer. This includes release of photographs to any wedding supplier of their services on the day.
13. MODEL RELEASE: The Clients hereby assign and grants the photographer unrestricted right to use and publish photographs of The Clients or in which The Clients may be included, for editorial, trade, advertising or any other purpose and in any manner and medium or to alter the same without restriction. It is agreed that The Photographer may display and use the photographs taken for advertising, display, website, social and internet promotion, photographic contests and public display.
14. PAYMENTS: The Client agrees that £200 deposit is required within 7 days of contract acceptance and signing, and 100% of the remaining balance is due no later than 14 days before the wedding date. Payments may be made in cash or via a link provided through the www.samxphoto.com website.
15: Travel expenses: Travel within a 50mile radius is included. An expense of 50p per mile for venues outside of this radius will occur, unless agreed otherwise.
16. LIMIT OF LIABILITY: If The Photographer is too ill or becomes injured and cannot supply the wedding services specified above, The Photographer will try to book a replacement wedding photographer (I have multiple trusted photographers in place just in case this happens!). If a replacement photographer cannot be found, then liability is limited to a refund of any payments received. The Photographers have working methods in place to prevent loss or damage to your images. However, there is the unlikely possibility that images may be lost, stolen or destroyed for reasons in or beyond our control. In these circumstances liability is limited to the return of fees paid for the service or part thereof, according to the percentage of images supplied. The limit of liability shall not exceed the contract price stated herein.
Thank you so much for taking the time to read through all this, and I'm really looking forward to working with you and being a part of your big day!
Sam