Any changes to the terms and conditions detailed within this Agreement must be set
out and agreed by both the Photographer and the Client (together defined as the
“Parties”) in writing.
1. Services Provided
The Photographer agrees to provide professional photography services for the [Event Type,
e.g., wedding, portrait session, etc.] on [Date of Service] at [Location of Service]. Specific
details of the services, including the agreed-upon package, deliverables, and the Cost of
Goods and Services, are outlined in Appendix A: Scope of Services (to be attached
separately or detailed here).
2. Deposit and Fees
2.1. A non-refundable deposit of 50% of the total agreed-upon fee is required to secure the
booking and reserve the Photographers services for the specified date.
2.2. This deposit must be paid within two (2) days from the invoice date. Failure to pay the
deposit within this timeframe may result in the Photographer accepting other inquiries for the
same date without further notice to the Client.
2.3. The remaining balance of the total fee is due and payable no later than one (1) week
prior to the scheduled event date
3. Cancellation Policy
In the event of cancellation by the Client:
3.1. If the Client cancels up to 48 hours before the scheduled event, a refund will be issued
for fees paid, excluding the non-refundable deposit and any costs already incurred by the
Photographer (e.g., travel expenses, pre-production costs).
3.2. Cancellations made less than 48 hours before the event will result in the forfeiture of the
entire fee.
In the event of cancellation by the Photographer:
3.3. The Photographer may cancel this Agreement at any time prior to the event. If the
Photographer cancels, the photographer shall refund the deposit.
4.. Client Responsibilities and Venue Restrictions
The Client agrees to:
4.1. Provide meals and refreshments for the Photographer if their on-site presence is
required for five (5) hours or longer.
4.2. Communicate any restrictions regarding photography at the venue(s) or concerning
specific guests to the Photographer in advance of the event. This includes, but is not limited
to, limitations on flash photography, designated photography areas, or privacy requests from
individuals.
4.3. The Client agrees to give/have someone give the Photographer sufficient warning of key
events at the wedding to give the Photographer time to prepare (i.e., bouquet toss, cake
cutting, speeches, etc.)
5. Model Release
5.1. By signing this agreement, the Client grants the Photographer the irrevocable and
unrestricted right to use and publish the photographs taken during the session for editorial,
advertising, promotional, and any other legitimate purposes. This includes, but is not limited
to, the Photographer’s website, social media, marketing materials, and portfolio.
5.2. The Client explicitly warrants that they have obtained the necessary consent and
authorization from all other individuals captured in the photographs to grant this model
release to the Photographer.
5.3. For any minors who may be captured in the photographs, the Client confirms that they
have secured explicit written permission from the minors parent or legal guardian for their
childs image to be used by the Photographer for editorial, advertising, promotional, and any
other legitimate purposes, as stated above. The Client agrees to provide a copy of this
written permission to the Photographer upon request.
6. Additional Fees
6.1. Second Shooter: If a second shooter is requested or deemed necessary for coverage,
an additional fee starting at three hundred pounds (£300.00) shall apply. This fee may
increase depending on the duration of their presence, the nature of the event, and the extent
of post-production work required by the Photographer to edit images captured by the second
shooter.
6.2. Image Retention and Archiving Fees: Additional fees related to image retention,
archiving, USB delivery, and post-gallery digital access are outlined in Clauses 9.2 and 9.3.
6.3. Travel and Accommodation: Any travel costs incurred by the Photographer in relation to
the event location—such as mileage, train fare, or overnight accommodation—will be
invoiced separately and added to the overall fee in addition to the initial deposit. Where
applicable, these costs will be communicated and agreed with the Client prior to final billing.
6.4. Printing & Special Requests: Clients may order prints directly from the online gallery at
the prices displayed. Requests for bespoke products such as wedding albums, fine-art
prints, or large-format images not available through the gallery shall be managed directly by
the Photographer. Costs for these items will vary depending on the specific product,
materials, and quantity requested, and will be quoted accordingly.
7. Creative Control
7.1. The Client acknowledges that the Photographer is being hired for their professional
expertise, personal style, and creative vision. While the Photographer will make every
reasonable effort to accommodate specific requests, final decisions regarding composition,
lighting, editing, and artistic approach shall remain at the Photographer’s discretion.
7.2. The Client agrees that subjective preferences or aesthetic disagreements shall not be
grounds for refund, reshoot, or alteration of the Photographer’s work, unless explicitly
agreed upon in writing prior to the event.
7.3. The Photographer retains full creative control throughout the session and post-
production process, ensuring consistency with their established style and quality standards.
Sample work available on the Photographer’s website and portfolio shall serve as a
reference point for the expected final product.
8. Copyright and Usage
8.1. The copyright of all photographs created under this Agreement shall remain the
exclusive property of the Photographer.
8.2. Commercial Use Prohibited: Sale, publication, or any other commercial use of the
photographs by the Client is strictly prohibited without the prior written consent of the
Photographer.
8.3. Social Media and Public Sharing: The Client is permitted to post photographs from the
Photographer on social media platforms (including Facebook, Instagram, X (formerly
Twitter), and any blogs or similar online platforms) and share them publicly, provided that
clear and visible credit is given to the Photographer. This credit must include, but is not
limited to, tagging the Photographers social media handle( @MatthewKPhotography) or
explicitly stating Photo by MatthewKPhotography.
8.4. Alteration Restriction: The Client agrees not to alter, crop, edit, or manipulate the
Photographers photographs in any way when posted publicly or online without the express
written permission of the Photographer. The Client is responsible for ensuring that any family
members or friends who post photos subject to this Contract adhere to this alteration
restriction.
9. Image Retention and Archiving
9.1 The Photographer shall retain the final edited images in an online gallery accessible to
the Client for a minimum of three (3) months following the delivery of the gallery. During
periods of high demand, the retention period may be shortened at the Photographer’s
discretion; however, the Client will receive advance notice via email.
9.2 Should the Client wish to receive a physical copy of all edited images on a USB drive, a
fee of twenty-five pounds (£25.00) shall apply to cover the cost of the USB device and
secure postage.
9.3 After the gallery has been closed or removed, digital access to the photographs may be
arranged upon request. This service is available at a rate of twenty-five pounds (£25.00) per
month past the gallery closure, to cover archiving, preparation, and digital delivery. The
Photographer does not guarantee indefinite archiving and encourages the Client to
download and back up their images promptly.
10. Additional Terms & Conditions
10.1. The Photographer will use reasonable endeavours to get photographs of as many
guests as possible, which may be limited by guests’ cooperation in having their photo taken.
10.2. The Client agrees that the Photographer shall be given precedence in taking
photographs over guests with cell phone cameras and other devices. The Photographer
cannot be held responsible for lack of photographs or poor quality of photographs if guests
are interfering with the Photographer’s work.
10.3. The Client acknowledges the Photographer may be limited in scope by rules of the
location of the ceremony and/or reception. (i.e., flash photography may not be allowed within
a Church) as stated in clause 4.2.
10.4. The Client agrees that an additional charge will occur if the photographer exceeds over
the end time. Additional time fees will [insert additional fee for overtime rate] .
11. Goodwill Refund
11.1. In cases where the Client needs to cancel services due to a documented medical
emergency or serious illness affecting the Client or an immediate family member, the
Photographer, at their sole discretion and on a case-by-case basis, may offer a partial refund
of fees paid, even if such cancellation falls outside the standard cancellation policy.
11.2. The Client must provide verifiable medical documentation to support the request for a
goodwill refund.
11.3. This clause does not obligate the Photographer to provide a refund, but allows for
consideration in extenuating circumstances.
12. Dispute Resolution and Legal Fees
12.1. Dispute Resolution: In the event of any dispute arising out of or relating to this
Agreement, the parties agree to first attempt to resolve the matter amicably through good-
faith discussions. If the dispute cannot be resolved informally within fourteen (14) days, the
parties shall consider engaging in mediation facilitated by a mutually agreed-upon
independent mediator prior to initiating any formal legal proceedings.
12.2. Legal Fees: In the event that legal action is taken by either party to enforce the terms
of this Agreement, the prevailing party shall be entitled to recover reasonable legal fees and
associated costs incurred, unless otherwise determined by a court or mediation outcome.
13. Force Majeure
13.1. In the event that the Photographers performance under this Agreement is hindered,
delayed, or prevented by a Force Majeure Event, the Photographer shall not be held liable
for any resulting delays or failures. A Force Majeure Event includes, but is not limited to,
unforeseeable circumstances beyond the Photographer’s reasonable control, such as acts
of God, epidemics, pandemics, natural disasters, governmental acts, or other extraordinary
events.
13.2. Should the Photographer be required to cancel services due to unforeseen
circumstances beyond their control (a Force Majeure Event), a full refund will be provided to
the Client, excluding any previously incurred costs directly related to the booking (e.g., non-
refundable travel bookings made on behalf of the Client).
14. Severability
14.1. If any provision of this Agreement is found to be invalid, illegal, or unenforceable by a
court of competent jurisdiction, the remaining provisions shall continue in full force and
effect. The parties agree to replace the invalid, illegal, or unenforceable provision with a valid
provision that most closely reflects the original intent of the parties.
15. Entire Agreement.
15.1. The Parties acknowledge and agree that this Agreement represents the entire
agreement between the Parties and supersedes any prior discussions or arrangements,
whether written or verbal. In the event that the Parties desire to change, add, or otherwise
modify any terms, they shall do so in writing to be signed by both Parties.
16. Governing Law and Jurisdiction.
16.1. This Agreement, and any dispute or claims arising out of or in connection with it shall
be governed by and construed in accordance with English Law.
16.2 The Parties agree that the English courts shall have exclusive jurisdiction to settle any
dispute or claim arising out of or in connections with this Agreement.
[Photographers Signature]
Matthew Kitchen
Date:
[Clients Signature]
[Cliens Printed Name]
Date:
Appendix A: Scope of Services
This appendix outlines the specific details of the photography services to be provided under
this Agreement.
A.1. Package Details:
A.2. Schedule:
A.3. Cost of Goods and Services: