Free Event Planner Photography Contract Template
Event Planner Photography Contract
This Photography Services Agreement ("Agreement") is entered into as of this 5th day of August, 2050 by and between [Your Company Name], located at [Your Company Address], ("Photographer"), and [Client Name], located at [Client Address], ("Client"). This Agreement outlines the terms and conditions governing the relationship between the Photographer and the Client, ensuring that both parties have a clear understanding of their rights and responsibilities.
The parties hereby agree as follows:
1. Services Provided
1.1 Scope of Work
The Photographer agrees to provide the photography services ("Services") as outlined in Exhibit A of this Agreement. These services may include, but are not limited to, event coverage for weddings, corporate events, family gatherings, or any other special occasions. Additionally, the Photographer may offer portrait sessions that capture individual or family milestones, lifestyle photography, or commercial shoots tailored for businesses needing product photography or promotional images. It is essential that both parties agree upon the specific nature of the services requested to ensure alignment on expectations.
1.2 Deliverables
The Photographer will deliver the following:
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Edited Digital Images: The Photographer will provide approximately [150] edited digital images, ensuring they are high-resolution and suitable for both print and online use. These images will be meticulously edited to enhance colors, correct exposure, and ensure that the final product meets professional standards. The editing process may take place within a specific timeframe, with the goal of delivering a polished product that the Client can cherish for years to come. The Photographer aims to deliver these within [15] days of the session date, barring any unforeseen circumstances that may affect the timeline.
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Printed Photos: If the Client desires physical copies, the Photographer can provide [150] printed photos, sized at 8x10 inches each, upon request. These prints will be made on high-quality photographic paper, ensuring durability and vibrant colors. Clients should note that printed photos may incur additional costs, depending on the number and type of prints selected.
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Photo Album: A customized photo album can be created, showcasing the best images from the session in a beautifully designed format. This album can be a wonderful keepsake, ideal for sharing with family and friends or for display in the home. The Client must request the album in advance, and any associated costs will be provided upfront.
2. Payment Terms
2.1 Pricing
All prices for services provided by the Photographer are listed in the following table, and all payments are required in $:
|
Service Type |
Price Per Hour ($) |
Minimum Hours |
Total Cost ($) |
|---|---|---|---|
|
Event Photography |
[200] |
[4] |
[800] |
|
Portrait Sessions |
[150] |
[2] |
[300] |
|
Retouching Services |
[50] |
N/A |
As quoted |
|
Photo Album Design |
[100] |
N/A |
As quoted |
Clients should be aware that any additional services requested beyond those outlined in this contract may result in additional fees, which will be communicated before any work is undertaken. Exhibit A contains any additional services requested and agreed upon by both parties.
2.2 Payment Schedule
The Client agrees to the following payment schedule:
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Deposit: A deposit of [50%] of the total fee is due upon signing of the Agreement. This deposit secures the Photographer’s services for the scheduled date and ensures that the Photographer will prepare accordingly for the session. Without this deposit, the Photographer reserves the right to make the date available to other potential clients.
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Remaining Balance: The remaining balance is due within [7] days after the final deliverable is provided to the Client. This means that once the Client has received their edited images and any additional requested products, the remaining amount must be settled promptly.
2.3 Late Payment Fees
Payments not made within [7] days of the due date will incur a late fee of [$50] per day until the balance is settled. This policy is in place to encourage timely payments, which are critical for the Photographer's business operations. It is essential for the Client to communicate with the Photographer if there are any issues regarding payment.
3. Retainer Fee and Refund Policy
3.1 Retainer Fee
The Client shall pay a retainer fee of [20%] of the total estimated project cost. This retainer fee serves as a reservation of the Photographer’s time and resources. The retainer will be deducted from the final payment amount due at the conclusion of the services. This ensures that both parties have a commitment to the scheduled event.
3.2 Refund Policy
Retainers are non-refundable. In the event of a cancellation by the Client:
-
Less than [30] days prior: If the Client cancels the session less than [30] days prior to the scheduled date, they will be responsible for [50%] of the remaining balance. This policy helps to cover any potential losses incurred by the Photographer due to last-minute cancellations, as their schedule may already be impacted by this decision.
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Less than [7] days prior: Cancellations made less than [7] days prior to the session will incur a fee equal to [100%] of the total cost. This is necessary to protect the Photographer's interests, as they may not have sufficient time to fill the slot with another booking.
4. Photographer’s Responsibilities
4.1 Equipment
The Photographer agrees to provide all necessary equipment to fulfill the services described in this Agreement. This equipment includes high-resolution cameras, professional-grade lenses, lighting equipment, backdrops, and other photography accessories necessary for the successful execution of the planned photography session. The Photographer is committed to using the latest technology and techniques to ensure that the final images meet the highest professional standards.
4.2 Backup and Data Security
The Photographer will maintain backups of all photos for a period of [1] year from the delivery date. During this time, the Photographer will keep all images in a secure format to prevent loss due to technical failures. After this period, files may be permanently deleted, so it is advised that the Client saves their images in a personal format as soon as they are received.
5. Client’s Responsibilities
5.1 Cooperation and Timeliness
Client agrees to cooperate fully with the Photographer during the sessions. This includes arriving on time, being prepared for the shoot, and following the Photographer's instructions to ensure high-quality photos. The success of the shoot often depends on the Client's engagement, mood, and readiness. Open communication regarding any concerns or specific requests is encouraged to achieve the desired results.
5.2 Permits and Location Fees
Client is responsible for securing all necessary permits and covering any location-related fees or restrictions that may apply to the chosen photography sites. This is especially important for outdoor or public venues where specific regulations may exist. The Client should verify if any permissions are needed to avoid potential interruptions during the photography session.
6. Image Rights and Ownership
6.1 Copyright Ownership
All images created as part of this Agreement remain the sole property of the Photographer. This means that the Photographer holds the copyright to all images taken during the session. The Client may not sell or use the images for commercial purposes without obtaining proper licensing from the Photographer.
6.2 Limited Usage License
The Photographer grants the Client a non-exclusive, non-transferable license to use the photos for personal purposes only. This allows the Client to print and share images privately but does not extend to commercial use. For any intended commercial use, such as advertising or promotional materials, additional licensing fees will apply, and the Photographer must be consulted prior to such use.
6.3 Credit and Recognition
The Client agrees to credit [Your Company Name] in any public or online display of the photos. This includes any social media posts, websites, or publications where the images may be featured. Providing credit not only acknowledges the Photographer’s work but also promotes their business and skills.
7. Post-Production and Editing
7.1 Retouching and Editing Process
The Photographer will make basic edits to all images, such as color correction and cropping. The editing process aims to enhance the quality of the images while maintaining the natural look of the subjects. Any advanced retouching (e.g., skin smoothing, body shaping, or other significant alterations) is available upon request at an additional rate. The Photographer strives to ensure that all images are presented in the best light while preserving the authenticity of the moments captured.
7.2 Additional Revisions
The initial fee includes [2] rounds of edits. Each round allows the Client to request adjustments to the images to ensure their satisfaction. However, any additional revisions beyond this will incur a charge of [$30] per hour. This provision helps the Photographer manage their time and resources while accommodating the Client's needs.
8. Rescheduling and Cancellation
8.1 Rescheduling
Client may reschedule the session up to [14] days before the scheduled date without penalty. In such cases, both parties must agree on a new date that fits within the Photographer's schedule. This flexibility is designed to accommodate any unforeseen circumstances that may arise for the Client.
8.2 Cancellation
Cancellations within [30] days of the scheduled date will forfeit the retainer fee. This policy ensures that the Photographer is compensated for the time set aside for the Client’s session. Additionally, cancellations within [7] days of the session will incur the full cost of the services as mentioned earlier. This discourages last-minute cancellations and encourages clients to communicate changes in advance.
9. Indemnification and Liability
9.1 Indemnification
The Client agrees to indemnify and hold harmless the Photographer against any claims, losses, or damages arising from the use of the images, including any claims for infringement of copyright or right of publicity. This protects the Photographer from legal issues that may arise due to the Client’s use of the photographs, especially in commercial contexts.
9.2 Limitation of Liability
In no event shall the Photographer be liable for any indirect, incidental, or consequential damages resulting from the use of the photographs. The total liability of the Photographer under this Agreement shall not exceed the amount paid by the Client for the Services. This clause is designed to protect the Photographer's financial interests in the event of disputes or dissatisfaction with the services provided.
10. Governing Law and Jurisdiction
This Agreement shall be governed by and construed in accordance with the laws of the State of [Your State]. Any disputes arising under or related to this Agreement shall be subject to the exclusive jurisdiction of the state and federal courts located in [Your County]. Both parties agree to engage in mediation prior to seeking resolution through legal proceedings.
11. Miscellaneous
11.1 Entire Agreement
This Agreement constitutes the entire understanding between the parties regarding the subject matter hereof and supersedes all prior discussions, agreements, or understandings, whether oral or written. Any amendments or modifications to this Agreement must be made in writing and signed by both parties.
11.2 Severability
If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. This means that even if one part of the contract is unenforceable, the rest will still apply, ensuring the overall integrity of the Agreement.
11.3 Waiver
Failure by either party to enforce any provision of this Agreement shall not constitute a waiver of that provision or any other provision of this Agreement. Each party retains the right to enforce all provisions at any time.
Signatures
By signing below, both parties agree to the terms and conditions outlined in this Photography Services Agreement.
Photographer
Name:
Date:
Client
Name:
Date:
