The following terms are enacted at the payment of a booking/retainer fee for event photography services with Quick Click Media / Darren Calhoun Photography.
The booking/retainer fee is due to secure the date requested for photography (Booking Fee is 50% of the amount agreed), with the balance of the amount agreed due the day of the event unless otherwise stated in the invoice.
The Clients are expected to provide a meal for the Photographer and staff if the length of attendance exceeds 4 hours.
Confirmation: Payment of the booking fee and a written invoice from the photographer to the client are necessary to confirm the stated Event services from the Photographer.
Pre-Event Consultation: This normally happens at the time of booking. The Clients will outline broadly what is required and the Photographer will advise on planning, logistics and timings where needed. If required the Clients are welcome to call or schedule an additional chat closer to the time of the Event (about 2 weeks) to iron out the remaining details. In any case we will contact you by phone a few days before the Event to ensure that there have been no last minute changes.
Cooperation: The Clients and the Photographer consent to happily cooperating and communicating with each other to achieve the best possible result within the understanding of this agreement. We recommend that the Photographer be provided with a helper (usually the host) who will point out key individuals to be photographed. The Photographer may also require the assistance of the host in organizing special or family groups. The Clients also agree to give the Photographer sufficient warning of key moments at the event to give the Photographer time to prepare e.g. speeches, surprises etc. Please note that not all guests at events like having their photo taken. In such cases the Photographer will use his discretion but cannot be held responsible for a lack of photos of these people.
The Schedule: Our shooting schedule, style of working and experience are designed to achieve a great set of event photos for the Clients, accomplished with good humor and enjoyed by all concerned. Both the Clients and the Photographers therefore agree that punctuality and cheerful cooperation are essential to producing outstanding photographic results. In cases where the Event does not run on time (for example, extreme lateness by one of the Clients arriving to the venue) we cannot guarantee to take our normal set of photos although in such circumstances we will do our absolute best to compensate.
Paparazzi Event Guests: Many of your guests will have digital cameras and most of them will want to photograph the Clients. In the spirit of cheerful cooperation the Clients agree to give the Photographers precedence over the guests in order to take the photographs required for the Event services described above. We cannot be held liable for a lack of Event photos if guests taking their own photos of the Clients continually interrupt the Photographer’s work.
House Rules: Note the Photographers are sometimes limited by rules imposed by registrars, ministers and venue management as to what can and cannot be done. For example some ministers insist that no flash photography is allowed, and others will insist that the Photographers shoot from a specific location. In such circumstances the Clients agree to accept the technical limitations that may be imposed on the equipment used. We advise the Clients to make themselves aware of the rules of the venue concerned and if necessary negotiate with the personnel concerned.
Permits and or Fees: It is the responsibility of the client to obtain permits and assume the costs of permits required for the purpose of photography in restricted areas, both public and private. Permits and or permission for photography in both public and private settings must be furnished to the photographer no later than 7 days prior to the event date. No refunds will be given for failure to obtain permits and or permission for the photographer to work in restricted areas. Furthermore, no photography or related work will be performed in any manner that violates laws, or regulations that govern areas that photographic work is requested.
Copyright Law: The copyright of photographs remains 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.
Model Release: The Clients grant the Photographer and its legal representatives, heirs and assigns, the irrevocable and unlimited consent to use the photographs of the Clients for editorial, competition, advertising and any other purpose and in any manner, to alter the photographs without restriction; and to copyright the images. The Clients hereby release the Photographer and its legal representatives, heirs and assigns from all liability and claims in connection with the images.
Limit of Liability: If a photographer is too ill or becomes injured and cannot supply the event services specified above the Photographer will try to book a replacement Event photographer. 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.
Booking Fee/Retainer: In the event of the Clients canceling the Event for whatever reason the booking fee is non-refundable. It will be considered as liquidated damages to the Photographers.