Wedding Photography Agreement
Agreement reference: [REFERENCE]
Date of agreement: [DATE]
Parties
The Photographer: [STUDIO NAME], the trading name of [LEGAL NAME OR COMPANY NAME AND NUMBER], of [BUSINESS ADDRESS]. Email: [EMAIL]. Telephone: [PHONE]. VAT number (if registered): [VAT NUMBER]. In this agreement, "we", "us" and "our" mean the Photographer.
The Clients: [CLIENT 1 NAME] and [CLIENT 2 NAME], of [CLIENT ADDRESS]. Emails: [CLIENT 1 EMAIL] and [CLIENT 2 EMAIL]. In this agreement, "you" and "your" mean both of you. Each of you is responsible for all of your obligations under this agreement, including paying the full fee, not just half of it.
1. Your wedding
2. Your package
2.1 You have booked our [PACKAGE NAME] package, which includes:
- [NUMBER] hours of continuous photography on the wedding day, from approximately [START TIME] to [END TIME];
- [SECOND PHOTOGRAPHER DETAILS, OR DELETE];
- a planning consultation by [VIDEO CALL / IN PERSON] around [NUMBER] weeks before the wedding;
- [ENGAGEMENT SESSION DETAILS, OR DELETE];
- a private online gallery of edited photographs (clause 11);
- [ALBUM OR PRODUCT DETAILS, OR DELETE].
2.2 You may change the start and finish times, keeping the same total hours, by telling us in writing at least [14] days before the wedding.
2.3 If we can stay longer on the day, extra coverage is [HOURLY RATE] per hour or part hour, payable within [14] days.
3. Fees
3.1 The total fee is [FEE], made up as follows:
3.2 [CHOOSE ONE: All prices include VAT at the standard rate. / We are not registered for VAT, so no VAT is charged.]
3.3 We will not increase the fee after you have signed, except for changes you ask for or a change in the rate of VAT.
4. Booking fee and payment schedule
4.1 Your date is reserved once we have received this agreement signed by both of you and the booking fee of [BOOKING FEE]. Until then, we may accept another booking for the same date.
4.2 The booking fee is part of the total fee. It covers reserving the date for you alone, turning away other enquiries and the planning that starts when you book. It is non-refundable except where this agreement says otherwise.
4.3 You will pay the fee as follows:
4.4 If the wedding is less than [NUMBER] weeks away when you book, the full fee is due on signing.
4.5 You can pay by bank transfer to [ACCOUNT DETAILS] or by card using the link on your invoice.
5. Late payment
5.1 If a payment is late, we will remind you in writing. If it is still unpaid [14] days later, we will send a final notice. If it is still unpaid [7] days after that, we may end this agreement, and clause 7 will apply as if you had cancelled on the date of the final notice.
5.2 [OPTIONAL: We may charge interest on overdue amounts at [4]% a year above the Bank of England base rate.]
5.3 We may hold back delivery of your gallery until everything you owe has been paid.
6. Changes to your booking
6.1 If you would like to change your package, tell us. We will confirm any change, and any change in price, in writing before it takes effect.
7. If you cancel
7.1 You may cancel at any time by telling us in writing (email is fine). A cancellation from either of you is treated as a cancellation by both of you.
7.2 Because we reserve your date for you alone, and become less likely to rebook it as the wedding approaches, these charges apply. They are our reasonable estimate of our loss, after allowing for the costs we save.
7.3 Percentages are calculated on the total fee less the price of any albums, prints or products we have not yet ordered, and any travel or accommodation we have not yet paid for.
7.4 If we rebook your date with another wedding at a similar fee, we will refund anything you have paid above the booking fee, less [AMOUNT] for our administration costs.
7.5 We will refund anything you have paid above the cancellation charge within 14 days, or invoice you for any shortfall.
7.6 This clause does not affect your right to cancel within 14 days under clause 10.
8. If you postpone
8.1 If you need to move your wedding, tell us as soon as you can. If we are available on the new date, we will move your booking and everything you have paid to it [ONCE WITHOUT CHARGE / FOR A FEE OF [AMOUNT]].
8.2 If the new date is more than [18] months after the original, we may update the fee to our prices at that time, and will tell you before you confirm.
8.3 If we are not available on the new date, we will offer an experienced photographer from our associate team at the same price. If you would rather not, we will keep only the booking fee and refund everything else within 14 days.
8.4 If the wedding is postponed because of an event outside anyone's control, clause 18 applies instead.
9. If we cannot photograph your wedding
9.1 [LEAD PHOTOGRAPHER NAME] will photograph your wedding. If serious illness, injury, bereavement or another event outside our control prevents this, we will tell you as soon as possible and do everything we reasonably can to arrange a replacement photographer of similar experience and style, working under this agreement.
9.2 You do not have to accept a replacement. If you decline, or we cannot find one, we will refund everything you have paid, including the booking fee, within 14 days.
9.3 If we cancel this agreement for any other reason (except under clause 5.1), we will refund everything you have paid, including the booking fee, and pay you an additional amount equal to the booking fee as compensation.
10. Your right to cancel within 14 days
[DELETE THIS CLAUSE ONLY IF SIGNED IN PERSON AT OUR BUSINESS PREMISES.] If this agreement is made other than face to face at our business premises (for example online or by email), you have these rights under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.
Right to cancel. You have the right to cancel this agreement within 14 days without giving any reason. The cancellation period will expire 14 days after the day on which this agreement is made. To exercise the right to cancel, you must inform us ([STUDIO NAME], [BUSINESS ADDRESS], [PHONE], [EMAIL]) of your decision by a clear statement, for example a letter sent by post or an email. You may use the model cancellation form below, but you do not have to. To meet the deadline, it is enough to send your message before the cancellation period has expired.
Effects of cancellation. If you cancel, we will reimburse all payments received from you, including the booking fee, without undue delay and no later than 14 days after the day on which we are told of your decision. We will use the same means of payment you used, unless you have expressly agreed otherwise. You will not incur any fees as a result of the reimbursement.
Starting work within the 14 days. We will not start providing services, such as your consultation or engagement session, during the cancellation period unless you ask us to by ticking the box below. If you do, and then cancel, you will pay an amount in proportion to what we have provided until you told us, compared with everything this agreement covers.
11. Delivery of your photographs
11.1 We will deliver your edited photographs in a private online gallery within [NUMBER] weeks of the wedding, with a few preview images within [NUMBER] days.
11.2 We expect to deliver approximately [NUMBER] to [NUMBER] edited photographs. The final number depends on your day, so this is a guide rather than a guarantee.
11.3 Your gallery will be online for [12] months, and you can download your photographs in high resolution during that time. Please keep your own copies in at least two places. We will keep a backup for at least [NUMBER] years after that, and may charge [AMOUNT] to restore an expired gallery.
11.4 [IF AN ALBUM IS INCLUDED: Your album design includes [NUMBER] rounds of changes. Production usually takes [NUMBER] weeks after you approve it.]
11.5 If something outside our control delays delivery, we will tell you promptly and give you a revised date.
12. Style and editing
12.1 You have seen our portfolio and are booking us for our style. We will use our professional judgement in how we photograph your day and which photographs we select and edit.
12.2 Each photograph is edited for colour, exposure and cropping, and some may be in black and white. Detailed retouching, such as removing objects or reshaping faces or bodies, is not included unless your package says so.
12.3 We do not supply unedited photographs, outtakes or raw files.
12.4 We will try to capture every moment and group on your list, but cannot guarantee any particular photograph, especially if the timeline changes, people are unavailable, or the light, weather, venue rules or guests get in the way.
13. Copyright and how you can use your photographs
13.1 We own the copyright in the photographs, and this agreement does not transfer it to you. [LEAD PHOTOGRAPHER NAME] asserts the right to be identified as their author.
13.2 We grant both of you a non-exclusive, non-transferable licence, with no time limit, to use the photographs for personal, non-commercial purposes, including printing them at any lab, making albums and gifts, and sharing them with family and friends and on personal social media. Please credit [STUDIO NAME OR SOCIAL HANDLE] when you post them online.
13.3 Without our written permission, you may not sell or license the photographs, use them commercially, enter them into competitions or submit them for publication. Please do not apply filters or edit them, other than cropping to fit a print or frame.
13.4 If your suppliers would like to use any photographs, please ask them to contact us. We are usually happy to agree, with a credit.
13.5 Because you commissioned these photographs for private and domestic purposes, section 85 of the Copyright, Designs and Patents Act 1988 gives you the right not to have them published or shown in public without your consent (clause 14).
14. Our use of your photographs
14.1 We would like to show a selection of your photographs on our website and social media, in printed marketing, in award entries and in submissions to wedding blogs and magazines, but only with the consent you choose below. Saying no will not affect your booking or price.
14.2 You can change your mind at any time by emailing us. We will stop new uses straight away and remove your photographs from our website and social media within [30] days, but cannot recall printed material or features already published.
14.3 We will never sell or license your photographs to anyone else for advertising or stock without your separate written consent.
14.4 If a guest asks us not to publish photographs of them or their children, we will respect that.
15. On the day
15.1 Other photographers. We are your only professional photographer unless agreed otherwise in writing. We may ask guests to step aside during key moments, and are not responsible for photographs spoiled or missed because of guests, phones or other cameras.
15.2 Venue and officiant rules. Venues, registrars and religious leaders may limit where we stand, flash or what we photograph during the ceremony. We will follow their rules and are not responsible for photographs we cannot take as a result.
15.3 Timeline and family groups. Please send your final timeline and family groups list at least [4] weeks before the wedding, and ask someone who knows your families to help gather each group.
15.4 Meals. For coverage of [6] hours or more, please provide a hot meal for each member of our team, served when your guests are served, so we are ready for the speeches.
15.5 Safety. As a last resort, we may stop photographing or leave if any member of our team is harassed, threatened or put at risk, after raising it with you or your contact on the day where we can.
16. Travel and accommodation
16.1 Travel within [NUMBER] miles of [BASE TOWN OR POSTCODE] is included. Beyond that, we charge [RATE] per mile, shown in clause 3.
16.2 If your venue is more than [NUMBER] miles away, or coverage finishes after [TIME], you will provide or pay for overnight accommodation for our team, up to [AMOUNT] per room per night, agreed in advance.
16.3 Parking, tolls and ferry fares are [INCLUDED / CHARGED AT COST]. Weddings abroad are quoted separately.
17. Our responsibility to you
17.1 We will provide our services with reasonable care and skill, using professional equipment with backups.
17.2 If, despite these precautions, some or all of your photographs are lost, damaged or not taken for any reason, our total liability is limited to a refund of the fee you have paid or, if only part of your coverage is affected, a fair proportion of it.
17.3 Nothing in this agreement limits or excludes our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot be limited or excluded by law. This agreement does not affect your statutory rights.
17.4 We hold public liability insurance. Details are available on request.
18. Events outside anyone's control
18.1 Neither of us is responsible for failure or delay caused by events outside our reasonable control, such as extreme weather, fire, flood, serious transport disruption, epidemic, government restrictions or venue closure. A change of plans is not such an event.
18.2 If such an event stops your wedding going ahead, we will move your booking to a new date at no extra charge, subject to availability. If we cannot agree a new date, or you decide not to rearrange, we will refund everything you have paid within 14 days, less the value of services already provided, such as an engagement session.
19. Your personal data
19.1 We are the controller of the personal data you give us about yourselves, your families and guests, including contact details, questionnaire answers and the photographs. We use it to perform this agreement and keep business and tax records and, only with your consent, for the uses in clause 14.
19.2 Your questionnaire may include information about health, accessibility, religion or culture. Please share only what you are comfortable with, and only with the agreement of anyone it concerns. We use it only to plan your photography.
19.3 Our service providers (for example for gallery hosting, payments and backup) process data only on our instructions, with appropriate safeguards for any data stored outside the UK. We keep client records for [6] years after the wedding for tax and legal purposes.
19.4 You have rights to access, correct and erase your data and to object to how we use it. Our privacy notice at [PRIVACY NOTICE URL] explains them. You can also complain to the Information Commissioner's Office.
20. General terms
20.1 Whole agreement. This agreement, with [YOUR PROPOSAL DATED [DATE]], is the whole agreement between us and replaces earlier discussions. This does not affect anything we told you about our services that you relied on when deciding to book.
20.2 Changes. Any change must be agreed in writing (email is fine) by us and both of you.
20.3 Transfer. Neither of us may transfer this agreement without the other's written consent, except as set out in clause 9.1.
20.4 Invalid terms. If a court decides any part of this agreement is unenforceable, the rest still applies.
20.5 Third parties. No one else may enforce this agreement under the Contracts (Rights of Third Parties) Act 1999.
20.6 Notices and signatures. Notices may be sent by email to the addresses above. This agreement may be signed electronically and in separate copies, and each signature has the same effect as a handwritten one.
20.7 Law and courts. This agreement is governed by the law of England and Wales, and the courts of England and Wales have jurisdiction. If you live in Scotland or Northern Ireland, you may also bring proceedings in your local courts.
Signatures
Starting work within the 14-day cancellation period (clause 10)
Use of your photographs (clause 14). Please tick one:
And, if you wish:
By signing, each of us agrees to the terms of this agreement.
Complete and return this form only if you wish to cancel this agreement within the 14-day cancellation period.
To: [STUDIO NAME], [BUSINESS ADDRESS], [EMAIL]
I/We hereby give notice that I/we cancel my/our contract for the supply of the following service: wedding photography on [WEDDING DATE].
Agreement made on: ____________________
Name(s): ____________________
Address: ____________________
Signature(s) (only if this form is sent on paper): ____________________
Date: ____________________
