Copyright AJ Photoz

Event Photography Contract

    Event Photography Contract

    Event Representative Details (hereafter referred to as the "Client")

    Full Name
    Email *  
    Phone Number *  

    Photographer details (hereafter referred to as the "Photographer")

    Company Name : AJ Photoz LLC
    Address20839 Shy Beaver Ct, Ashburn, VA 20147
    Phone Number571 429 GOAJ(4625)

    Event Details

    Event Name *
    Event Date *
    Event Address *
    Email *  
    Phone Number *  

    This agreement contains the entire understanding between the Photographer and the Client. It supersedes all prior and simultaneous agreements between the parties. The only way to add or change this agreement is to do so in writing, please put a check mark by each term.

    A $150( One hour equivalent) retainer is required in advance to book and secure the date for your event. This fee will go towards your Final balance before we can release your pictures.

    A. Reservations *

    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 is non-refundable, even if the date is changed or event cancelled for any reason, including acts of God, fire, strike, and extreme weather. The Reservation Deposit is to be paid at time of signing the contract. The Reservation Deposit is applied towards the contracted Event Package. Client understands and agrees that the entire amount owed for the Event Package described in the contract is due on the day of the Event, or, on the Outstanding Balance Due date (if specified). Client agrees if the balance is not paid by this time, the Photographer will not photograph the Event, with a loss of Reservation Deposit by Client and no liability to the Photographer.

    - I Agree

    B. Pre-Event Consultation *
    The parties agree to a pre-event consultation before the Event in order to finalize the actual shooting times, locations, and Client’s request list (in writing) for specific photographs. The Client will be responsible for, or have someone designated, to identify people of whom specific photographs are desired. The Photographer will not be held accountable for not photographing desired people if there is no one to assist in identifying people or gathering people for group photographs.

    - I Agree

    C. Shooting Time/Addition *

    The photography schedule and selected methodology are designed to accomplish the goals and wishes of the Client in a manner enjoyed by all parties. The Client and the Photographer agree that cheerful co-operation and punctuality by all members of the Event staff are therefore essential to that purpose. Shooting commences at the scheduled start time agreed by both parties. Should additional photography and/or travel time, that is not included in the agreed package, be requested by the Client, it will be charged out at the rates specified in the Assignment Package, rounded to the nearest half hour.

    D. Rules *

    The Photographer is limited by the guidelines of event officials and/or event location site management. The Client agrees to accept the technical results of their imposition on the Photographer. Negotiation with the officials for moderation of guidelines is the Client’s responsibility; the Photographer will offer technical recommendations only.

    - I Agree

    B. Reschedule Policies*

    If the Client needs to reschedule, please give 24 hours notice. The Photographer reserves the right to reschedule due to illness, weather, equipment malfunction, or other circumstances beyond their control.

    - I Agree

    Digital Negatives, Prints and Copyrights *
    The photographs, digital negatives or prints produced by the Photographer are protected by International Copyright Law (all rights reserved) and the Photographer retains the copyright to all photos and images produced. The Client may receive a copy of the hi-res digital photographs on disc if it has been agreed upon as part of the Event Package. If so, the Client may reproduce any photos in any manner they like for internal and external purposes. The Client agrees to obtain written permission from the Photographer prior to the Client (or its assigned agents) publishing or selling the photographs for profit.

    Model Release *
    The Client hereby grants to the Photographer and its legal representatives and assigns, the irrevocable and unrestricted right to use and publish photographs of the Event, its guests, attendees, and officials for editorial, trade, advertising, stock, commercial and any other purpose and in any manner and medium; to alter the same without restriction; and to copyright the same. The Client hereby releases the Photographer and his legal representatives and assigns from all claims and liability relating to said photographs.
    Exclusivity / Guest Photography *
    If the Photographer is the sole professional photographer at the event (as specified in the Event Details), it is understood that the Photographer will be the only one allowed to photograph the event. In which case, amateur photographers may take photos during the event if they do not interfere with the contracted Photographer and are not shooting the Photographer’s same posed shots. If a problem arises with any guest or attendee(s) the On-site Event Contact will be advised to handle the situation politely for the Photographer by enforcing the conditions of this agreement.
    Co-operation of Guests and Other Service Providers *
    The Client is responsible for the conduct of the guests. Co-ordination with other service providers may be necessary to complete all the photography as scheduled. The Client should share the photography schedule with other service providers to make sure that there are no conflicts with times. In addition, events during the Event should be planned to make the best use of time for all vendors. The Photographer will not tolerate verbally or physically abusive behavior, nor will the Photographer share its time or compete with guest photographers for the attention of the subjects. Unchecked guest conduct that interferes with photography will seriously affect the quality of the photographs taken and increase the number of photos that must be created. If the Client is unable to control the conduct of the guests or if the conduct of any of the Event guests damages any of the equipment of the Photographer, it will result in the early or immediate departure of the Photographer. The Client understands that in such an event, no refund will be given.
    Desired scenes *
    The Client will provide The Photographers with a list of suggested photographs that they desire in advance. While every attempt is made to accommodate the Client’s desired list of photographs and create the best images possible, no particular image is guaranteed. The Photographer’s are equipped to handle most low-light situations. In situations where flash photography is prohibited or is deemed to be unsafe, the Client agrees to accept the Digital Images as-is, given the technical limitations of low-light photography.
    Completion Schedule *
    The Client agrees that no part of the Event Package, including previews (if any) will be delivered until the Outstanding Balance is paid in full. Digital copies will be given to the Client after the Event, in the form of an Online Photo Gallery, or other medium, assuming the Outstanding Balance has been paid
    Payment *
    The Client agrees that the Reservation Deposit is required at the time of signing the contract and the Outstanding Balance is due on the day of the Event, or on the Outstanding Balance Due date in the Event Package Summary, if specified.
    Penalty Fees and Charges *
    There is a $150 charge for payments returned by the bank for any reason. There will be a $50 late payment fee for any payments that are not postmarked or delivered to the Photographer by the required date.
    Right of Withdrawl *
    The Photographer’s discovery of new information, changes, or other factors tending to circumvent its policies could result in its withdrawal. Non co-operation; changes of locations, facilities or times available; missed appointments; bad or returned cheques, or late payments are examples of contributing factors. Should the Photographer initiate the withdrawal, all fees and deposits will be returned, excepting fair market value for all services/products already provided. In case of withdrawal, $150 an hour is billed for all photography services already provided, and $150 an hour is billed for all other services, consultations, and all travel time, rounded up to the nearest half-hour. If the Photographer withdraws -- the Client will not be billed for any services in excess of their deposits (except if deposit was in form of returned cheques).
    Limit of Liabitlity *
    In the unlikely event of severe medical, natural, or other emergency it could be necessary to retain a different photographer. The Photographer will make every effort to secure a skilled replacement photographer. If the situation should occur and a suitable replacement is not found, responsibility and liability is limited to the return of all payments received for the Event Package. The Photographer takes the utmost care with respect to exposure, transportation, and processing the photographs including using professional grade equipment and professional grade backup equipment. However, in the unlikely event those photographs have been lost, stolen, or destroyed for reasons within or beyond the Photographer’s control, the Photographer’s liability is limited to the return of all payments received for the event package. The limit of liability for a partial loss of originals shall be a prorated amount of the exposures lost.
    Non-Guarantee *
    Although every possible care will be taken to produce photographs of all important and special moments during the Event, the Photographer cannot place an unconditional guarantee on the above. The Photographer will not be held responsible for any ruined photographs due to guests’ (or any other) flashes; or any other ruined photographs due to any other cause in or outside of the Photographer’s control.
    Performance *
    The performance of this contract on behalf of the Photographer shall be contingent upon acts of God, flood, f i re, warfare, government laws or regulations, electrical failure, strikes by suppliers, and / or conditions beyond its control
    Severability *
    If any provision of this agreement is held to be invalid or unenforceable under the law, the validity of this agreement as a whole shall not be affected, and the other provisions of the agreement shall remain in full force and effect.
    Arbitration *
    Any controversy or claim arising out of or relating to this contract, or the breach thereof, shall be settled by arbitration, administered in accordance with the Commercial Arbitration Rules of the American Arbitration Association, administered by a licensed Arbitrator in the jurisdiction closest to the Photographer’s office and the arbitration award may be entered for judgment in any court having jurisdiction thereof. Notwithstanding the foregoing, either party may refuse to arbitrate when the dispute is for a sum less than $200. In no event shall an award in an arbitration initiated under this clause exceed the contracted price of the controversy in dispute

    C. Proofs*

    - A minimum of 20 fully edited proofs will be available in a private viewing within three weeks of session date unless otherwise specified. Per Client's request proofs will be uploaded to a private-password protected gallery for additional ordering for a period of two weeks.

    D. Retouching*

    All viewed proofs will be edited and minor touch-ups are provided with every session.
    Basic editing, such as removal of blemishes, scars, and softening under eye circles.
    Artistic editing at photographer’s discretion.

    I agree

    E. Ordering*

    Payments are due at the time of ordering. Online gallery orders are due within 14 days of proofs being uploaded into the gallery. After 21 days, proofs will be removed and a fee of $25 will be applied to reopen the gallery for two days. After one month, unordered images are removed from the Photographer's hard drive.

    I agree

    F. Copyright*

    AJ Photoz retains the copyrights to all images created during your session(s). A print release will be offered for digital purchases to print portraits for your own personal use. The print release does not allow publication of your portaits (i.e. entering into contests), selling or altering your images without the Photographer's permission. Portraits and digital images may not be scanned, copied, edited, or reproduced in any way. Violating copyright laws is a federal offense and violators of this Federal Law will be subject to its civil and criminal penalties.

    I agree

    G. Liability*

    The Photographer is not responsible for any injury to the Client or Client's photographic party. Clients will be responsible for their children and themselves and release the Photographer from any claims.

    I agree

    H. Damage*

    The Photographer is not responsible for the damage of prints or products after delivery. If damage is noted, it must be be brought to the Photographer's attention within one week of delivery. Client assumes full responsibility for the safety of their prints or products. All products sent via US Mail will be insured and require delivery confirmation.

    I agree

    I. Archive*

    All unordered images maybe destroyed except as needed for promotional purposes once the initial order is placed, and ordered images maybe destroyed after 6 months. The Photographer is not responsible for loss or damage to the digital files due to circumstances beyond her control.

    I agree

    J. Courtesy*

    The Photographer will be the only photographer at any photo session(s) that are booked. No other cameras (including cell phones) or videotaping is allowed. The Photographer will not continue if there are other cameras or videotaping during the session.

    I agree

    K. Other Terms and Conditions*

    • AJ Photoz reserves the right to use images created under this contract for advertising, display, publication or other purposes. The client signing this contract warrants that he or she has actual authority to agree to the use of the likeness of all persons included in the portrait in this manner and shall indemnify and defend AJ Photoz in the event of litigation arising out of such use. Negatives, digital files and reviews remain the exclusive property of AJ Photoz.
    • In the event AJ Photoz is not able to provide services on your scheduled date and time due to fire or other casualty, strike, act of God, or other cause beyond the control of the parties,or due to the Photographer’s illness or emergency, your session will be rescheduled or your session fees refunded. This would only be if absolutely necessary and is not expected to be a possibility.
    • AJ Photoz shall have no further liability with respect to the contract. This limitation on liability shall also apply in the event that photographic materials are damaged in processing, lost through camera or media malfunction, lost in the mail, or otherwise lost or damaged without fault on the part of the Photographer. In the event AJ Photoz fails to perform for any other reason, AJ Photoz shall not be liable for any amount in excess of all monies paid.
    • Client is aware that color dyes in photography may fade or discolor over time due to the inherent qualities of dyes, and client releases AJ Photoz from any liability for any claims whatsoever based upon fading or discoloration due to such inherent qualities.
    • The charges in the contract are based on AJ Photoz’s Price List. This price list is adjusted periodically and future orders shall be charged at the prices in effect at the time when the order is placed. Price list does not include sales tax, unless explicitly stated.
    • This contract incorporates the entire understanding of the parties and is governed by the laws of Loudoun County, Virginia. Any modifications of this contract must be in writing and signed by both parties.

    I agree

    Who can we thank for referring you to AJ Photoz?

    Selecting "I agree" for the remainder of this contract serves as your digital signature.

    Use your mouse or touchpad to draw your signature into the box below. *