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Wedding Photography Contract Summary & Tips
We all remain busy throughout the daily routines in life. Working in the wedding industry is no exception. It is a fast-paced industry and a little bit hectic. However, it is worth taking some a minute to perfect your wedding photography contract to be sure you are protected while your business continues to flourish and make its mark in the world of wedding photography. Remember, work smarter, not harder. It is crucial to implement a wedding photography contract that sets out the terms of the agreement between you and the wedding party. It should set the agreed-upon costs, location, and dates. More importantly, a wedding photography contract will help shield you in case of any issue that should arise, and the agreement can easily be referred to in an effort to settle any dispute and provide clarity. Here’s what we have complied in the contract for wedding photography services to help your business run a little more smoothly, and eliminate another worry:
- A detailed description of services and all associated costs
- Dates, venue, and cancellation process
- Copyright and reproduction of photo rights.
- Breakdown of fees and any deposit required.
- Accurate contact information and names of all parties to the contract.
Important Items to Cover in a Wedding Photography Contract
Date(s) and Venue(s)
One of the key elements is the dates and venue. The parties must have a clear understanding and agreement on the wedding date and location of the planned photography.
Services
This is the part of the contract where you want to be as detailed as possible. Describe the services you will perform. Anything agreed on outside of the contract may not be enforceable, so it is imperative to provide a detailed description of your intended services. If the parties agree to pre-wedding photography sessions, rehearsal dinner shoots, or post-wedding sessions, detailed descriptions of each need to be a part of the contract. There may be additional services you would like to include, don’t hold back, make sure that is listed as well.
Who to Contact
A wedding day can be a day of sheer chaos. Be sure to obtain the contact information for the couple and any other relevant contact (i.e., wedding planner) so that you can easily reach them. With that said, provide your contact information as well so the parties can rely on open communication.
Rights and Reproduction
It is important to determine the clients’ usage of the photographs taken and explain their rights and your rights. It is worth considering if you plan to keep the printing rights after proving the couple with proofs and establish how they are permitted to use the photographs.
Promotional Rights and Model Release
If you plan to add the photographs to your portfolio for marketing purposes, be sure to include a model release to protect yourself while preserving the rights of the individuals in the pictures.
Rundown of the Fees
A well-crafted contract should include a breakdown of the associated fees, including the deposit amounts and payment schedule. You may want to include specific payment stipulations in the event of a cancellation of the retainer or a change of venue or change of the day of the event.
Deadlines
After the wedding, the couple will be eager to view the photographs of their big day. To hinder daily calls, it is not a bad idea to include the date you plan to turn over the pictures. The contract should specify how you plan to deliver your work and through what media. For example, if you plan to send the photos via email, be sure to list that clearly.
How do I get it signed?
Since planning a wedding can be fast-paced, a secure method to get your wedding photography contract signed is online. Online signatures of the parties to the agreement are legally binding. This is a convenient way to expedite the process and checks another thing off your to-do list. You can use ApproveMe.com to ensure you have a legally binding signature that is super-fast and easy for both parties.
Common Mistakes to Avoid
You are a busy entrepreneur, and we are here to help you stress less. However, there are a few common mistakes that you should be aware of:
- Be sure that all parties to the agreement have signed and dated the agreement in all the designated places. Remember, you also need to sign the contract.
- If there are any additions to the contract, be sure to get those in writing. Oral agreements outside of the contract may not be enforceable, so be sure that you provide a clear description of your services so you can satisfy the couple’s expectations.
- Clearly outline the services you intend to provide. This can include any pre-wedding photography sessions, rehearsal dinner photographs, wedding day specifics, and reception photographs. This is also an ideal spot to include any details the couple would like to incorporate, such as poses for the couple, bridal party, etc. You should discuss and memorialize your plans for each session to confirm you and the couple are on the same page.
- Not only do you want to include the dates and venue, but specify the actual times of the planned sessions.
- Not all weddings go as planned, so a cancellation policy should be a part of the contract as well as any refund stipulations as in who is entitled to what and under what circumstances.
- Specify all the costs. This includes the deposit and remaining balance. Set clear due dates for each. It also does not hurt to add that there may be additional fees if the couple and photographer agree to the upgrades. Again, any upgrades should be in writing and signed by all parties to the contract.
- Both parties should be able to cancel the contract at any time. However, you can add circumstances/timeframes where one party or the other is either subject to a refund or a penalty.
- Keep the contract reasonable. It is not wise to include excessive cancellation fees or other unnecessary exuberant costs. If it ever escalated to legal action, a judge may determine that those inclusions to be unconscionable, which is a fancy word for unreasonable. A judge may ultimately decide that certain parts of the contract are unenforceable.
Additional Wedding Photographer Resources
How to Make a Wedding Photography Contract your Own
No two wedding photography contracts will be identical because each couple will have different needs and various requests. You can make your wedding photography contract your own by adding your logo or unique design that portrays your business’s essence. Since no contract will be the same, something else to consider is working a less traditional wedding. Depending on the circumstances, you can alter the contract by including “Bride 1” and “Bride 2” or “Groom 1” and “Groom 2.” The varying circumstances, you and your clients, can work to alter the contract to fit their needs best.
How to market your wedding photography business
There are many ways to market your wedding photography business, and it can seem like a troublesome task when you are just starting out. However, a few basic marketing techniques include a webpage, Facebook, and Instagram that show off your work and enhance your portfolio. There is no shame in a strong social media game! A good investment is SEO. While it may take some time to increase your web search ranking, there is no time like the present. An outstanding source for all things SEO is Flotheme. They have a complete SEO guide specifically for photographers, which is an awesome tool to educate you on web hosting strategies and the art of using hashtags.
How to invoice easily once your contracts are signed
There are many easy ways to invoice your clients once the contract has been signed. The below sites specialize in photography invoicing and are worth looking into:
Looking for more advice and tips on wedding contract templates?
- 6 clauses each contract should have
- Are electronic signatures legally binding for wedding photography?
Looking for more tips generally about wedding photography?
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Wedding Photographer Contract Template
This Wedding Photography Contract (hereinafter the “Contract”) is made this _______day of ________, ________ (hereinafter the “Effective Date”), and is executed by and between: _____________________________________________________ (the “Photographer”), AND The undersigned Bride and Groom (collectively, the “Clients,” or the “Couple”). WHEREAS, the Wedding Photographer is engaged in the business of providing wedding photography, coordinating, information and other related services; WHEREAS, the Clients wish to avail of such services from the Wedding Photographer on and during the months leading to the wedding date, in accordance with the terms and conditions of this Contract; NOW, THEREFORE, FOR ALL GOOD AND VALUABLE CONSIDERATION, the Wedding Photographer and the Clients hereby agree as follows: 1. Wedding. The date and location of the wedding, and reception, are defined in the attached Annex “A” labeled, “Wedding Information Sheet.” 2. Services. The Wedding Photographer shall coordinate with the Clients on all photography matters with regard to the Wedding and shall plan and discuss flow of the wedding as it shall happen on the wedding date. Specifically, the Wedding Photographer shall provide the services outlined in the “Services Specification Sheet” attached hereto and incorporated herein. The Clients may purchase additional services in accordance with the terms and rates set forth in the attached “Additional Services Sheet.” The Wedding Photographer shall have the right and entitlement to enforce all necessary actions in order to actualize all plans relating to the wedding photos, provided however that they consult with the Clients first and shall discuss all wedding photos for further approval and consent by the Clients. The Wedding Photographer and the Clients shall maintain constant and immediate communication with each other in cases of last-minute changes, modifications on any matter relating to wedding photography-related concerns. 3. Terms of Payment The Couple agrees to the following Payment Terms: Wedding Photographer’s Total Fee for Services: ___________________________________ Non-Refundable Deposit: _____________________ *The Non-Refundable Deposit is due upon execution of this Contract Remaining Balance (Due on Day of Wedding): ______________________________________ The Wedding Photographer accepts the following methods of payment: _________________________________________________________________________ Should the Couple request any additional services not in this Contract, it shall be approved by the Wedding Photographer and placed in writing. Any additional services agreed to and additional fees that shall follow are due on the date of the Wedding. 4. Consideration. For the Wedding Photographer’s performance of wedding coordination and planning services to the Clients in relation to the wedding specified in the “Wedding Information Sheet,” the Clients shall pay to the Wedding Photographer the above-referenced amounts. 5. Clients’ Obligations The Clients acknowledges and agree to undertake the actions detailed below, as a condition precedent to the Wedding Photographer’s contractual obligations. As such, the Clients hereby agrees to: a. The Wedding Photographer will be allowed one _______ minute break at their own discretion and bathroom breaks when necessary. The Wedding Photographer shall be provided a meal for weddings lasting longer than five (5) hours. If a meal is not provided, the Wedding Photographer reserves the right to go off-site for a meal for _________minutes. b. Provide relevant information to assist the Wedding Photographer in the process, including but not limited to notice of important events at the wedding to give the Wedding Photographer adequate time to prepare. This may include the Bride and Groom’s first dance, the bouquet toss, toasts, or cutting of the cake, etc. c. Clients agree to keep the Wedding Photographer informed of any modifications, material change, and/or other changes and updates. The Clients will notify the Wedding Photographer of any contemplated date or location changes at least thirty (30) days before implementing said changes. In the case of a date and location change, the Wedding Photographer may not be available due to prior engagements but will try to accommodate to the best of their ability. d. Clients agree that the Wedding Photographer cannot be held responsible for wedding guests, attendees, and employees of the Clients which may hinder the Wedding Photographer while he/she is shooting or performing duties; failure to comply may result in uncaptured moments or fewer delivered images. e. Clients agree that no other professional photographer(s) will be hired by the Clients or located on site photographing the Clients during the Wedding or related events unless otherwise approved by the Wedding Photographer subject to this Contract. 6. Representations and Warranties. The Wedding Photographer represents and warrants to the Clients that all Services performed by the Wedding Photographer shall be done with due diligence and according to standard industry practice. 7. Copyright and Reproduction The copyright of the photographs subject to this Contract is always retained by the Wedding Photographer. Sale, publication, or any other commercial use is strictly prohibited without the prior written consent of the Wedding Photographer. This provision also encompasses social media, including but not limited to, Facebook, Instagram, Twitter, and any blog or anything of the like. If a photo subject to this Contract is published it must have a caption crediting the Wedding Photographer. The Clients agree that they will not alter the Wedding Photographer’s photographs that are posted in a public manner or on the internet. The Clients are responsible for any family member or friend who posts any photos subject to this Contract online and agrees that they shall not be cropped edited or altered in anyway without express permission from the Wedding Photographer. 8. Promotional Rights and Model Release Clients grant the Wedding Photographer and his/her successors, legal representatives and assigns the irrevocable and unrestricted right to use and alter the material for commercial, promotional, marketing, competition or other purposes without compensation and hereby release and shall hold harmless the Wedding Photographer and his/her successors, legal representatives and assigns from all claims or liability resulting from or associated with the use of the material. Client agrees not to sell any of the files or prints without written permission from the photographer. The Clients acknowledge and agree that they are singing a model release to allow the use of the photographs of the Couple and all other parties pictured at the wedding for the Wedding Photographer’s business purposes. 9. Indemnification. The Clients will hold harmless and indemnify the Wedding Photographer against any and all claims and actions arising out of the activities related to the Wedding, or resulting from the activities during the Wedding ceremony and reception, including, but not limited to any related events arising from this Contract. If for any reason, the Wedding Photographer or his or her assistants feels threatened or unsafe due to, but not limited to negligence, unruly guests, or weather on the day of the Wedding, the Wedding Photographer can refuse to provide services and may leave the premises without repercussions. In this event, the Wedding Photographer will be entitled to keep the entirety of the Wedding Photography Fee and seek immediate payment of any unpaid portion of the Wedding Photography Fee. 10. Cancellation. Clients may cancel this Contract, in writing, for any reason. If the wedding is canceled, refunds are limited to unearned fees (as defined herein), funds in excess of unused or non-refundable fees and out-of-pocket expenses. In the event the wedding is canceled, the Wedding Photographer Fee will be deemed earned for the actual time the Wedding Photographer has dedicated to the Clients and the wedding. Upon cancellation, the Clients will be entitled to a refund of any monies paid, except for the non-refundable deposit. The Wedding Photographer may cancel this Contract at any time. In such event, the Wedding Photographer must provide a comparable replacement Photographer, subject to Couple’s express consent. If the Couple would not like to use the replacement provided, the Wedding Photographer shall refund all monies previously paid by the Couple, including the non-refundable deposit. In the event of cancellation, the Clients and the Wedding Photographer shall agree and declare in writing that this Contract has been terminated and will no longer remain in effect. All outstanding obligations of the Wedding Photographer to the Clients shall be deemed void and invalid. 11. Termination. This Contract shall naturally terminate on the Wedding Date, and upon the completion of the Wedding Photographer’s performance of all duties and obligations toward the Clients. 12. Confidentiality. Any and all parts of this Contract, including all attachments hereto, shall be strictly construed and considered confidential in nature. Neither the Wedding Photographer nor the Clients shall have the right and entitlement to disclose any information and detail in relation to the Contract and the Services herein represented and embodied. Such disclosure shall be considered a material breach of this Contract and shall be subject to further action by the aggrieved party. 13. Dispute Resolution and Legal Fees. In the event of a dispute arising from this Contract, the parties agree to engage in mediation, each party responsible for their own separate cost. If the mediation is unsuccessful, the parties may pursue legal action whereby the prevailing party shall be entitled to any and all legal fees, including but not limited to attorney’s fees and others deemed appropriate by the court. 14. Waiver, Amendment or Modification. No waivers, amendments and/or modifications to this Contract shall be deemed valid and/or binding unless expressed in writing and agreed upon and signed voluntarily by both the Wedding Photographer and the Clients. 15. Severability. Any invalidity, in whole or in part, of any provision of this Contract shall not affect the validity of any other of its provisions. 16. Act of God. If an act of God, such as a fire, flood, earthquake or other natural calamity shall cause the Clients to cancel the wedding, the Clients will be entitled to a refund, which shall be to unearned fees (as defined herein), funds in excess of unused or non-refundable fees and out-of-pocket expenses. In the event the wedding is canceled due to an Act of God, the Wedding Photographer Fee will be deemed earned for the actual time the Wedding Photographer has dedicated to the Clients and the wedding. In such event, refunds are limited to unearned fees (as defined herein), funds in excess of unused or non-refundable fees and out-of-pocket expenses. In the event of cancellation due to an act of God, the Clients and the Wedding Photographer shall agree and declare in writing that this Contract has been terminated and will no longer remain in effect. All outstanding obligations of the Wedding Photographer to the Clients shall be deemed void and invalid. 17. Assignment. This Contract may only be assigned by the Wedding Photographer to a successor in business of essentially all assets of the Wedding Photographer. Otherwise, the same may not be assigned to any third party. 18. Nature of Relationship. The relationship created and embodied in this Contract is of Service Provider (the Wedding Photographer) and Customer (the Clients). No provision in this Contract shall constitute an understanding that the relationship of both parties is by nature employer and employee. 19. Applicable Law. This Contract shall be governed by the laws of the State of ______________ applicable to Contracts negotiated, executed and performed wholly within the State of ________________. 20. Captions. All marginal headings and numbers to the articles, sections, and subsections in this Contract are for the sole purpose of convenience of reference and shall not in any way affect the construction or interpretation of this Contract. 21. Entire Contract. This Contract constitutes the entire Contract by and between the Wedding Photographer and the Clients, and supersedes all prior communications, understandings, representations, and Contracts, either written and/or oral, with respect to all matters covered in the Contract. IN WITNESS WHEREOF, the parties have executed this Contract on the day and year first above written. ___________________________________ Date: _______ Wedding Photographer ___________________________________ Printed Name __________________________________ Date: _______ Bride, Client ___________________________________ Printed Name __________________________________ Date: _______ Groom, Client ___________________________________ Printed Name Annex “A” WEDDING INFORMATION SHEET CLIENTS INFORMATION Bride Name: Bride Email Address: Pre-Wedding Address: Bride Telephone Number: Groom Name: Groom Email Address: Post-Wedding Address: Groom Telephone Number: WEDDING INFORMATION Wedding Date: Estimated Number of Guests: Name and of Ceremony: Start Time: End Time: Name and Location of Reception: Start Time: End Time: Other Wedding Details: Wedding Photographer Information: Name: ___________________________ Address: _________________________ _________________________________ Phone Number(s): Email Address: _________________________________ _________________________________ Other Important Contact Information: Annex “B” SERVICES SPECIFICATION SHEET The Wedding Photographer agrees to provide the following services: a. Pre-Wedding Services: _____________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ b. Wedding Rehearsal Services: _______________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ c. Wedding Day Services: ____________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ d. Additional Information and/or Services Requested: _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ Photographer Responsibilities The Wedding Photographer shall perform the Services and deliver the Photographs to the Clients in a timely manner in the formats and media, and to the address, set forth pursuant to the terms listed in Annex B. Format/Media for Delivery: a. The Wedding Photographer will deliver the photographs to the Couple in the following format(s): _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ b. The Wedding Photographer will deliver all the photographs: [ ] Digitally to ______________________________________________________________ [ ] Physically to _____________________________________________________________ [ ] Other to ______________________________________________________________ Final Due Date: __________________
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