WEDDING PHOTOGRAPHY CONTRACT & TERMS AND CONDITIONS
This Contract is entered into on this ______ day of __________________, 20__, by and between:
The Client(s): ______________________________________________________
The Photographer: Will Tudor trading as Thorn Valley Studios, The Barn, Farlacombe Farm, Bickington, Newton Abbot, TQ12 6PD.
1. Core Assignment & Fees Wedding Date: ______________________
Total Agreed Price: £______________________ (as outlined in the attached email correspondence, which forms an integral part of this Contract).
Booking Fee (Deposit): £250.00 (Due upon signing).
Remaining Balance: £______________________ due on or before ______________________.
2. Schedule and Coverage The photographic coverage will be structured as follows:
● Photographer Arrival / Getting Ready: ___________ hrs at (location): _______________________________________________________________________________
● Ceremony Time & Location: ___________ hrs at (location): _______________________________________________________________________________
● Reception & Wedding Breakfast Location: _______________________________________________________________________________
● Photographer Departure: No later than ___________ hrs
● Maximum Attendance Time: Up to 14 hours maximum. TERMS AND CONDITIONS
3. Entire Agreement These terms constitute the full agreement between Thorn Valley Studios and the Client. No variation, modification, or verbal promises shall be effective or legally binding unless mutually agreed upon and confirmed by both parties in writing.
4. Booking Fee & Cancellation Policy
● Securing Services: The Booking Fee of £250.00 is required to secure the Photographer's time and services for the specified date.
● Cancellation by Client: All cancellations must be submitted in writing. In the event of cancellation by the Client, the booking fee is generally non-refundable, representing the reasonable administrative costs and lost booking opportunities suffered by the Photographer. ● Late Cancellations: If the Client cancels the contract less than 12 weeks prior to the wedding date, the Photographer reserves the right to charge a percentage of the remaining balance proportional to the likelihood of rebooking the date. If cancelled within 4 weeks of the date, the balance may be demanded in full to cover lost earnings that cannot be mitigated.
● Postponements: If the wedding is postponed to a later date, Thorn Valley Studios will transfer all paid fees to the new date at no extra charge, subject to the Photographer’s availability. If the Photographer is already booked on the new date, it will be treated as a cancellation by the Client.
5. Payments & Deliverables
● Balance Clearance: The final balance must be cleared by the date specified in Clause 1. Thorn Valley Studios will not deliver any photographs, digital files, albums, USB sticks, or additions until all outstanding payments are received in full.
● Optional Extras: Payment for prints, digital storybooks, acrylic panels, canvas prints, or other post-wedding additions must be paid for in full at the time of ordering.
● Overtime Hours: Any additional attendance hours beyond the maximum 14 hours (requested by the client on the day) will be charged at £75.00 per hour (or part thereof). This balance must be paid at or before the post-wedding delivery meeting.
6. Price Stability
All prices for the agreed package are fixed upon the signing of this Contract. However, if external economic changes beyond the Photographer’s control occur prior to the wedding (such as sudden, significant price increases from third-party print labs or material suppliers), the Photographer will inform the Client within 21 days of becoming aware of the changes to discuss adjustments.
7. Exclusive Photographer
The principal photographer will be Will Tudor. He shall be the only professional stills photographer permitted to operate at the wedding for financial gain or commercial purposes. Professional videographers are permitted, subject to prior arrangement and coordination.
8. Digital Images & Technical Accuracy
● Image Sizing: All print and image sizes provided are nominal.
● Colour Matching: The Photographer will provide a pleasing, professional colour balance. However, exact color replication cannot be guaranteed due to potential anomalous reflectance caused by certain synthetic dyes, man-made fabrics, or lighting conditions which differ from how the human eye perceives colour.
● Curation: The final number and aesthetic style of photographs delivered to the client shall be determined by the Photographer’s professional judgment.
9. Creative Licence
The Photographer is granted full artistic and creative licence regarding the poses photographed, photographic styles, and locations used. The volume and style of images are subject to weather conditions, time constraints, and the willingness/cooperation of the clients and their guests. While every reasonable effort will be made to accommodate specific photo requests, no specific group arrangement, location, or background is guaranteed.
10. Data Protection, Privacy & Display Consent In accordance with the UK GDPR and the Data Protection Act 2018:
● The Photographer may use images from this contract for studio displays, portfolios, literature, professional competitions, and exhibitions. ● Digital & Social Media Marketing: The Photographer will seek the explicit, unambiguous consent of the Client before publishing images on public websites, social media channels, or advertising campaigns. The Client has the right to withdraw this marketing consent at any time by giving written notice.
11. Retouching & Editing
Standard professional editing and color correction are included in the package. Extensive digital manipulation, object removal, structural changes, or bespoke artist finishing are available as optional extras and will be quoted separately.
12. Reorders
All subsequent print or album reorders shall be treated as an extension of this contract. To avoid errors, all reorders must be submitted in writing.
13. Copyright (Copyright, Designs and Patents Act 1988)
The copyright of all images created under this contract remains strictly with Will Tudor / Thorn Valley Studios. It is a violation of the Copyright, Designs and Patents Act 1988 to copy, scan, screen-grab, or reproduce these images mechanically or electronically without the express written permission of the Photographer. All digital raw files and originals remain the sole property of the Photographer.
14. Usage Licence for Digital Images
Images supplied on the USB Memory Stick (High-Resolution JPEG format) are licensed to the Client for personal use only. This includes printing for personal use, archiving, and sharing electronically with close family and friends. It does not permit commercial use, resale, or sub-licensing to third-party vendors. Extended family and guests may view and purchase verified prints via the secure, password-protected 'Client Area' on the Thorn Valley Studios website.
15. Third-Party Printing Disclaimer
Thorn Valley Studios uses calibrated professional printing labs. The Photographer accepts no responsibility or liability for the print quality, compression artefacts, or colour distortion of images printed by the Client via third-party printers, high-street processors, or consumer kiosks.
16. Photographer Absence or Illness
In the highly unlikely event that the assigned Photographer is unable to attend due to illness, injury, or unforeseen emergency, Thorn Valley Studios reserves the right to appoint an alternative professional photographer of equal competence to shoot the wedding on their behalf. If a suitable replacement cannot be sourced, liability is limited as per Clause 18.
17. Travel, Subsistence & Accommodation
● Travel Expenses: For venues located outside a 50-mile radius of TQ12 6PD, travel costs will be billed at the rate of fuel on the date of the event, fairly by the amount used. Receipts can be provided upon request..
● Overnight Stays: Where the logistics of the wedding require an overnight or extended stay (within the UK or abroad), the Client agrees to either book modest, reasonable hotel accommodation for the photographer or reimburse the costs upon proof of receipt.
18. Limitation of Liability
In the unlikely event of total photographic failure, equipment malfunction, digital media corruption, or cancellation of this contract by either party, the total financial liability of one party to the other shall be strictly limited to the total monetary value of this contract. Neither party shall be liable for indirect, incidental, or consequential financial losses.
19. Force Majeure
Neither party shall be held liable for failure or delay in performing their obligations under this contract if such failure arises from circumstances beyond their reasonable control, including but not limited to: acts of God, extreme weather events, war, government-mandated restrictions, strikes, national emergencies, or pandemics.
20. Complaints & Dispute Resolution
● Notice Period: Any complaints regarding the delivered service or images must be submitted in writing to the Photographer within 21 days of receiving the final image gallery.
● Alternative Dispute Resolution (ADR): In the event of an unresolved dispute, both parties agree to first seek mediation through an industry body such as the Society of Wedding and Portrait Photographers (SWPP) or the Royal Photographic Society (RPS) before escalating to legal proceedings.
21. Governing Law
This Contract is governed by, and shall be construed in accordance with, the laws of England and Wales. Both parties submit to the exclusive jurisdiction of the courts of England and Wales. SIGNATURES AND ACCEPTANCE By signing below, I/we confirm that I/we have read, understood, and accept all terms and conditions across this contract.
Client Signature: ______________________________________________________
Print Name: ___________________________________________________________
Date: _____ / _____ / 20___
Address & Postcode: _____________________________________________________________________________________
Photographer Signature: __________________________________________________
Date: _____ / _____ / 20__
PAYMENT METHOD [ ] Tick here if paying by BACS