General Business Policies & Procedures
Terms & Conditions
Section 1. Payments & Timelines
A. TIMELY PAYMENTS
To help us continue providing you with excellent service, we require that you make all payments according to the schedule and terms outlined in section C (Investment Terms).
We kindly request that the Client keeps up with the scheduled payments, as any delay in payments could cause a delay in the wedding planning.
We understand that life can be unpredictable, and sometimes payments may be missed. Therefore, if full payment is not made within 3 business days of the schedule outlined in section C (Investment Terms) along with a late penalty of $100, we'll apply a small late fee of 2% of the outstanding balance, which will accrue daily starting from the day after the payment was due. We appreciate your understanding in this matter.
If the outstanding balance, including any late fees, isn't paid within 5 business days of the due date, we will pause services until payment is fulfilled. We’ll resume work once the balance is cleared.
In the unlikely event that your outstanding balance remains unpaid for more than 10 business days after the initial due date, we may terminate the agreement. Any reservation fee payments will be deemed as earned compensation and non-refundable if this happens. We may hold onto any work completed or in progress until full payment is received. We hope it doesn't come to this, but we appreciate your understanding.
B. NAVIGATING EVENT TIMELINES
We're committed to capturing your wedding day within the timeframe outlined in this agreement, and we appreciate your cooperation in making that happen! Here's what you need to know about navigating timelines:
If unforeseen circumstances or changes in the wedding day schedule arise, we may need to modify the timeline. If this happens, we'll discuss the situation with you and agree on the best action to ensure we capture all the important moments of your day. We'll confirm any timeline changes with you to ensure we're all on the same page.
If you need to pause the wedding photography coverage, you can notify the photographer. However, please understand that this may impact the overall coverage and the photographer's ability to capture certain events or moments.
To ensure that we meet our wedding day timeline commitments, it's crucial that you provide any necessary information, such as family photo lists or special requests, at least 4 weeks before the wedding date. We will also respond to any questions or concerns within 2 business days. Timely communication from you is essential to keeping the wedding day running smoothly.
We understand that sometimes things can get hectic during the wedding day. However, if we cannot complete our coverage due to significant delays or changes in the schedule, we may need to adjust the coverage or services provided. In such cases, we will discuss the situation with you and find the best solution to ensure we capture as much of your special day as possible.
We understand that wedding timelines can sometimes run behind schedule, but it's important to us that we maintain the coverage time we've contractually agreed upon. Our photographers cannot extend their coverage beyond the contracted hours, even if the event runs late.
When our contractually obligated coverage time ends, we will complete the final scheduled photo sessions and then depart. This allows us to fulfill our commitment to you while ensuring our team can manage their schedules and remain fresh throughout the event.
If we cannot complete our coverage due to circumstances beyond our control, such as extreme weather conditions or venue restrictions, we will work with you to find an alternative solution. This may include rescheduling a portion of the coverage.
C. EXPANDING WEDDING COVERAGE SCOPE
We understand that your wedding day plans may evolve, and you might want to expand the scope of your photography coverage. If you have any additional photography services that you would like us to provide beyond what's included in this agreement, we'll be happy to discuss them with you.
If you want to change the scope of the wedding photography coverage, please provide your request in writing. We will review the changes and provide an updated timeline and price estimate for your approval.
Please remember that any extra photography services will be charged separately, and we'll provide you with a clear estimate of the additional investment. We want to ensure that you know what to expect and that we stay within your agreed budget.
If we discover additional coverage hours are needed during your wedding day, each additional hour will be priced at $400.
If you request additional products, such as extra prints or albums, we will provide you with a price list and obtain your written approval before proceeding with the order.
We'll always ask for your written approval before adding additional expenses to your bill. You'll be expected to pay for these additional services or products before we begin working on them or placing orders.
D. INTELLECTUAL PROPERTY
We will own the copyright to all the photographs we capture as a result of this Agreement. We also reserve the right to use your wedding photos in our portfolio, website, and other promotional materials, as outlined in this contract's "Client Consent for Promotional Use of Testimonials and Images" section.
Once fully paid for your wedding photography package, you will receive a non-exclusive, unlimited personal use license to print, share, and display the edited, high-resolution digital files for non-commercial purposes. This license does not include the right to sell or use the photographs for commercial gain.
You may use the photographs for your purposes, such as printing, sharing on social media, and creating personal albums or keepsakes. Please tag us so we can reshare your photos!
We kindly require that if you submit the photos to online or print media outlets, you credit the photographer and include a link to our website or social media profiles. Failure to comply will result in a fine of $100 per photo per publication.
We require that you ensure that any personal items, props, or decorations you provide for us to photograph do not violate copyright laws. By doing so, you'll help us create wedding photographs that are fully compliant with intellectual property laws.
If you wish to use the photographs for commercial purposes, such as in advertising or product promotion, you must obtain our written permission and potentially pay an additional licensing fee, depending on the nature and scope of the intended use.
Section 2. Collaboration Expectations
A. COMMUNICATION EXPECTATIONS
Clear communication and collaboration are vital for a successful wedding. You can reach us through email at . Our business hours are Monday to Friday, 3 pm – 8 pm PT. You can expect a response from us within 2 business days.
We request that the Client designate one point of contact for communication with us to ensure efficiency and clarity. We will communicate primarily through email and expect a response to any of our inquiries or requests for feedback within 2 business days. This will enable us to move forward with the photography planning promptly and efficiently.
We will use 17hats as our primary mode of communication with you. Additionally, we may use tools such as Dropbox, Google Drive, on WeTransfer to collect necessary content, files, or assets for the wedding photography. We'll provide instructions and assistance to ensure you can easily access and use these tools. If you have any concerns or difficulties with these tools, please let us know, and we'll work together to find an alternative solution.
B. EXCLUSIVE PHOTOGRAPHY
To ensure the best possible coverage and a cohesive style for your wedding photos, we kindly request that you designate us as your exclusive official photographers.
We request that you do not engage or permit another party to provide professional photography services during the wedding, similar to the services we provide, without our prior written approval. This includes social media wedding content creators.
While your guests are welcome to take their photos, we ask that guests or any other hired professionals refrain from interfering with our shooting unless given express permission by our team. This allows us to capture every special moment without disruption and create a stunning image collection that tells your unique love story.
If the actions or presence of any guests, wedding party members, or other hired photography/videography professionals interfere with our ability to capture high-quality images, we cannot be held responsible for any subpar photos that may result. Our priority is to deliver the best possible coverage, but we rely on your cooperation and that of your other vendors to achieve this.
By agreeing to this, you also hold us harmless from any fines, claims, damages, or expenses arising from the services performed by any additional professional photographers you hire with or without our prior written approval.
If any unauthorized photographers are hired, we reserve the right to terminate our services immediately, keep all payments made, and be reimbursed for any travel expenses.
C. KEEPING YOUR PHOTOGRAPHERS FUELED AND RESTED
To keep our energy levels up and our creativity flowing, we kindly ask that you provide us with guest meals and a dedicated 30-minute break to eat during the events’ designated meal times.
If your event is more than 50 miles from our home base of Seattle, WA and our photography coverage is set to go past 8:00 PM, please reserve and pay for 1-2 hotel rooms for us on the night(s) of the event.
If your wedding or any related photography services require us to travel out of state, we'll work together to factor in all the associated travel costs, like airfare, lodging, transportation, and meals, into your overall booking price. We believe in being upfront and transparent about these additional expenses, so we'll discuss and agree upon them before we finalize your booking.
D. RESCHEDULING
We understand that wedding planning can be unpredictable, and sometimes, unexpected things happen. If, for any reason, you need to reschedule your wedding, please let us know in writing via e-mail.
We'll work with you to reschedule your wedding photography coverage to the next available date within 12 months of the original date. We'll keep you informed every step of the way so that you know what to expect.
However, if we've rescheduled your wedding photography coverage once and you want another wedding date, we may need to discuss adjusting the scope of our services or potentially terminate the agreement. We know this isn't ideal, but we want to be fair to all our clients and ensure we can allocate our time and resources effectively.
Please note that any non-refundable fees you initially paid will be retained as compensation for the time and resources we've allocated to your wedding photography coverage.
If we cannot reschedule your wedding photography coverage or come to a mutually agreeable solution, we may need to terminate our agreement. In this case, we will refund you 50% of any payments, excluding the non-refundable reservation fee.
E. LOCATION SCOUTING AND PERMITS
We want to capture your love story in the most beautiful and meaningful locations possible! If you have your heart set on a particular spot for your wedding photography, we'll do our best to make it happen. Here's how we'll tackle location scouting and permits:
If permits or licenses are needed, we'll make every reasonable effort to secure them. We'll fill out applications and follow up with the appropriate authorities to ensure we have all our ducks in a row. You agree to reimburse us for any license or permit fees.
While we'll do everything we can to secure the necessary permits and licenses, we can't make any absolute guarantees. Sometimes, despite our best efforts, we may not be granted permission to shoot in a particular location. But don't worry—we'll always have a backup plan and work with you to find an equally stunning alternative!
If your ceremony is in a church, synagogue, or other sacred space, the client must secure permission from the relevant officials to photograph the ceremony. We understand that these venues may have specific rules and regulations regarding photography, and we want to ensure that we respect their policies. Please let us know if there are any special guidelines or restrictions we should be aware of, and we'll work together to find the best way to capture your ceremony while honoring the sanctity of the space.
We know that weather can be unpredictable, especially when it comes to outdoor photoshoots. If rain is in the forecast, we'll come prepared with a list of indoor and outdoor location options that will still capture the essence of your vision.
We believe in keeping you informed every step of the way. We'll update you on our progress with location scouting and permitting and be honest about any challenges or roadblocks we encounter. Together, we'll make decisions prioritizing your vision while staying within the boundaries of what's legally and logistically possible.
E. LONG-TERM IMAGE PROTECTION AND STORAGE
We will deliver your final, edited wedding images within 4-12 weeks of your wedding date via an online gallery and/or other agreed-upon methods, as specified in your wedding photography package.
Once we have delivered your images and 30 days have elapsed, please note that we are no longer responsible for protecting, storing, or maintaining them. You are responsible for downloading, backing up, and securely storing your images for long-term preservation.
While we strive to use reliable hardware and software for image delivery, we cannot guarantee these systems' long-term integrity or availability. We strongly recommend you download your images promptly upon receipt and create backup copies to ensure you have permanent access to your precious wedding memories.
In the event of hardware failure, software issues, or other technological problems beyond our control, we will make every reasonable effort to assist you in retrieving your images within the 30 days following image delivery. However, after this timeframe, we are no longer responsible for any loss of images or inability to access them due to these factors.
Section 3. General Legal Provisions
A. EQUIPMENT SAFEGUARDING:
We understand that accidents happen, and in the joyful exuberance of a wedding celebration, photography equipment may occasionally get damaged. In the unlikely event that any of our gear is damaged due to the actions of your guests or fellow vendors, we kindly request your assistance in making things right.
If equipment damage prevents us from completing our coverage of your special day, we may be unable to deliver planned photos and will not be held liable for our failure to perform our contractual duties. We'll capture as many moments as possible with our backup gear.
Should equipment repair or replacement become necessary, we require the client to reimburse us up to the fair market value of the damaged equipment.
B. PHOTOGRAPHER'S RIGHT TO TERMINATE AGREEMENT
We value our relationship and creative vision. We also uphold certain ethical standards. If a specific task or request doesn't align with these standards, we may need to find another mutually agreeable solution or refuse the task. If we cannot resolve this conflict, we may need to terminate our agreement, and you will not be entitled to a refund.
We are committed to providing a safe and respectful environment for our team and all clients. If the couple or their guests engage in any harassment or assault, whether physical or verbal, our coverage will immediately cease, and you will not be entitled to a refund. We have a zero-tolerance policy for such behavior, as the well-being and security of our staff and the people we serve are paramount.
C. PARTING WAYS (TERMINATION)
This agreement automatically terminates 10 days after all final deliverables are delivered and payment is paid in full.
We value our collaboration and hope to create an outstanding photography experience that meets your expectations. However, if any issues arise before the wedding day coverage begins, each party should inform the other party in writing so we can work together to resolve them within 10 business days. If the issue remains unresolved, we may terminate the agreement. We aim to part ways amicably.
In the event of termination, before wedding day coverage begins, we will refund 50% of the total investment you have paid up to 90 days before the wedding. We'll keep any non-refundable payments specified in our agreement to cover the missed opportunity cost of shooting another wedding. No refunds will be provided 90 days before the wedding to cover the missed opportunity cost of shooting another wedding.
If there are any outstanding payments for work completed up to that point, we require that you settle these payments as soon as possible. Once we receive full payment, we'll provide you with any completed work or work in progress within 10 business days. The Client will have the right to use the delivered work according to the terms of this agreement.
Even after our agreement ends, both parties will uphold all rights discussed in this agreement..
D. CLIENT ACKNOWLEDGMENT OF PHOTOGRAPHER'S LIMITED LIABILITY
We take our work seriously and strive to deliver the best possible results. However, our liability for any claim, loss, damage, or injury related to the photography services will be limited to the total amount paid by you, the Client. This includes any direct, indirect, consequential, or incidental damages, such as lost profits or data loss.
We'll also not be held liable for failure to deliver photographs due to technical malfunctions, damage, or theft, including camera, memory card, or computer hard drive failure. In the event of such issues, we'll make every reasonable effort to rectify the situation or find an alternative solution.
Please remember that the Photographer is not responsible for any photographs not taken due to your failure to provide adequate time for photography sessions, failure to cooperate with the Photographer's requests, guest or other vendor behavior, or any other circumstances beyond the Photographer's control.
Additionally, the Photographer is not responsible for any inconsistencies in color reproduction caused by differences in lighting conditions, computer monitors, or printing processes.
Finally, you agree to hold the Photographer harmless from any claims, demands, or liabilities arising from the use of the photographs, including but not limited to claims of libel, invasion of privacy, or copyright infringement, as long as the photographs were used per the terms of this Agreement.
E. UNDERSTANDING UNFORESEEN CIRCUMSTANCES (FORCE MAJEURE)
We're committed to providing exceptional photography services for your special day. However, if the Photographer cannot perform the agreed-upon services due to illness, injury, emergency, or other circumstances beyond their control, we will make every effort to secure a replacement photographer of similar skill and experience and comparable style. If we don’t suggest a suitable replacement based on our discretion, we'll fully refund all fees paid minus 50% of any non-refundable deposits.
We always strive to provide you with the best possible photography experience. However, there may be rare circumstances beyond our control, known as force majeure events, that could affect our ability to perform our duties. These events may include inclement weather, natural disasters, pandemics, government restrictions, and other similar occurrences.
If we cannot perform our obligations due to a force majeure event, we will notify you as soon as possible and make every effort to minimize the disruption to your wedding photography services. If the force majeure event prevents us from providing services on the scheduled or rescheduled date, we will also suggest suitable replacement photographers. If we cannot suggest an available, suitable photographer, we will refund you, except for the initial deposit.
Please understand that we will not be responsible for any additional costs you may incur due to a force majeure event, such as venue reservations, travel arrangements, hiring another photographer, or other vendor fees. Our liability in these situations will be limited to the remedies described above, and we will not be liable for any further damages, losses, or expenses you may incur due to such events.
We know how important your wedding day is, and we are committed to doing everything possible to capture your cherished memories. While force majeure events are unpredictable, please be assured that we will work closely with you to minimize any disruptions and ensure your satisfaction. If you have any other questions or concerns, please don't hesitate to let us know.
F. PROTECTING EACH OTHER (MUTUAL INDEMNIFICATION)
Indemnification is a way for the Client and the Photographer to protect each other if something goes wrong with the wedding photography services. It means that if one party makes a mistake, breaches this agreement, or engages in conduct that leads to a problem, the party at fault will take responsibility and cover any costs or damages that might result to the other party.
The Client and the Photographer are responsible for their actions and agree to look out for each other. Accordingly, each party (the "Indemnifying Party") shall indemnify, defend, and hold harmless the other party (the "Indemnified Party") from and against any claims, losses, damages, liabilities, costs, and expenses (including reasonable attorney's fees) arising from or related to the Indemnifying Party's negligence, willful misconduct, or breach of this agreement in connection with the wedding photography services.
If either the Client or the Photographer (the "Indemnified Party") becomes aware of a claim or potential claim for which they might seek indemnification under this clause, the Indemnified Party will promptly notify the other party (the "Indemnifying Party") in writing. The notification will include details about the nature of the claim and any relevant documentation.
To help resolve any claim related to the wedding photography services, the Indemnified Party agrees to cooperate with the Indemnifying Party and provide any necessary information or assistance reasonably requested.
The Indemnifying Party will have the right to manage the defense and settlement of any claim related to the wedding photography services, including selecting legal counsel and negotiating settlements. However, the Indemnifying Party must keep the Indemnified Party informed and obtain their consent for any settlement that could impact their rights or obligations under this agreement. The Indemnified Party can also participate in the defense at its own expense.
Neither the Client nor the Photographer will be responsible for indirect, incidental, consequential, special, or exemplary damages in connection with this wedding photography agreement, even if the other party has been advised of the possibility of such damages.
G. MEDIATION & ARBITRATION
In the rare event of a disagreement between the parties regarding this Agreement or its implementation, we'll work it out by talking it through in good faith through negotiation. If we can’t reach an agreement within 30 days of starting discussions, we'll turn to mediation to help settle the dispute.
If mediation isn't practical or doesn't work, we'll agree to binding arbitration according to the American Arbitration Association rules. The arbitration will occur in [Your City and State] and be overseen by a single arbitrator. Each party will be responsible for its costs and expenses related to the arbitration, including attorney's fees. The arbitrator's decision will be final and binding and may be entered as a judgment in any court of competent jurisdiction.
H. CHOOSING OUR LEGAL COMPASS (GOVERNING LAW AND JURISDICTION)
Legal matters can be intimidating. Still, it's essential to clearly understand which laws will apply to our agreement and where any legal disputes would be handled, just in case we ever need to navigate any legal questions.
In the spirit of friendly cooperation, we agree that any disputes or legal issues arising from or related to this agreement will be governed by the laws of the State of Washington. Additionally, we agree that the jurisdiction for resolving such disputes will be the state courts of Washington or the federal courts in the Western District of Washington.