Terms and Conditions

[Dean Rossiter Photography - Corporate &  Event Photography Services
Last updated: [3rd November 2025]
These Terms and Conditions ("Terms") govern the booking and provision of photography services by [Your Business Name / Trading Name], [company registration number if applicable], of [registered address] ("the Photographer", "we", "us") to the client named on the booking confirmation ("the Client", "you"). By confirming a booking, the Client agrees to be bound by these Terms.

1. Definitions

• "Booking" means the specific photography assignment agreed between the Photographer and the Client, including the date, time, location and scope of services.

• "Confirmation" means written acceptance of a Booking by the Client, whether by signed agreement, email confirmation, or payment of a deposit.

• "Event" means the corporate event, conference, function or occasion at which photography services are to be provided.

• "Images" means all photographs, digital files and other works produced by the Photographer in connection with the Booking.

2. Booking and Confirmation
2.1 A Booking is only confirmed once the Photographer has received written confirmation from the Client and, where applicable, any required deposit.
2.2 Provisional or verbal bookings are held for 2 days only and may be released without notice if not confirmed within that period.
2.3 The Client is responsible for providing accurate information about the Event, including date, time, venue, access arrangements, and any restrictions (e.g. photography-free areas, consent requirements for attendees).

3. Fees and Payment
3.1 Fees are as set out in the Photographer's quotation or proposal accepted by the Client.
3.2 A non-refundable deposit of 50% is required to confirm the Booking, with the balance due on delivery of the edited content.
3.3 Additional services requested on the day (e.g. extended hours, additional locations) will be charged at the Photographer's standard rates and confirmed in writing where possible.
3.4 Late payment of any invoice, including cancellation fees under Clause 4, may incur statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998 where the Client is a business.

4. Cancellation Policy
4.1 If the Client cancels or postpones a confirmed Booking, the following cancellation fees apply, calculated from the date written notice of cancellation is received by the Photographer:
Notice given More than 30 days before the Event // Fee payable Deposit forfeited (or 25% of total fee)
Notice given14–30 days before the event and/or photoshoot // Fee Payable  50% of total fee
Notice given 7–13 days before the Event // Fee Payable 75% of total fee
Notice given Less than 7 days before the Event (including the day before) // Fee Payable100% of total fee
4.2 These fees reflect the Photographer's genuine loss from turning away other work to hold the date, preparation time already committed, and administrative costs, and are payable regardless of the reason for cancellation.
4.3 For the avoidance of doubt, cancellation fees apply whether the cancellation is due to a change of plans, budget changes, changes in weather conditions, or any other circumstance that does not fall within Clause 6 (Force Majeure) below. Adverse or uncomfortable weather (including heatwaves, rain, or wind) does not constitute Force Majeure and does not exempt the Client from cancellation fees under this agreement, unless it renders the Event legally or physically impossible to hold.
4.4 Cancellation notice must be given in writing (email is sufficient) to be effective. Verbal notice alone does not stop the fee clock running.
4.5 Cancellation fees are due within [7/14] days of the cancellation date and may be invoiced separately from any deposit already paid.

5. Postponement and Rescheduling
5.1 Where the Client wishes to reschedule rather than cancel, the Photographer will use reasonable endeavours to accommodate a new date, subject to availability.
5.2 Rescheduling requested less than 7 days before the Event is treated as a cancellation under Clause 4 unless the Photographer agrees otherwise in writing, and may additionally incur a rebooking fee 
5.3 If the Photographer is unable to accommodate the new date, the original cancellation fee under Clause 4 applies.

6. Force Majeure
6.1 Neither party shall be liable for failure or delay in performing its obligations under these Terms where such failure or delay results from circumstances beyond that party's reasonable control that render performance genuinely impossible, including but not limited to: government-mandated bans on public events or gatherings, venue closure ordered by a public authority, natural disaster, fire, flood, war, or civil unrest.
6.2 For clarity, general inconvenience, discomfort, or a Client's preference not to proceed — including due to weather conditions that do not themselves prevent the Event from lawfully and safely taking place — does not constitute Force Majeure under this clause.
6.3 Where an event is genuinely prevented from proceeding under Clause 6.1, the Photographer will work with the Client in good faith to reschedule where possible, and any deposit paid will be credited towards a rescheduled date or refunded at the Photographer's discretion, less any costs already reasonably incurred.

7. Copyright, Licensing and Usage Rights
7.1 The Photographer retains copyright and all intellectual property rights in all Images at all times, in accordance with the Copyright, Designs and Patents Act 1988.
7.2 On payment in full, the Client is granted a non-exclusive, licence to use the Images for the purposes agreed at booking (e.g. internal use, marketing, website, social media, press). Any use outside the agreed purposes requires the Photographer's prior written consent and may be subject to an additional licensing fee.
7.3 The Client must not sell, sub-license, or materially alter the Images (including removing watermarks, where applied) without the Photographer's written consent.
7.4 The Photographer reserves the right to use Images for self-promotion (e.g. portfolio, website, social media) unless the Client specifies confidentiality requirements in writing at the time of booking, in which case the Photographer will comply with reasonable restrictions.

8. Delivery of Images
8.1 Edited Images will be delivered within 7 working days of the Event, unless otherwise agreed.
8.2 The Photographer will exercise reasonable skill and judgement in selecting and editing Images for delivery and is not obliged to deliver every frame captured.
8.3 The Client is responsible for backing up delivered Images. The Photographer will retain original files for 2 weeks after sending them to the client via the download link but accepts no liability for loss after this period.

9. Access, Conduct and Health & Safety
9.1 The Client will ensure the Photographer has reasonable access to the venue and Event to perform the agreed services, including any accreditation, security clearance, or parking arrangements required.
9.2 The Client is responsible for obtaining any necessary consents from attendees, speakers or third parties regarding photography, where required by venue policy or law, unless otherwise agreed in writing.
9.3 The Photographer will comply with reasonable venue health and safety requirements. The Photographer is not liable for any failure to complete the Booking caused by unsafe conditions at the venue.

10. Liability
10.1 The Photographer's total liability arising from or in connection with any Booking, whether in contract, tort or otherwise, shall not exceed the total fees paid by the Client for that Booking.
10.2 The Photographer is not liable for any indirect or consequential loss, including loss of business, profits, or reputation.
10.3 Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot lawfully be excluded or limited.
10.4 The Photographer holds public liability insurance and professional indemnity insurance; details available on request.
10.5 In the unlikely event the Photographer is unable to attend the Event due to illness, accident, or other circumstances beyond reasonable control, the Photographer will use reasonable endeavours to arrange a suitably qualified substitute. Where no substitute can be arranged, the Client's sole remedy is a full refund of fees paid for that Booking.

11. Data Protection
11.1 The Photographer will process any personal data provided by the Client in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
11.2 It is the Client's sole responsibility to ensure that any attendees, staff, contractors or other individuals present at the Event or job who may appear in the Images have been given appropriate notice, and that consent (or another lawful basis) has been obtained where required, before photography takes place. This includes attendees who may object to being photographed or who later request that an Image of them not be used or be taken down.
11.3 The Photographer is not responsible for verifying that any individual appearing in the Images has consented to being photographed or to the intended use of the Images, and relies entirely on the Client to have made suitable arrangements (e.g. event signage, registration terms, or verbal notice) before the Event.
11.4 If any individual who appears in the Images contacts the Photographer directly to object to their inclusion, request removal, or make a data protection complaint (including under UK GDPR), the Photographer will refer that request to the Client, who is responsible for responding to and resolving it. The Photographer will act on a reasonable removal or restriction request the Client asks it to make, but is not liable for any claim, complaint, fine, or loss arising from an individual's objection to being photographed or from a failure to obtain the required consent or notice.
11.5 The Client agrees to indemnify the Photographer against any claims, costs, fines or losses arising from the Client's failure to ensure attendees were properly notified about photography at the Event, or from any breach of data protection law by the Client in connection with the Booking
.

13. General
13.1 These Terms, together with any signed agreement or written quotation, constitute the entire agreement between the parties and supersede any prior discussions or representations.
13.2 If any provision of these Terms is found unenforceable, the remaining provisions continue in full force.
13.3 The Photographer may update these Terms from time to time; the version in force at the time of Booking Confirmation applies to that Booking.
13.4 These Terms are governed by the laws of England and Wales, and the parties submit to the exclusive jurisdiction of the courts of England and Wales. [Amend if you're based in Scotland or Northern Ireland.]
14. Contact
[Dean Rossiter Photography] [dean@deanrossiterphoto.com]