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Event Photography Agreement template
Event Photography Agreement sample


What is Event Photography Agreement?

Event Photography Agreement Details the terms for event photography services, including coverage, deliverables, usage rights, and payment arrangements.



Sample template:



Event Photography Agreement

Harmony Gala and ImagioCapture Photography


1. Photography Services

1.1. Coverage


ImagioCapture Photography shall provide photography services for the Harmony Gala event. The coverage period shall commence on the agreed-upon event start time and continue for a duration of up to eight (8) hours. On-site photography services include event setup, guest arrivals, function proceedings, and speeches.



1.2. Deliverables


ImagioCapture Photography shall deliver a minimum of 300 high-resolution, edited, and print-ready digital photographs to the client within forty-five (45) days from the event date. These photographs shall encompass the client's selected images captured during the event. At least 50 preview images will be provided to the client within 72 hours of the event as a sneak peek.



2. Payment and Expenses

2.1. Payment Terms


The Client shall pay ImagioCapture Photography a fee of $2,500 for the photography services provided. A non-refundable deposit of $500 is due upon signing this agreement. The remaining balance shall be paid in full no later than fourteen (14) days prior to the event date. Payments can be made via check, credit card, or electronic transfer. Any late payments shall incur a 5% late fee computed from the outstanding balance. Failure to fully pay may result in the termination of services and forfeiture of the non-refundable deposit.



2.2. Expenses


ImagioCapture Photography shall be reimbursed for any pre-approved, out-of-pocket expenses incurred relevant to their performance of the services, including but not limited to equipment rental, travel, meals, and accommodations. The Client shall pay all expenses within fourteen (14) days of receiving an itemized invoice from ImagioCapture Photography.



3. Copyright and Usage Rights

3.1. Copyright


ImagioCapture Photography shall retain the copyright of all photographs taken during the event. The Client acknowledges that any unauthorized reproduction, distribution, or use of the photographs without obtaining prior written consent from ImagioCapture Photography constitutes a copyright violation under United States law.



3.2. Usage Rights


Upon delivery of the final, edited photographs, the Client shall be granted a limited, non-exclusive, and non-transferable license to use the photographs for promotional purposes, including social media, website content, and marketing materials. ImagioCapture Photography retains the right to use the photographs for the photographer's self-promotion, portfolio, and other professional purposes. The Client shall credit ImagioCapture Photography whenever the photographs are used publicly.




4. Limitation of Liability

4.1. Force Majeure


In the case of circumstances beyond ImagioCapture Photography’s control, including but not limited to natural disasters, acts of war, health emergencies, or prohibitive legislation, ImagioCapture Photography’s inability to perform their obligations under this Agreement shall not be considered a breach of contract. Any rescheduling of the event due to force majeure will be accommodated without additional fees whenever possible. If a suitable date cannot be agreed upon, the Client will receive a refund of all fees paid, excluding the non-refundable deposit.



4.2. Limits of Compensation


In no event shall ImagioCapture Photography be held liable for any damages, loss, or claims in excess of the amount paid by the Client under this Agreement. The Client agrees to indemnify and hold harmless ImagioCapture Photography from any and all claims, liabilities, damages, and costs that may arise from this agreement and the services provided.



5. Entire Agreement

This agreement, including all attachments, constitutes the entire understanding and agreement between the Client and ImagioCapture Photography. It supersedes any prior written or oral agreements or understandings related to the event. Any amendments to this agreement must be made in writing and signed by both parties.



6. Governing Law

This agreement shall be governed by, and construed in accordance with, the laws of the United States. The parties agree to submit to the exclusive jurisdiction of the courts located in the United States for the resolution of any disputes arising out of or relating to this Agreement.



7. Counterparts

This agreement may be executed in counterparts, each of which shall be deemed an original and shall bind the signing parties. A signed copy of the agreement delivered via facsimile, email, or other recognized electronic means shall be considered valid and legally binding as if it were an original copy.



IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date first above written.


_________________________ _________________________
ImagioCapture Photography Harmony Gala (Client)
Date:_____________________ Date:_____________________
(Print Name)__________________ (Print Name)__________________

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Common Sections of an Event Photography Agreement


In this Event Photography Agreement, you will see the following sections:

  1. Photography Services
  2. Payment and Expenses
  3. Copyright and Usage Rights
  4. Limitation of Liability
  5. Entire Agreement
  6. Governing Law
  7. Counterparts


Summary of each section:

  1. Photography Services : This section outlines the coverage and deliverables provided by ImagioCapture Photography for the Harmony Gala event. The photographer will cover the event for up to 8 hours and deliver a minimum of 300 edited, high-resolution digital photos within 45 days. A sneak peek of 50 preview images will be provided within 72 hours of the event.

  2. Payment and Expenses : The client will pay a fee of $2,500 for the photography services, with a $500 non-refundable deposit due upon signing the agreement. The remaining balance must be paid 14 days before the event. Late payments will incur a 5% fee. The client will also reimburse the photographer for any pre-approved, out-of-pocket expenses related to the event.

  3. Copyright and Usage Rights : ImagioCapture Photography retains the copyright of all event photos. The client is granted a limited license to use the photos for promotional purposes, while the photographer can use them for self-promotion and professional purposes. The client must credit the photographer when using the photos publicly.

  4. Limitation of Liability : If the photographer cannot perform their duties due to circumstances beyond their control (e.g., natural disasters, health emergencies), it will not be considered a breach of contract. The event can be rescheduled without additional fees, or fees paid (excluding the deposit) will be refunded. The photographer's liability is limited to the amount paid by the client, and the client agrees to indemnify the photographer from any claims or damages.

  5. Entire Agreement : This document represents the entire agreement between the client and the photographer, superseding any previous agreements. Any changes must be made in writing and signed by both parties.

  6. Governing Law : The agreement is governed by United States law, and any disputes will be resolved in the courts located in the United States.

  7. Counterparts : The agreement can be signed in separate counterparts, and electronic copies (e.g., via email or fax) are considered legally binding.

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