Wedding Terms & Conditions

When you book your wedding photography, you will get your own personalised contract and set of Terms & Conditions, but sometimes it’s useful to have a look at them before committing to anything.

Below is an example of the Terms & Conditions I send to my couples. 

Emily Johns trading as Lotus Photography (“the Photographer”) retains full copyright of all photographs created.

The Photographer reserves the right to use images for portfolio, website, social media, competition entry, and promotional purposes only where the Client(s) have provided explicit opt-in consent.

All images remain the intellectual property of the Photographer, even where digital files or prints are purchased.

Copying, scanning, editing, altering or reproducing images without written permission from the Photographer is prohibited. Screen capturing images from online galleries without purchase is also prohibited. Lotus Photography reserves the right to pursue appropriate legal remedies where copyright is infringed.

Prices are subject to change prior to booking. Once a booking is confirmed and a contract is signed, the agreed price for the photographic coverage and any included products will not change. Prints, albums and other photographic products ordered after the wedding are not included in the booking price and are subject to the prices in effect at the time of ordering. Product ranges, availability and pricing may change due to supplier or printer availability, cost increases, or discontinuation of materials.

Due to the bespoke nature of photographic services, payments are non-refundable except where required by law or as expressly stated within these Terms & Conditions.

By commissioning Lotus Photography, the Client(s) agree to these Terms & Conditions.

Client(s)

Client(s) must be at least 18 years of age, have read and understood these Terms & Conditions, and be legally capable of entering into this agreement. Where more than one Client signs the contract, all Client(s) are jointly and severally liable under this agreement.

Marketing & Model Release (Optional Opt-In)

If the Client(s) choose to opt-in to marketing usage of their images, the following applies:

• The Client(s) grant the Photographer the right to use selected images, wholly or in part, for portfolio, website, social media, competition entry, advertising, and other promotional purposes.
• The Photographer may retouch or edit images as deemed appropriate for artistic or branding purposes.
• The Client(s) grant the Photographer the right to publish images in any medium for lawful marketing purposes.
• The Client(s) release the Photographer from any claims or liability relating to the lawful use of images as described above.
• Client(s) may withdraw marketing consent at any time for future use, without affecting any lawful use already made.
• Images may be shared with other wedding suppliers for their own marketing purposes only where the Client(s) have provided explicit consent.
• If a second photographer is present, they may use their own images for portfolio purposes only.

Client(s) may opt in to this release by selecting the appropriate option within the contract.

Payment

A 25% non-refundable retainer is required at the time of booking to secure the wedding date.

A further 25% instalment is due six (6) months prior to the wedding date.

The remaining balance is due thirty (30) days prior to the wedding date.

Where a booking is made fewer than seven (7) months before the wedding date, a 25% non-refundable retainer is required at booking, with the remaining balance due thirty (30) days prior to the wedding date.

Failure to pay outstanding balances by the agreed date may result in termination of the contract, with any monies paid retained by the Photographer.

Cooperation, Punctuality & Responsibilities

The Client(s) and Photographer agree to cooperate and communicate to achieve the best possible results. Delays, lateness, or schedule overruns may reduce available shooting time.

The Photographer will not extend coverage to compensate for lateness.

The Photographer is not responsible for missed images due to lateness, non-cooperation, unavailable individuals, guest interference, venue restrictions, officiant instructions, or undisclosed details. Responsibility for ensuring participation of wedding party members rests with the Client(s).

Facial expressions, behaviour of guests or children, and spontaneous moments are beyond the Photographer’s control.

While the Photographer may offer guidance on timelines, the overall wedding-day schedule remains the responsibility of the Client(s).

Exclusive Photographer

Lotus Photography requests to be the sole professional photographer during the ceremony and formal group and couple photographs, and that other cameras or recording devices are avoided where reasonably possible to prevent interference with coverage. This does not apply to professional Videographers or professional Content Creators.

The Photographer is not responsible for compromised or missed images resulting from guest obstruction, unauthorised photography, or failure of guests to comply with venue or ceremony guidelines.

Copyright & Usage

All images are protected under the Copyright, Designs and Patents Act 1988. Images are supplied for personal use only, which includes printing, sharing with friends and family, and posting on personal social media accounts with credit to Lotus Photography.

Images may not be sold, relicensed, redistributed, altered for commercial purposes, incorporated into trademarks, or used as derivative works without written permission from the Photographer.

If suppliers request copies of images, please refer them directly to Lotus Photography as they are the Copyright holder.

 

Printing of Images

Client(s) may choose to print images through any provider. Lotus Photography cannot guarantee colour accuracy where third-party printers are used.

RAW Files & Digital Negatives

All RAW files, negatives, and unedited digital files remain the property of the Photographer and are not supplied.

Style & Editing

The Photographer’s editing style, artistic judgement, choice of locations, poses, and number of images delivered are final. Weather conditions, venue restrictions, and subject cooperation may limit image possibilities.

Retouching

Additional retouching or digital manipulation beyond standard editing is available at an additional cost.

Special Requests

Special requests are welcomed but are not binding. Requests must be submitted in writing prior to the wedding day.

Number of Images

While every effort is made to exceed expected image numbers, no specific quantity of images is guaranteed.

Online Gallery & Download Period

Images will be available for download via an online gallery for ninety (90) days. Client(s) will be notified prior to gallery expiration. Additional access is available at £16 per additional thirty (30) days.

Delivery of edited images will take place within an estimated timeframe communicated to the Client(s). This timeframe is an estimate and not a guaranteed delivery date, particularly during peak wedding season.

Breaks

For coverage exceeding six (6) hours, the Photographer is entitled to one uninterrupted twenty (20) minute break, included within the booked coverage time.

Client(s) are not required to provide food, though a gluten-free meal and non-alcoholic drink are appreciated if offered.

Please note that the Photographer is a coeliac.

Safety

The Photographer reserves the right to cease coverage and leave the event if subjected to inappropriate, threatening, or unsafe behaviour.

Client(s) are responsible for damage proven to be caused by themselves or their guests.

Sparklers & Smoke Bombs

Use of sparklers or smoke bombs is at the Client(s)’ own risk and subject to venue permission and suitable conditions. The Photographer may refuse their use if safety conditions are not suitable.

Cancellation

Client(s) are entitled to a fourteen (14) day cooling-off period from the date of contract signing, during which the retainer will be refunded in full.

After the cooling-off period, the 25% booking retainer remains non-refundable.

The second instalment of 25%, due six (6) months prior to the wedding date, is refundable if cancellation occurs more than six (6) months before the wedding date.

If cancellation occurs within six (6) months of the wedding date, the second instalment becomes non-refundable, as it represents a genuine pre-estimate of loss, including loss of bookings, preparation time, and administrative costs.

If cancellation occurs within thirty (30) days of the wedding date, the full balance remains payable.

Rescheduling

Where rescheduling is requested, the Photographer will attempt to transfer the booking. If unavailable on the new date, the Photographer may retain the retainer and, where rescheduling occurs within thirty (30) days of the original date, may require full payment.

Photographer Substitution

In exceptional circumstances, the Photographer may arrange a substitute of comparable professional standard. Client(s) will be notified as soon as reasonably possible.

The Photographer is not responsible for the independent actions or omissions of venue staff, officiants, or other third-party suppliers.

Force Majeure

This contract may be altered or cancelled due to events beyond either party’s control, including but not limited to acts of God, fire, flood, war, terrorism, pandemic, epidemic, government restrictions, or severe illness.

Limitation of Liability

The Photographer’s liability is limited to the total value of the contract. Neither party shall be liable for indirect or consequential loss. Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation.

In the unlikely event of equipment failure, data loss, or circumstances beyond the Photographer’s control resulting in incomplete coverage or loss of images, liability shall be limited to a proportionate refund of the affected portion of the photographic coverage.

The Photographer takes reasonable steps to minimise risk, including the use of professional equipment, backup equipment, and secure data storage practices; however, no guarantee of uninterrupted or error-free service can be given.

The Photographer is not liable for damage to clothing, footwear, or personal items resulting from reasonable photographic activities.

Complaints

Any complaints must be submitted in writing within twenty-eight (28) days of first becoming aware of the issue, or within twenty-eight (28) days of image delivery. This does not affect Client(s)’ statutory rights.

Image Storage

Edited image files and backups will be retained by Lotus Photography for up to six (6) years. This does not affect lawful use of images for portfolio, website, blog, social media, or other marketing purposes where consent has been given.

Client(s) are responsible for downloading, storing, and backing up their images once delivered. The Photographer cannot guarantee long-term storage beyond the stated retention period.

Data Protection & Privacy

Client data is stored securely in compliance with UK GDPR. Information is not shared with third parties without consent.

Contracts are managed via Studio Ninja and galleries via Pic-Time.

Client(s) may request access to, correction of, or deletion of their personal data in accordance with GDPR.

Amendments

These Terms & Conditions are subject to change prior to booking. The version in force at the time of contract signing shall apply.