Elliot Coates Photography Terms and Conditions
Last Updated: 14/05/2025
These Terms and Conditions constitute a legally binding agreement between Elliot Coates Photography (“Photographer,” “we,” “us,” or “our”) and the Client (“Client,” “you,” or “your”) for the provision of photography services. By making a booking with us, you acknowledge your acceptance of the following terms:
1. Booking and Payment
1.1. To secure your booking, a non-refundable booking fee of £250 is payable. This fee is necessary to reserve your event date and prevent the Photographer from accepting alternative bookings for that date once the fee has been remitted. The booking fee covers the Photographer’s initial consultation, planning, and administrative expenses.
1.2. The remaining balance is due no later than 30 days prior to the event date. Delinquent payment may result in the cancellation of your booking, and the booking fee will be forfeited.
1.3. Payments can be made via bank transfer, debit/credit card, or other mutually agreed-upon methods. Payment confirmation will be provided via email.
1.4. In the event that additional services or hours are requested on the day of the event, these will be billed at £150 per hour. These additional fees must be settled within seven days following the event.
1.5. All prices quoted are not subject to Value-Added Tax (VAT).
2. Cancellation and Rescheduling
2.1. The Client acknowledges that by canceling the booking, the non-refundable booking fee will be retained by the Photographer to cover lost opportunities and administrative costs.
2.2. If the Client cancels the booking within 30 days of the event date, 50% of the total balance of the package will be retained. If canceled within 7 days of the event date, the Client will be liable for the entire remaining balance.
2.3. In cases of rescheduling due to unforeseen circumstances (e.g., illness, family emergencies, severe weather conditions), the Photographer will make reasonable efforts to accommodate the new date, subject to availability. The booking fee will be transferred to the new date without penalty, provided that notice is given at least 60 days before the original event date.
2.4. If the Photographer needs to cancel due to illness, injury, or other emergencies, the Client will be given the option to either accept a qualified replacement photographer or receive a full refund of all payments made.
2.5. The Photographer is not responsible for any loss or damages due to the Client’s cancellation or failure to reschedule.
3. Travel and Additional Fees
3.1. The photographer will travel up to a 20-mile radius of Nottingham at no additional cost. For locations beyond this radius, travel is charged at £0.50 per mile, with the total mileage calculated for a round trip.
3.2. For events requiring travel exceeding 2 hours each way, the client may be required to cover accommodation costs. This includes a standard 3-star hotel or equivalent and reasonable meal expenses.
3.3. For destination weddings or events outside of the UK, a custom quote will be provided. This will include all necessary travel expenses, such as airfare, hotel accommodations, meals, transportation, and visa fees where applicable.
3.4. If the event schedule is extended beyond the agreed timeframe due to delays beyond the photographer’s control (e.g., ceremony running late, travel time between locations), additional coverage will be billed at £150 per hour.
4. Image Delivery and Editing
4.1. Professionally edited images will be delivered to the Client within 4 to 8 weeks following the event. During peak seasons (summer months and holidays), delivery may extend to up to 10 weeks. The Photographer will provide regular updates on the editing progress.
4.2. Images will be delivered via a password-protected online gallery for download. The gallery will remain active for 6 months after delivery, after which the Client may request an extension for a fee.
4.3. For packages that include a USB drive, it will be mailed to the Client. The Photographer is not responsible for loss or damage caused during delivery, but will provide one replacement at no cost if the Client notifies the Photographer within 14 days of receiving the USB.
4.4. All images are edited to the Photographer’s style. Basic edits include colour correction, exposure adjustments, and cropping. More extensive edits, such as skin retouching, object removal, or special requests, may incur additional charges, quoted on a per-image basis.
4.5. Raw (unedited) images are not provided under any circumstances. The Photographer’s reputation is built on the quality and consistency of edited images.
5. Copyright and Usage Rights
5.1. All images produced by the Photographer are protected by copyright law. The Photographer retains full ownership of all images, even after delivery to the Client.
5.2. The Client is granted a non-exclusive, non-transferable, and non-commercial license to download, store, and print the final edited images for personal use only. This includes printing for private display, sharing with friends and family, and posting on social media, with credit to Elliot Coates Photography where possible.
5.3. The Client must not alter the images in any way. This includes, but is not limited to, applying filters, cropping, converting to black and white, or any form of editing. Images must not be used for commercial purposes, entered into competitions, or sublicensed to any third party without the Photographer’s prior written consent.
5.4. While the Client is free to print images at a laboratory of their choice, professional printing via the online gallery is strongly recommended to ensure colour accuracy, image quality, and overall presentation. The Photographer is not responsible for the quality of prints made elsewhere.
5.5. The Photographer reserves the right to use selected images for promotional purposes, including but not limited to the Photographer’s website, social media platforms, advertising, and printed marketing materials. The Client may submit a written request to opt out of promotional use prior to the event.
6. Liability and Insurance
6.1. The Photographer maintains professional liability and public liability insurance to provide coverage against potential claims.
6.2. The Photographer will exercise every reasonable precaution to capture high-quality images. However, the Photographer is not liable for any missed shots due to interference from guests, poor lighting, venue restrictions, or other factors beyond their control.
6.3. The Client is responsible for ensuring the safety of the Photographer and their equipment during the event. If any equipment is damaged due to the actions or negligence of the Client or their guests, the Client will be responsible for the repair or replacement costs.
7. Client Responsibilities
7.1. The Client shall provide a comprehensive schedule of the day, including pivotal moments and a comprehensive list of essential shots at least two weeks prior to the event date.
7.2. The Client assumes sole responsibility for obtaining all requisite permissions and permits for photography at the event venue(s). The Photographer shall not be held liable for any complications arising from restricted access or unauthorised photography.
7.3. The Client acknowledges the obligation to promptly notify of any alterations to the event schedule or plans. Last-minute modifications may adversely impact the Photographer’s ability to capture specific shots.
7.4. The Client must designate a designated contact person who shall coordinate with the Photographer on the day of the event to minimise any interruptions or delays.
8. Model Release
8.1. The Client grants the Photographer the exclusive right to utilise images captured during the event for promotional purposes, including but not limited to website galleries, social media platforms, and print advertisements.
8.2. In the event that the Client desires to retain the confidentiality of their images, a written request must be submitted at least seven days prior to the commencement of the event. The Photographer will duly acknowledge and respect this request, refraining from any use of the images for promotional purposes.
9. Force Majeure
9.1. Neither the Photographer nor the Client shall be liable for any failure to perform due to causes beyond their reasonable control, such as natural disasters, pandemics, government restrictions, or other acts of God.
9.2. In the event of an event postponement due to force majeure, the Photographer will collaborate with the Client to reschedule, subject to availability. The booking fee will be transferred to the new date without any penalty.
10. Governing Law
10.1. These Terms and Conditions are governed by the laws of England and Wales. Any disputes arising from this agreement shall be resolved in the courts of England.
10.2. If any part of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
11. Agreement
11.1. By remitting the booking fee, the Client acknowledges receipt, comprehension, and acceptance of these Terms and Conditions.
11.2. This agreement is enforceable upon both parties and becomes effective upon the payment of the booking fee and the mutual signing of the contract.
11.3. Any modifications or revisions to this agreement must be in writing and duly agreed upon by both parties.
12. Portfolio-Building/Free Sessions
12.1. Occasionally, Elliot Coates Photography may provide complimentary or significantly reduced photography services to enhance or expand our portfolio. These sessions are at the sole discretion of the Photographer and are subject to availability.
12.2. Clients receiving these services acknowledge that the Photographer may utilise any resulting images for marketing, promotional, and portfolio purposes across digital and print platforms. These images may be shared publicly without prior review or approval unless the Client has submitted a written request to opt out (refer to Clauses 5.5 and 8.2).
12.3. While no payment is required from the Client, the Photographer retains all rights outlined in the primary Terms and Conditions, including image copyright, editing discretion, and limitations of liability.
12.4. The Photographer will not be held liable for any perceived loss of value, missed images, or quality expectations that would otherwise apply to full-paying clients. Portfolio-building sessions are offered in good faith but may be subject to more flexible timelines for delivery.
13. Emergency and Unforeseen Circumstances
13.1. In the event of an emergency or unforeseen circumstance (such as illness or injury), the Photographer will make reasonable efforts to arrange for a qualified replacement photographer. If a replacement cannot be arranged, the Client will receive a full refund of all payments made.
13.2. The Photographer is not liable for any damages or losses resulting from emergencies or unforeseen circumstances, including but not limited to those affecting the Photographer’s attendance or performance.
14. Equipment & Backup Plan
14.1. The Photographer will ensure that all necessary equipment is in proper working order for the event.
14.2. In the event of equipment failure, the Photographer will have backup equipment on-site to continue capturing images without interruption.
14.3. The Photographer is not liable for the failure of any equipment or for any resulting loss of photographs in the unlikely event that the backup plan does not resolve the issue.
14.4. All images are backed up to secure storage systems. While every precaution is taken, in the unlikely event of image loss, liability is limited to a full refund of payments made.
15. Client Responsibilities for Venue Coordination
15.1. The Client shall ensure that the event venue provides the Photographer with the necessary access to perform their services.
15.2. The Client shall notify the Photographer of any venue restrictions or specific requirements (e.g., no flash photography, restricted access to certain areas) prior to the event.
15.3. The Photographer shall make every reasonable effort to comply with these restrictions, but cannot guarantee the capture of specific images if such limitations impede their ability to do so.
16. Limitations of Liability
16.1. The Photographer’s liability is limited to the total amount paid for the services rendered.
16.2. The Photographer is not responsible for any indirect or consequential damages resulting from delays, missed images, or equipment failures.
16.3. In the event of equipment failure, the Photographer will make every effort to resolve the issue, but cannot guarantee the complete capture of all images.
17. Health and Safety
17.1. The Client shall ensure that the event venue conforms to all applicable health and safety regulations.
17.2. The Photographer shall adhere to health and safety guidelines, but shall not assume liability for any accidents, injuries, or damages that may transpire during the event, including those attributable to the venue’s infrastructure or guests.
17.3. The Client shall guarantee that the Photographer has a safe and unobstructed path for movement during the event, thereby minimising the risk of potential hazards.
18. Special Requests and Additional Services
18.1. Any special requests made by the Client (e.g., specific shot lists, locations, or specific editing requests) should be submitted to the Photographer at least two weeks prior to the event date.
18.2. If additional services are requested on the day of the event, such as extra hours of photography, these will be charged at £150 per hour.
18.3. Custom requests for image edits (e.g., advanced retouching) may incur additional charges, which will be quoted on a per-image basis.
19. Post-Event Use of Photos (Client’s Permissions)
19.1. The Client grants the Photographer the exclusive right to utilise the captured images from the event for promotional purposes, including website galleries, social media platforms, and marketing materials. This authorisation is contingent upon the Client’s prior written request prior to the commencement of the event.
19.2. The Client is permitted to share the photographs for personal consumption purposes. However, commercial utilisation of the images without obtaining prior written consent from the Photographer is strictly prohibited.
19.3. The Photographer retains the inherent right to display any captured images for portfolio purposes unless the Client expressly opts out as stipulated in Clause 8.2.
20. Delivery Times for Albums/Prints
20.1. If included in the package or purchased separately, photo albums, prints, or other physical products will be delivered within 6 to 8 weeks of the Client’s final selection.
20.2. The Photographer is not responsible for delays caused by third-party providers, such as printing labs or shipping services.
20.3. Any revisions to albums or prints requested after delivery will be subject to additional charges and may extend the delivery time.
21. Dispute Resolution
21.1. In the event of a dispute, the parties mutually agree to attempt to resolve the matter amicably through informal negotiation. Should informal negotiation prove unsuccessful, the dispute may be resolved through mediation, and if necessary, legal action may be taken in accordance with UK law.
22. Client’s Guests
22.1. The Photographer shall not be held liable for any disruptions caused by the Client’s guests that impede the completion of the contracted photography services. The Photographer will endeavour to capture the desired moments, but cannot guarantee every shot due to logistical or external circumstances.
23. Meal Breaks
23.1. If the wedding day exceeds eight hours in duration, the Client shall provide the Photographer with a meal during the event. Should this meal not be provided, the Photographer will take a break during a suitable period.
Agreement
By remitting the booking fee, the Client acknowledges receipt, comprehension, and acceptance of these Terms and Conditions.
Please contact us with any questions regarding these Terms and Conditions before proceeding with your booking.
We look forward to working with you to capture your special day!