BOOKING & CANCELLATION POLICY
Memorable Moments Created by Melanie (the “Photographer”) is pleased to review its booking and cancellation policy. Should you have any questions regarding this policy, please contact me and I will be pleased to clarify any issues.
BOOKING POLICY
1. Booking rates are based on an hourly cost. Costs included cover fuel, editing, memory cards, camera maintenance, batteries, accessories, and all items necessary for your event. 2. Reservations are only confirmed with a non-refundable retainer equal to 20% of the total selected package price. A retainer must be paid to hold a reservation. No date is reserved until the retainer is received. 3. All invoices must be paid in full no later than seven (7) days prior to the event date, unless otherwise agreed in writing. 4. All “last minute” bookings must be paid in full at the time of booking and may be subject to a $50.00 fee. 5. Payment may be tendered by cashier’s check, credit card (Visa or MasterCard), or check payable to “Memorable Moments Created by Melanie”. We also offer Square invoicing. 6. Each guest in a group reservation will be invoiced separately unless otherwise instructed. If a coordinating client requests a single invoice for the entire group, the coordinating client shall be responsible for the entire amount, including any cancellations or changes affecting the group.
CANCELLATION & RESCHEDULING POLICY
7. As a small independently owned photography/videography business, cancellations affect us greatly. In the event of cancellation by the client, any retainer paid is non-refundable and will be retained as liquidated damages. However, if cancellation is due to weather or death in the client’s family, the retainer may be applied to a new date within one (1) year of the original event date, subject to availability. 8. Requests to reschedule a reservation are subject to availability and must be confirmed in writing.
EVENT & PERFORMANCE TERMS
9. All events must provide a designated person of contact (guide) to assist with coordination during the event. 10. Parking and reasonable access must be provided at the event. If paid parking is required, the cost must be covered by the client. 11. A pre-event consultation will be conducted approximately two to three (2–3) weeks prior to the event to finalize the actual times, locations, and client requests. Clients must set aside at least thirty (30) minutes prior to the event to discuss further changes or any concerns. 12. Cooperation between all parties is required to achieve the best possible results. Photographer is not responsible for missed images due to lack of cooperation, lateness, or unforeseen circumstances. 13. Photographer is not responsible for late arrivals or guests considered as a no show. 14. Photographer is limited by the guidelines of the event official and/or management of the facilities used for the event. Negotiation with the officials for moderation of guidelines is the client’s responsibility. Photographer will offer technical recommendations only. 15. Logos, business names, and sponsors must provide transparent files (png) at 300 px resolution. Photographer is not responsible for low resolution designs. 16. Turnaround time for delivery is approximately four (4) to six (6) weeks unless otherwise agreed.
COPYRIGHT & IMAGE USE
17. Copyright of all photographs remains with Photographer. Photographer retains an irrevocable and unrestricted right to use and publish photographs for editorial, trade, advertising, and any other purpose and in any manner and medium. The client hereby releases Photographer and its legal representatives and assigns from all claims and liability relating to the photographs. 18. The client is granted a non-exclusive, perpetual license to use delivered photographs for personal use, including printing and social media sharing. The client is encouraged to credit Photographer when sharing photographs via social media. The client may not sell, alter, or use photographs for commercial purposes without written permission.
LIABILITY & SAFETY
19. Photographer takes the utmost care with respect to capturing, processing, and delivering images. However, in the unlikely event that images are lost, stolen, or destroyed, liability is limited to the return of all payments received. In the event of partial loss, liability shall be prorated based on the percentage of images lost. 20. The client acknowledges that participation in photography sessions may involve certain inherent risks. The client assumes responsibility for their own safety and the safety of all participants. 21. Photographer is not responsible for injuries resulting from unsafe conditions, actions of guests, or failure to follow instructions. 22. To the fullest extent permitted by law, Photographer’s total liability for any claim, including personal injury, shall not exceed the total amount paid by the client. 23. Photographer shall not be liable for any indirect, incidental, or consequential damages. 24. Photographer shall not be liable for failure to perform due to causes beyond reasonable control, including but not limited to weather, illness, acts of God, government orders, or venue restrictions.
INDEMNIFICATION
25. The client agrees to indemnify, defend, and hold Photographer harmless from any claims, damages, or expenses arising out of unsafe conditions at the event location, client’s breach of this policy, or failure to obtain necessary permissions or consents. GENERAL TERMS. 26. Photographer is not liable for services provided by any third-party photography or videography companies hired by the client. 27. This policy constitutes the entire agreement between the parties. Any changes to the parties’ agreement must be in writing and signed by all parties. 28. This agreement shall be governed by the laws of the States of Arkansas and Louisiana. 29. The client represents that they are at least eighteen (18) years of age and have the authority to enter into this agreement. If any individual photographed is a minor, the client represents that they are the parent or legal guardian, or have obtained proper consent from the parent or legal guardian. By booking services, the client acknowledges that they have read, understood, and agree to all terms of this policy.