Client Contract

Below is the Client Contract which Occasion Photos uses with all customers. The contract is varied slightly for videography customers. When you complete the booking form you will be asked to tick to agree to the terms of the contract.
Once you book with us you will receive a personalised copy of the contract by email. This will state your name as well as the date of the event, be it a wedding, christening, birthday party or other event and the venue address.
It is very important that you read and understand the Client Contract as it contains protection for you, the customer, as well as the photographer and aims to set out a clear and cooperative, professional relationship between both parties.


This agreement is between you, hereinafter referred to as the “Client(s)”, and Occasion Photos, hereinafter referred to as the “Photographer(s)”.
This agreement contains the entire understanding between the Clients and the Photographer. Please be aware that this contract is subject to change without notice or consultation.

Food and Travel

The Clients agree to provide a hot, cooked meal for the Photographer if the length of attendance exceeds five hours. If the event is outside East or West Sussex, the Client agrees to pay the Photographer’s travel expenses (petrol, train, taxi).


The booking is initiated on submission of the online booking form. The booking is not confirmed until receipt of the deposit. Once confirmed the Photographer agrees not to make any further bookings for the specified time frame. For this reason, all deposits are non-refundable even if the date is changed or if the event becomes cancelled for any reason.

Pre-Event Consultation

This can be carried out in person or via email, text or phone. The Clients will outline broadly what is required and the Photographer will advise on planning, logistics and timings where needed. If required the Clients are welcome to pop in for an additional chat closer to the time of the event (about 2 weeks) to iron out the remaining details. In any case we will contact you by phone, email or text a few days before the event to ensure that there have been no last minute changes.


The Clients and the Photographer consent to happily cooperating and communicating with each other to achieve the best possible result within the understanding of this contract. We recommend that the Photographer be provided with a helper (usually the best man, at weddings) who will point out key individuals to be photographed. The Photographer may also require the assistance of the helper in organising family groups.

The Clients also agree to give the Photographer sufficient warning of key events to give the Photographer time to prepare e.g. Bouquet throwing, cutting the cake, speeches etc. Please note that not all guests like having their photo taken. In such cases the Photographer will use his discretion but cannot be held responsible for a lack of photos of these people.

The Schedule

Our shooting schedule, style of working and experience are designed to achieve a great set of photos for the Clients, accomplished with good humour and enjoyed by all concerned. Both the Clients and the Photographers therefore agree that punctuality and cheerful cooperation are essential to producing outstanding photographic results.
In cases where the event does not run on time (for example, extreme lateness by one of the Clients arriving to the church) we cannot guarantee to take our normal set of photos although in such circumstances we will do our absolute best to compensate.
The Client and Photographer agree that shooting will commence at the time specified in the booking form and will finish at or before the end of the time period specified in the booking form, but no later. There will be additional charges of £50 per hour for any further time the Photographer is asked to spend attending the event.

Paparazzi Guests

All your guests will likely have digital cameras and all your guests will want to photograph the Clients. In the spirit of cheerful cooperation the Clients agree to give the Photographers precedence over the guests in order to take the photographs required for the photography services described above. We cannot be held liable for a lack of photos if guests taking their own photos of the Clients continually interrupt the Photographer’s work.

House Rules

Note the Photographers are sometimes limited by rules imposed by registrars, ministers and venue management as to what can and cannot be done. For example some ministers insist that no flash photography is allowed, and others will insist that the Photographers shoot from a specific location.
In such circumstances the Clients agree to accept the technical limitations that may be imposed on the equipment used. We advise the Clients to make themselves aware of the rules of the venue concerned and if necessary negotiate with the personnel concerned.

Copyright Law

The copyright of photographs remains with the Photographer. The Photographer grants the Clients permission to make copies of the images under the following conditions. The images taken by the Photographer are for personal use by the Clients and their friends and relatives. Sale, Publication or any Commercial use of the photographs is not allowed without prior written permission from the Photographer.

Model Release

The Clients grant the Photographer and its legal representatives, heirs and assigns, the irrevocable and unlimited consent to use the photographs of the Clients for editorial, competition, advertising and any other purpose and in any manner, to alter the photographs without restriction; and to copyright the images. The Clients hereby release the Photographer and its legal representatives, heirs and assigns from all liability and claims in connection with the images.

Limit of Liability

If the photographer is too ill or becomes injured and cannot supply the photography services then liability is limited to a refund of any payments received. The Photographers have working methods in place to prevent loss or damage to your images. However, there is the unlikely possibility that images may be lost, stolen or destroyed for reasons in or beyond our control. In these circumstances liability is limited to the return of fees paid for the service or part thereof according to the percentage of images supplied.


The Photographer shall deliver images in the first place via an online, password protected website. The Client or other parties may then order prints or other gifts from the online gallery. If the Client has ordered a DVD of images or a photo album, this will be delivered by post, unless an alternative is requested by the Client. No timeframe is specified for the delivery of digital or hard copy products. No liability can be accepted for waiting time with regard to delivery of products.

Booking Fee/Deposit

The deposit is 20% of the total fee. The deposit is due on completion of the booking form, with the balance of the amount agreed due at any time prior to the day of the event. In the event of the Clients cancelling the event for whatever reason the booking fee is non-refundable. It will be considered as liquidated damages to the Photographers.