Whenever I meet a couple for their wedding consultation we discuss so many different things that sometimes it may be a little difficult to soak it all in at once. And I’ve also noticed that a lot of the time, the questions that are being asked (example: What do we do if you’re sick/injured and can’t make it to the wedding?) are actually items that I cover in my contract. After my most recent consultation I realized that it’s probably a great idea to talk about what’s covered in a wedding photography contract so my couples are aware of what to expect. But also, this gives me an opportunity to answer some very important questions before they’re asked. (I think it’s SUPER important to be proactive and plan ahead. So I’m jumping in and sharing what’s covered.)
Just a little note: not all wedding photographers will have identical contracts. There may be a line-item provided inside of my contract that another photographer will not, and vice versa. That’s totally okay! Just make sure you go over your contracts really well before signing them. If you notice gaps inside of a contract; for instance, it doesn’t cover a really important topic you think should be there, then don’t be afraid to speak up and let them know. And if you’re uneasy about the contract’s contents or you have questions about what’s included, make sure you get clarification from your vendor before signing anything! I make it a point to let my couples know that I’m here whenever they need me and no question is a stupid question. If your vendor can’t fully answer your questions or address your concerns regarding their contracts, or if they don’t seem to be able to explain their contract in a way that allows you to understand it better, then be a little more weary about their services and what they’re claiming to provide.
1) Client’s contact information, vendor’s contact information, date of event, and venue location. It is very important to have this information listed inside of the contract because contracts are legally binding documents between two parties; the one purchasing a product/service and the one promising the delivery. This is standard and should be expected to be listed on all contracts.
2) Your financial agreement. All of my wedding contracts state clearly what the financial responsibility of each client has, listed at the top of the contract, based upon their chosen wedding collection, any taxes due, and any add-ons the client chose. Each contract breaks down the item’s description and shows it’s total cost. There’s a separate line-item that totals all of them together, and another one for state sales tax. IF any travel costs are associated with their wedding, this is included as well. Just below the itemized list of costs is another line that breaks down the payment schedule as well as the deposit amount required to hold the wedding date. By providing an itemized list of costs, I’m ensuring that my clients are clear on what they’re purchasing and how much the associated costs are. But it also provides me an itemized list that shows exactly what I’m promising to deliver to each of my clients.
3) Cancellation/Rescheduling policy. I can’t think that any wedding vendor wouldn’t have a cancellation policy in place in case it’s needed. Each policy will vary from one vendor to another, so make sure you read over this policy very carefully. Most wedding vendors state that the deposit you placed to hold your date is non-refundable. That should be covered inside of your cancellation policy, as well as any other stipulations the vendor may have that states how a cancellation request should be handled. Example: a cancellation may need to be requested in writing and sent via a certified letter through USPS with a required cancellation contract releasing all parties from further liability or obligation. An amended contract should be provided if a rescheduled date is requested. This often happens if a couple is active duty military and has been given last minute orders to deploy.
4) Copyright and Client Usage Terms. This is one topic I get a lot of questions about! I think my clients are afraid that they won’t own their images after paying a thousands for the service. You have every right to ask your photographer about their client usage policies, and you should!! If you’re uncomfortable with any limitation your photographer puts on your usage rights and you’d like something a little more flexible keep shopping around for someone who provides you want you want. However, please accept the fact that NO professional wedding photographer will provide you the rights to raw, unedited files. Trust us when we say those aren’t the images you want to have anyway! Our job is to provide you with the best of the best captured during your wedding and edit each image professionally to enhance the tone and mood of your special day. Some photographers will offer limited social media sharing rights. Some photographers will offer you the ability to print, but only if you use certain labs. This varies depending on which photographer you choose so please read this section carefully and ask questions if you have them!
5) Meals and Breaks for Photographer and their Team. As you know, a wedding day can make for many, many hours being on your feet. It is imperative that your photographer and their team be allowed time for a break and time to eat during the day. Some photographers require a meal to be provided at the reception. Some photographers require to be served the same meal the guests are provided. Some photographers may require time off-site to grab a meal on their own. Again, this varies depending on who you’re working with. Either way, if you’re providing a meal for your photographer PLEASE make sure your caterer knows this and they’re aware of the timing of your photographer’s meal so no important reception events (like the toasts) is missed because your photographer is eating late. Tip: talk with your photographer and plan the timing of their meals to ensure your photography coverage is seamless, not rushed, and everyone is rested and fed properly.
6) The photographer’s promised completion time for final image delivery. This is the part of the contract that is listed as a promise from your photographer stating your final, edited images and/or products will be delivered within a certain time after the date of your wedding. Make sure you are well-versed on what your contracted due date is! This area of the contract is designed to offer you protection, as it legally holds your wedding photographer liable for providing your purchased items within a reasonable amount of time. If you don’t see this section inside of a photographer’s wedding contract ask them to provide you with a completion time, in writing. Or better yet, have them add it to the contract for your protection!
7) Failure to perform, illness, injury, etc. In addition to the questions I receive about copyright and usage terms, I am always asked what happens if I fall ill or have an accident and can’t make it to a wedding. I love having the chance to answer this question because it allows me to instill confidence in my clients to have them know I have a backup plan, and what that plan entails. Thankfully, I’ve never had to use my backup plan!!! But it is there just in case. And I’m legally providing my clients with peace-of-mind because this is covered and explained in my contracts as well.
Being well-versed in the contract you’re signing with any of your wedding vendors is extremely important because it not only provides your vendors protection, but it protects you as well. A well-written contract should have several points of agreement that clearly state what each party is promising to provide, as well as the liability each party holds whenever a situation arrises that may need legal guidance. My contracts cover a few more line-items than what you see listed here. But I thought it would be a great start to the conversation and education of my clients if they knew what a basic wedding contract included.
I always, always, always welcome questions when it comes to what is covered in my contracts and I do not let my clients sign anything without knowing they’re 100% comfortable with what’s listed! If you come across a vendor who seems to be pushing you to sign a contract with them before your concerns are addressed then it may be a good idea to keep searching for vendors whom you know you’ll be a perfect match. I hope this post helps to shine a little light on what a photographer’s wedding contract may or may not include! And remember, not all contracts are alike. So be sure you do your homework and read through every agreement before signing!
Happy planning!!
