AELA Photography

Wedding Photography & Videography Terms & Conditions

Effective Date: January 2024

These Terms & Conditions apply to all wedding photography, videography, engagement sessions, portrait sessions, events, and related services provided by AELA Photography (“Photographer”, “we”, “us”, “our”) to the Client (“Client”, “you”, “your”).

These Terms form part of the agreement between AELA Photography and the Client. By signing the booking agreement and paying the booking fee, the Client confirms that they have read, understood, and agreed to these Terms & Conditions.

These Terms are designed to ensure clarity, protect both parties, and establish expectations regarding the services provide

1. Definitions

For the purpose of these Terms:

1.1 Photographer

“Photographer” refers to AELA Photography, including the lead photographer, videographers, second photographers, assistants, editors, contractors, or any other person engaged by AELA Photography to provide the Services.

1.2 Client

“Client” refers to the individual(s) who have entered into the agreement with AELA Photography and whose details appear on the booking agreement.

1.3 Event

“Event” refers to the wedding, celebration, engagement session, portrait session, or any other photography/videography service booked by the Client.

1.4 Services

“Services” refers to all photography, videography, editing, consultation, album design, image delivery, and any other services included within the Client’s chosen package.

1.5 Images

“Images” refers to all photographs captured by AELA Photography during the Event, including edited photographs delivered to the Client.

1.6 Videos

“Videos” refers to all video footage, highlight films, trailers, social media clips, and edited video products created by AELA Photography.

1.7 Work Product

“Work Product” refers to all creative materials produced by AELA Photography, including photographs, videos, albums, designs, and edited content.

1.8 Gallery

“Gallery” refers to the online platform used by AELA Photography to deliver the final edited images to the Client.

1.9 Booking Fee

The “Booking Fee” refers to the non-refundable payment required to secure the Photographer’s availability for the agreed Event date.

2. Booking & Reservation of Date

2.1 Confirmation of Booking

A booking is only confirmed once all of the following have been completed:

• The Client has accepted and signed the booking agreement.

• The required Booking Fee has been paid.

• Written confirmation has been provided by AELA Photography.

Until these requirements are completed, AELA Photography cannot guarantee availability for the requested date.

2.2 Reservation of Availability

Once confirmed, AELA Photography reserves the agreed date exclusively for the Client and will decline other enquiries for the same date.

The Booking Fee compensates the Photographer for reserving this date and turning away other potential bookings. Therefore, the Booking Fee is non-refundable.

3. Booking Fee & Payments

3.1 Booking Fee

A non-refundable Booking Fee of £150 is required to secure all wedding bookings unless otherwise agreed in writing.

The Booking Fee forms part of the total package price and will be deducted from the final balance.

No date will be held without receipt of the Booking Fee.

3.2 Remaining Balance

The remaining balance must be paid no later than 14 days before the Event date.

AELA Photography reserves the right to refuse attendance or delivery of services if payment has not been received by the agreed deadline.

3.3 Payment Plans

Where agreed, AELA Photography may offer an instalment payment option.

Payment plans are offered as a convenience and do not change the total amount due or the requirement for the full balance to be paid before the Event.

Failure to maintain agreed instalments may result in cancellation of the booking.

3.4 Late Payments

If payments are not received by the agreed dates, AELA Photography reserves the right to:

• suspend services,

• cancel the booking,

• withhold delivery of images or videos,

• retain payments already received.

Any additional costs caused by late payment may be charged to the Client.

4. Cancellation by Client

4.1 Cancellation Notice

The Client may cancel their booking by providing written notice to AELA Photography.

The Booking Fee remains non-refundable under all circumstances.

This is because the Photographer has reserved the date exclusively for the Client and may have declined other work opportunities.

4.2 Cancellation Charges

If the Client cancels the booking, the following may apply:

More than 6 months before the Event:

The Booking Fee will be retained.

Between 3–6 months before the Event:

The Booking Fee and any reasonable costs already incurred may be retained.

Within 3 months of the Event:

The Client may be responsible for the remaining balance or a proportion of the balance, depending on circumstances and the Photographer’s ability to re-book the date.

The purpose of these charges is to compensate for lost availability and preparation time.

5. Postponement & Change of Date

5.1 Request to Change Date

If the Client wishes to move their wedding date, AELA Photography will make reasonable efforts to accommodate the new date.

However, availability cannot be guaranteed.

If the new date is unavailable, the change will be treated as a cancellation by the Client.

5.2 Transfer of Booking

Any transfer of booking to a new date is only valid once confirmed in writing by AELA Photography.

The original Booking Fee may be transferred where possible, at the Photographer’s discretion.

Additional charges may apply depending on:

• notice given,

• availability,

• changes to package requirements,

• additional preparation already completed.

6. Cancellation by Photographer

In the unlikely event that AELA Photography is unable to provide the Services due to serious circumstances, including:

• serious illness,

• injury,

• emergency,

• unavoidable circumstances,

the Photographer will make reasonable efforts to:

1. Provide a suitable replacement photographer/videographer of similar professional standard, subject to Client approval; or

2. Refund payments received for services that cannot be provided.

AELA Photography’s liability shall be limited to the total amount paid by the Client.

7. Photographer Responsibilities

7.1 Professional Service

AELA Photography agrees to provide the Services in a professional manner consistent with industry standards and the style represented within its portfolio.

The Photographer may use assistants, second photographers, videographers, editors, or other contractors where required.

7.2 Capturing Requested Images

The Photographer will make reasonable efforts to capture important moments and requested photographs.

However, the Client acknowledges that the Photographer cannot guarantee specific images due to circumstances outside of their control, including:

• weather conditions,

• venue restrictions,

• lighting conditions,

• guest behaviour,

• timeline changes,

• availability of subjects,

• actions of other suppliers.

7.3 Guest & Vendor Interference

AELA Photography is not responsible for missed photographs caused by interference from guests, suppliers, venue staff, or other individuals.

Examples include:

• guests blocking important moments,

• guests using phones or cameras during key moments,

• suppliers restricting movement,

• delays caused by the wedding party,

• guests not being available for group photographs.

The Photographer will always make reasonable efforts to work professionally within these circumstances.

8. Safety & Right to Stop Coverage

AELA Photography reserves the right to take reasonable action, including leaving the Event, if exposed to:

• unsafe working conditions,

• threatening behaviour,

• harassment,

• discrimination,

• illegal activity,

• aggressive or abusive behaviour.

In such circumstances, no refund will be provided for services already booked or cancelled due to safety concerns.

9. Client Responsibilities

The Client agrees to:

• provide accurate booking information;

• provide venue details and schedule updates;

• notify the Photographer of any important changes;

• obtain necessary permissions from venues or locations;

• inform the Photographer of any sensitive family situations;

• ensure reasonable access to locations;

• ensure guests cooperate during photographs;

• provide a safe working environment.

Failure to provide accurate information or reasonable cooperation may affect the Photographer’s ability to deliver the expected results.

10. Meals & Breaks

For wedding coverage exceeding approximately 7 hours, the Client agrees to provide a suitable meal for the Photographer and any additional team members working during the Event.

Where a meal cannot be provided, reasonable meal expenses may be charged.

The Photographer may take short breaks during longer coverage periods while ensuring minimal disruption to the Event.

AELA Photography

Wedding Photography & Videography Terms & Conditions

Part 2: Coverage, Artistic Style, Editing, Revisions, Albums, Delivery & Technical Protection

11. Coverage Hours & Event Timeline

11.1 Agreed Coverage

AELA Photography will provide coverage for the agreed number of hours stated within the Client’s selected package.

Coverage begins and ends at the agreed times confirmed during booking.

The Photographer is not required to remain beyond the contracted coverage period unless additional hours are agreed and paid for separately.

Additional coverage may be requested on the day; however, this is subject to:

• Photographer availability,

• timeline requirements,

• additional fees.

11.2 Continuous Coverage

Unless otherwise agreed, wedding coverage is provided continuously throughout the booked period.

The Photographer may take reasonable short breaks during the Event, particularly during longer bookings, while ensuring important moments are captured.

11.3 Wedding Timeline

The Client agrees to provide AELA Photography with an accurate wedding timeline, including:

• ceremony time,

• reception details,

• speeches,

• meal timings,

• first dance,

• special events,

• locations,

• any important photography requests.

The Photographer is happy to provide guidance and recommendations to help create a realistic timeline that allows sufficient time for photography.

11.4 Changes to Schedule or Location

Any changes to:

• ceremony times,

• preparation locations,

• venues,

• reception details,

• Event schedule,

must be communicated to AELA Photography as soon as possible.

Where changes are not communicated in advance, AELA Photography cannot be held responsible for missed photographic opportunities.

12. Venue Restrictions & Permissions

The Client is responsible for ensuring that all necessary permissions have been obtained from venues, churches, registrars, or other locations where photography or videography will take place.

The Client acknowledges that some venues or officiants may impose restrictions regarding:

• photographer movement,

• flash photography,

• ceremony positioning,

• filming,

• drone usage,

• equipment placement.

AELA Photography will always respect venue rules and professional requirements.

AELA Photography cannot be held responsible for reduced coverage or missed images resulting from restrictions imposed by venues, registrars, celebrants, or other authorised persons.

13. Weather Conditions & Outdoor Photography

The Client understands that weather conditions are outside the control of AELA Photography.

The Photographer will always make reasonable efforts to create beautiful images regardless of weather conditions.

Alternative arrangements may be suggested, including:

• indoor locations,

• sheltered areas,

• adjusted timings,

• creative use of available surroundings.

The Photographer cannot guarantee specific outdoor images where weather conditions prevent them.

No refund or compensation will be provided due to weather conditions.

14. Artistic Style & Creative Control

14.1 Portfolio Review

The Client confirms that they have reviewed AELA Photography’s portfolio, website, social media, and previous work before booking.

The Client understands that the style demonstrated within the portfolio represents the Photographer’s artistic approach.

14.2 Artistic Judgement

Photography and videography are creative services.

AELA Photography retains creative control over:

• image composition,

• lighting choices,

• camera angles,

• storytelling approach,

• colour grading,

• editing style,

• final image selection.

The Photographer will consider reasonable requests from the Client but maintains final artistic discretion.

14.3 Style Expectations

The Client understands that every wedding is unique.

Final images may vary depending on:

• venue layout,

• weather,

• lighting conditions,

• season,

• guest interaction,

• timeline,

• available locations,

• natural moments occurring during the day.

The Client acknowledges that dissatisfaction based solely on personal preference or difference in artistic expectation is not grounds for cancellation, refund, or rejection of the delivered work.

15. Image Selection & Editing Process

15.1 Photographer Selection

The Photographer will professionally select and edit images that represent the quality and storytelling style of AELA Photography.

The final delivered gallery will contain the Photographer’s chosen selection of images.

The Client understands that:

• not every photograph taken will be delivered;

• duplicate images,

• test shots,

• accidental captures,

• technically unsuitable images,

will not be included.

15.2 Standard Editing Included

Final editing includes:

• colour correction,

• exposure adjustments,

• contrast adjustments,

• cropping where appropriate,

• creative colour grading,

• consistency across the gallery.

Editing decisions are based on AELA Photography’s professional style.

16. Additional Editing & Retouching Requests

Standard editing does not include extensive digital manipulation.

Additional charges may apply for requests including:

• removing people or objects from images;

• changing backgrounds;

• extensive skin retouching;

• body reshaping;

• replacing elements within photographs;

• complex Photoshop work;

• recreating photographs that were not captured.

The Photographer will advise the Client of any additional costs before carrying out extensive editing work.

17. Revision Policy

17.1 Included Revision

Where applicable, AELA Photography includes one reasonable revision request for deliverables such as:

• album design,

• slideshow,

• Highlight and full video,

• agreed creative products.

17.2 Additional Revisions

Additional revision requests may incur extra charges.

This includes:

• multiple rounds of changes;

• changes after approval;

• requests outside the original brief;

• extensive re-editing;

• changes based solely on a change of personal preference.

Additional editing time will be charged at AELA Photography’s current editing rate.

17.3 Creative Approval

The Client acknowledges that revisions are intended for reasonable adjustments and not a complete redesign or change of the Photographer’s artistic style.

The Photographer retains final creative control over the finished product.

18. Albums & Printed Products

18.1 Album Design

Where an album is included within the chosen package, AELA Photography will design the album according to its professional storytelling style.

The Photographer will select images and create a layout that represents the Event naturally and beautifully.

18.2 Client Approval

The Client will receive an opportunity to review the album design before production.

One reasonable round of amendments is included.

Additional amendments may incur design charges.

18.3 Production Approval

Once the Client approves the final design and it has been sent for production:

• further changes may not be possible;

• additional costs caused by requested changes may be payable by the Client.

Delays caused by failure to approve designs may extend the delivery timeline.

19. Delivery Times

19.1 Estimated Delivery

AELA Photography aims to deliver:

Wedding photographs:
Approximately 3–6 weeks after the wedding date.

Wedding videos:
Approximately 6–10 weeks after the wedding date depending on season, workload, and complexity.

Albums:
Approximately 90 days from final Client approval, subject to supplier production times.

19.2 Peak Season Delays

During particularly busy wedding seasons, delivery times may be extended.

AELA Photography will always aim to keep the Client informed where delays occur.

Delivery estimates are not guarantees and may be affected by:

• workload,

• delayed Client responses,

• album approvals,

• supplier timelines,

• circumstances outside the Photographer’s control.

20. RAW Files & Unedited Material

RAW files, unedited photographs, unused footage, and original camera files remain the sole property of AELA Photography.

RAW files are not included within standard packages unless specifically agreed in writing.

The Client understands that RAW files:

• are unfinished working files;

• do not represent the final artistic product;

• may not accurately represent AELA Photography’s finished style.

AELA Photography is only responsible for delivering the final edited products included within the chosen package

21. Data Protection, Backup & Technical Failure

21.1 Data Protection

AELA Photography takes reasonable steps to protect Client images and videos through professional workflow practices.

Where possible, files are backed up during and after the editing process.

21.2 Technology Risks

The Client acknowledges that digital photography and videography rely on technology and that unforeseen failures can occur.

AELA Photography cannot guarantee against complete loss caused by circumstances including:

• SD card failure;

• camera malfunction;

• equipment failure;

• hard drive failure;

• computer malfunction;

• software corruption;

• viruses or malware;

• cloud storage failure;

• theft;

• damage to equipment;

• circumstances outside reasonable control.

21.3 Recovery Attempts

In the unlikely event of technical failure, AELA Photography will make reasonable attempts to recover lost files where possible.

However, recovery cannot be guaranteed.

Where loss occurs despite reasonable precautions, AELA Photography’s liability will be limited as set out within these Terms.

AELA Photography

Wedding Photography & Videography Terms & Conditions

Part 3: Copyright, Usage Rights, Social Media, Privacy, Videography, Liability & Final Terms

22. Copyright & Ownership of Work

22.1 Copyright Ownership

All photographs, videos, designs, and creative materials produced by AELA Photography remain the intellectual property and copyright ownership of AELA Photography.

Copyright ownership does not transfer to the Client upon payment or delivery of the final images.

AELA Photography retains all rights to:

• photographs;

• videos;

• edited files;

• designs;

• creative concepts;

• original footage;

• working files.

22.2 Client Personal Use Licence

Upon full payment of all outstanding fees, AELA Photography grants the Client a personal, non-commercial licence to use the delivered photographs and videos.

Personal use includes:

• printing photographs for personal display;

• creating personal albums;

• sharing images on personal social media accounts;

• sharing images with family and friends;

• using images for personal announcements or celebrations.

The Client may not sell, license, transfer, or commercially exploit the images without prior written permission from AELA Photography.

22.3 Restrictions on Image Alteration

The Client agrees not to:

• apply filters that significantly alter the Photographer’s work;

• edit or manipulate photographs in a way that changes the intended artistic style;

• remove copyright markings where applicable;

• use images in a misleading or inappropriate manner.

The Client understands that editing the final photographs may affect the artistic representation of AELA Photography’s work.

23. Commercial Use & Third-Party Usage

The Client may not use photographs or videos for commercial purposes without written permission from AELA Photography.

Commercial use includes, but is not limited to:

• business advertising;

• brand promotion;

• publication;

• competitions;

• vendor marketing;

• selling products or services;

• submitting images to publications.

Any commercial licensing requests must be discussed separately with AELA Photography.

24. Portfolio, Website & Marketing Permission

24.1 Promotional Use

The Client grants AELA Photography permission to use selected photographs and videos created during the Event for:

• website portfolio;

• social media;

• advertising;

• marketing campaigns;

• competitions;

• exhibitions;

• promotional materials.

This permission allows AELA Photography to showcase its work and promote its services.

24.2 Privacy Requests

AELA Photography understands that some clients may prefer privacy.

If the Client does not wish certain images to be used publicly, they must notify AELA Photography in writing.

Where reasonable notice is provided, AELA Photography will respect requests regarding sensitive circumstances.

24.3 Vendor Collaboration

The Client acknowledges that wedding images may be shared with relevant suppliers involved in the Event, including:

• venues;

• florists;

• bridal suppliers;

• makeup artists;

• planners;

• other wedding professionals.

Images shared for vendor promotion must credit AELA Photography where possible.

25. Videography Terms

25.1 Video Style & Creative Decisions

Where videography is included, the Client understands that video production is a creative service.

AELA Photography retains creative control over:

• storytelling structure;

• pacing;

• music selection;

• colour grading;

• final edit decisions.

25.2 Music Licensing

Music used within wedding films may be subject to licensing restrictions.

AELA Photography will make reasonable efforts to select appropriate music.

Where the Client requests a specific song, the Client acknowledges that:

• licensing availability may affect whether the song can be used;

• alternative music may be required;

• final music decisions remain subject to legal usage requirements.

25.3 Raw Video Footage

Raw footage is not included within standard videography packages unless specifically agreed in writing.

Raw footage may include:

• unused clips;

• duplicate recordings;

• camera files;

• test footage;

• unfinished material.

AELA Photography is only responsible for delivering the agreed final edited video products.

25.4 Video Revisions

One reasonable revision request may be included where agreed.

Additional amendments, including:

• changing the entire style;

• replacing music;

• restructuring the film;

• requesting extensive changes after approval,

may incur additional editing charges.

26. Image Storage & Retention

26.1 Storage Period

AELA Photography agrees to retain final edited images for approximately 6 months after final delivery.

After this period, images may be removed from storage without further notice.

26.2 Client Responsibility

The Client is responsible for:

• downloading delivered images;

• backing up files;

• storing copies safely.

AELA Photography strongly recommends keeping multiple backups

26.3 Retrieval Requests

If the Client requests images after the retention period, AELA Photography will make reasonable efforts to locate files where possible.

However:

• availability cannot be guaranteed;

• recovery fees may apply;

• archived files may no longer exist

27. Equipment Failure & Unforeseen Technical Issues

AELA Photography uses professional equipment and takes reasonable precautions to minimise technical risks.

However, the Client acknowledges that equipment and technology can fail unexpectedly.

AELA Photography cannot be held responsible for:

• camera failure;

• lens malfunction;

• memory card failure;

• software issues;

• corrupted files;

• equipment damage;

• technological faults outside reasonable control.

Where possible, backup equipment and professional recovery procedures will be used.

28. Replacement Photographer / Team Members

28.1 Photographer Substitution

In exceptional circumstances where the Photographer cannot attend, AELA Photography may arrange a suitable replacement photographer or videographer.

The replacement will be selected based on:

• professional experience;

• quality standards;

• ability to provide services consistent with the booking.

28.2 Client Approval

The Client’s approval will be reasonably considered regarding any replacement photographer.

If a suitable replacement cannot be arranged, AELA Photography may terminate the agreement and refund payments relating to services not provided.

No further compensation shall be payable.

29. Force Majeure

Neither party shall be responsible for failure or delay in performing obligations due to circumstances beyond reasonable control.

These circumstances may include:

• serious illness;

• injury;

• emergency;

• fire;

• flood;

• natural disasters;

• government restrictions;

• pandemic;

• terrorism;

• civil disturbance;

• transport disruption;

• venue closure;

• acts of God.

Where possible, both parties will work together to find a reasonable solution.

30. Limitation of Liability

30.1 Maximum Liability

AELA Photography’s maximum liability for any claim relating to the Services or Work Product shall not exceed the total amount paid by the Client.

30.2 Excluded Losses

AELA Photography shall not be liable for:

• indirect losses;

• loss of opportunity;

• emotional distress;

• consequential damages;

• costs incurred from third parties.

30.3 Client Acknowledgement

The Client acknowledges that:

• photography involves creative interpretation;

• external circumstances may affect results;

• technology carries unavoidable risks;

• AELA Photography cannot control every aspect of the Event.

31. Client Indemnity

The Client agrees to protect and hold harmless AELA Photography, its employees, assistants, contractors, and representatives against claims arising from:

• inaccurate information provided by the Client;

• failure to obtain required permissions;

• actions of guests or attendees;

• unsafe conditions caused by the Client or Event participants.

32. Agreement & Acceptance

By signing the booking agreement and paying the Booking Fee, the Client confirms that:

• they have read and understood these Terms & Conditions;

• they agree to be bound by these Terms;

• they understand the services provided;

• they accept AELA Photography’s creative approach and professional process.

Any changes to these Terms must be agreed in writing by both parties.