The Photographer

Photographer/Owner: Erika Koop-Philbin

Business: Erika Koop Photography, LLC
Address:
Email:
Phone:

The Clients

Client 1:
Home Address:
Email:
Cell Phone:

Client 2:
Home Address:
Email:
Cell Phone:

The Event

Event Date:
Event Type: Wedding
Ceremony Location:
Ceremony Address:
Reception Location:
Reception Address:

Booked Photography Coverage

WEDDING COLLECTION TBD

*Booked photography coverage is flexible and may be upgraded or downgraded at any point leading up to the wedding, final pricing will be adjusted accordingly.*

Payment Schedule

A 25% retainer is due within 1 week of booking.
Remaining Balance is due by DATE.
Payments can be made by cash, check, credit/debit, or Venmo.
Please make any checks payable to 'Erika Koop Photography'.
Venmo payments can be made to '@Erika-Koop-Photo'.

Terms and Conditions:

This contract is between Erika Koop Photography (Photographer) and the couple (Client) relating to their wedding (Event) taking place on DATE. A signed contract and payment of the retainer are required to confirm the photographic services from the Photographer.

1. Photographer’s Responsibilities

Upon the best of the Photographer's ability, the Photographer hereby agrees to perform photographic services for Client at the Event specified above in a professional, workmanlike, and timely manner. The Photographer may employ/contract a second shooter/additional photographers, whom the Photographer will hire at their discretion. The Photographer will advise on planning, logistics, and timing as needed and as requested by the Client. The Photographer will help craft a shot list, further described in section 2. The Photographer will contact the Client via phone prior to the Event to review and finalize all details.

2. Cooperation and Creative License

The Photographer and the Client agree to cooperate and communicate with each other in a timely manner to achieve the best possible photographic results. The Client will be required to complete the Photographer's online questionnaire in order for the Photographer to create the shot list, which also describes the timing of the Event, key moments during the Event, and lists all groupings for couples, wedding party, and family portraits. The Photographer requires that the Client notify all friends and family members of when they will be needed for portraits. The Photographer will make every effort to obtain specific images and portraits requested by the Client that are included in the shot list, however, because of Photographer’s lack of control over guest participation, weather, any rules or restrictions of venue management or the officiant conducting the ceremony, or other unexpected circumstances, the Photographer cannot guarantee delivery of all requested images. Under any circumstances, the Photographer holds full creative license to capture all images using their professional judgment, experience and knowledge, in order to deliver the best possible product to the Client.

3. Exclusive Photographer

The Photographer and any contracted second shooters/additional photographers act as the exclusive photographer(s) to the Client for the Event. The Client also agrees that the Photographer takes precedence over guests with cameras. The Photographer will kindly ask that any guest to step aside if they are interrupting the Photographer’s work, but the Photographer is not responsible for the impact on the final product due to any interference caused by uncooperative wedding guests.

4. Retainer and Payment

The Client shall pay a 25% retainer to the Photographer within 1 week of signing the contract to secure services. Full payment for the remaining balance is due by the Event date.

5. Cancellation or Postponement

If the Client shall cancel the Event, the Client must notify the Photographer immediately upon cancellation. If the Client changes the Event date, the Photographer cannot guarantee availability. If the Photographer is available for the new date, the contract will be valid for the new date. If the Client chooses to cancel the Event for personal reasons or the Photographer is not available for the rescheduled Event date, the contract will be terminated and the retainer will not be refunded. In the event of complete cancellation due to COVID-19, COVID-19 related circumstances, or other emergency circumstances that are out of the Client's control, the Photographer will refund the Client 50% of the retainer payment and any additional payments made toward the final balance and this contract shall immediately terminate.

6. Failure to Perform

If Photographer is unable to provide photography services for the Event due to last minute illness, injury, personal emergency, COVID-19 related circumstances, fire, flood, casualty, strike, civil disturbance, war, terrorism, or other acts of God or nature beyond the Photographer and Client’s control ​any contracted second shooters/additional photographers will document the wedding in place of the Photographer. To the best of their ability, the Photographer will hire a replacement second photographer at no extra cost to the Client. In the case that neither the Photographer and any contracted second shooters/additional photographers are able to photograph the Event, and a replacement photographer(s) cannot be found, resulting in no photography coverage, the Photographer will refund all payments made by Client (including the retainer), and this contract shall immediately terminate.

7. Harassment Policy

If the Photographer or any additional photographers/second shooters/assistants experience any inappropriate, threatening, hostile, or offensive behavior* from any wedding guests or any other vendors during the Event, the Photographer will notify the Client immediately and ask the Client to make sure the behavior stops immediately. The Client may also designate someone else to take charge of this during the Event (ex. best man, bridesmaid, sibling), so the Photographer does not have to speak with the Client directly. If the behavior continues after the Photographer has reported it to the Client/designated person, the Photographer reserves the right to end coverage of the Event and leave the Event location. If the behavior is so serious (ex. sexual/physical assault), the Photographer reserves the right to end coverage immediately, leave the Event location​, and take any further action deemed necessary for the safety of the Photographer and any additional photographers/second shooters/assistants. If the Photographer ends coverage early due to any incident of harassment, the images taken will be processed and delivered in accordance with this contract, but no refunds will be provided for any reduced hours.

*Inappropriate/offensive behavior includes any unwanted physical touching of any kind, verbal harassment, including unwanted personal questions, taking/using the Photographer's equipment without consent, and any behavior which is inappropriate towards a person in a work place.

8. Image Loss or Damage

The Photographer has numerous methods in place to prevent loss or damage to the digital images. However, in the unlikely event that images are lost, stolen or destroyed for reasons beyond the Photographers control, the Photographer will not be held responsible for any equipment malfunction, theft, or accident that results in the damage or destruction of the Client’s images. In the event of loss or damage to the digital images, the Photographer shall refund the Client based on the percentage of missing images.

9. Event Meals

The Client shall provide vendor meals via the Event venue/caterer for the Photographer and any second shooters/additional photographers/assistants on the day of the Event. (Meals are not required for Event coverage of less than 3 hours.)

10. Insurance

The Photographer maintains liability insurance through Travelers Insurance; a certificate of insurance is available upon request.

11. Model Release

The Photographer retains unrestricted rights to use all finalized images, online or printed, for website, blog, portfolio, social media or any other editorial, licensing, competition, or advertising needs relating to the Photographer’s business or promoting the business. The Photographer also retains the right to publish the Client's full names and wedding related information on the Photographer’s blog and/or other wedding-related online or print publications. The Photographer will never publish/share any names of children or minors. The Photographer grants any second shooters/additional photographers restricted rights to use the images that they captured within their print, online portfolio, and/or blog. The Photographer can provide access to the online gallery of images for sharing web-ready files with other vendors (ex: venue, florist, etc.) only when granted permission by the Client.

12. Copyright

All images will remain the exclusive copyrighted property of the Photographer. The Photographer grants the Client permission to use the images as described in section 13.

13. Client Usage

The Client is granted a printing release and may print the images for personal use only. The client may in no way sell digital or printed images for profit. Any online or print publication of the images outside the Client’s personal use is not allowed without prior written permission from the Photographer. The Client may in no way alter the appearance of the images (ex. Instagram filters), except for standard cropping in print or social media usage.

14. Product Delivery

As stated in the Booked Photography Coverage, the Photographer shall deliver to the Client the edited digital JPEG images as the final product (including color + black & white copies, high resolution/print-size and low resolution/web-size versions, approx. 100 images per hour of coverage). All of the finalized images will be re-touched by the Photographer and ready for printing and online usage by the Client. The images will be delivered via an online gallery within 2 months of the Event date. In the event of personal circumstances (ex. illness, injury, family emergencies) that would prevent the Photographer from delivering the online gallery within the 2 month deadline, the Photographer will provide the client with prior notice via email and the online gallery will be delivered within 6 months of the Event date. The online gallery will remain active on the Photographer's website for 1 year after the gallery delivery date. If included in the collection coverage, the Photographer will deliver the USB with the final images via mail. Requests for additional or replacement USB drives will be subject to an additional fee of $200.00 per drive. Because the Photographer cannot guarantee maintaining the lifespan of all images, it is recommended that the Client makes a back-up copy of their images and keep the back-up copy stored in a secondary, safe location. It is also advised that the Client back-up files to a cloud based system and update their back-up method periodically in accordance with technological changes that may render the USB unreadable.

15. Additional and/or included Services/Products:

Additional and/or complimentary services/products may be included in the booked wedding day coverage or added at a later date, if so, the following terms and conditions apply -

• Additional Wedding Day Coverage: The Photographer may provide additional hours of wedding day coverage within the booked coverage. Any additional hourly wedding day coverage selected by the Client is available at the rate listed in the booked wedding coverage.
• Second Shooter/Additional Photographer: The Photographer may provide a second shooter within the booked wedding day coverage. Otherwise, a second shooter and/or any additional photographers can be contracted hourly. Any second shooters/additional photographers will be hired at the discretion of the Photographer.
• Engagement Sessions: The Photographer may provide an engagement session within the booked wedding day coverage. An engagement session may also be added-on based on the current rates on the Photographer's website. The Photographer allows for two dates to be reserved for an engagement session, one primary date and one rain date. Sessions can only be rescheduled as needed based on weather and as the Photographer's schedule allows. Engagement session specifics (ie. timeline and shot list) shall be agreed upon by the Client and Photographer at least one week prior to the primary date. The Photographer shall deliver to the Client a minimum of 50 edited digital JPEG images per hour as the final product (including color + black & white copies, high resolution/print-size and low resolution/web-size versions). All of the finalized images will be edited by the Photographer and ready for printing and online usage by the Client. The images will be delivered via an online gallery within 3 weeks of the session date. The Photographer will deliver the final images via USB with the wedding photos via mail if applicable.
• Event/Rehearsal Dinner Coverage: Event/Rehearsal Dinner coverage can be added to the booked wedding day coverage at the rate listed on the Photographer's website. Event/Rehearsal dinner coverage specifics (ie. timeline and shot list) shall be agreed upon by the Client and Photographer at least one week prior to the Event date. The Photographer shall deliver to the Client the minimum number of edited digital JPEG images as the final product (including color + black & white copies, high resolution/print-size and low resolution/web-size versions). All of the finalized images will be edited by the Photographer and ready for printing and online usage by the Client. The images will be delivered via an online gallery within 2 months after the event/dinner date. The Photographer will also deliver the final images via USB with the wedding photos via mail if applicable.
• Albums: The Photographer may provide the Client with a custom designed album as specified within the booked wedding day coverage or similar album of equivalent value - custom layout and design by Erika, production and printing by RedTree Albums professional lab. Cover text/design and shipping costs are included. Beyond that scope, the Client will be responsible to pay for any upgrades, additional spreads, customizations, additional albums, add-ons, or rush fees and the Photographer will disclose and discuss all costs with the Client for their approval. The Photographer will provide the Client with a high-resolution digital PDF for the final spread design and print details/receipt.

16. Printing Release

Printing release is granted to the Client upon delivery of final JPEG images via online gallery, wherein the Client may print at any lab of their choosing.

Erika Koop Photography values communication, organization, and empathy, striving to be helpful, supportive and informative throughout the entire process.