Indianapolis Family Photographer | casey and her camera

casey and her camera | Event Photography Contract

This Event Photography Contract (the “Contract”) is entered into between  (the “Client(s)”), and casey and her camera LLC d/b/a casey and her camera, an Indiana limited liability company (“Photographer”) on the date of Client(s) execution of this Agreement as indicated in the electronic signature block of this Agreement (the “Effective Date”).

  1. Retainer and Payment. The Client shall make a non-refundable retainer payment in the amount of 50% of the Total Investment Fee as selected during scheduling and specified on the Client Information Form in order for the Photographer to perform the services specified herin. Retainer payment is due, along with fully executed contract, upon booking of photographic events. Upon payment and contract execution,  the Photographer will reserve the services, time and date agreed upon by both parties on the Client Information Form. The Client agrees that this retainer is earned by the Photographer when paid, and is remitted in consideration of the experience, reputation, skill of the Photographer, and in consideration of the inability of the Photographer to schedule other clients during this time. The term of this Contract shall commence upon the execution of this Contract and shall terminate upon the Photographer’s delivery of an online gallery proofing website. Failure to submit payment according to this contract will result in immediate termination of all agreements.
  2. For events booked more than 30 days in advance of the photographic event date, final payment of the Investment Fee balance shall be submitted to the Photographer no less than 30 days in advance of the agreed upon photographic event date. In the event the Client fails to complete final payments as designated, the Photographer shall have the right to immediately terminate all agreements with no further refund obligations. For services booked less than 30 days in advance of the photographic event date, all retainer and balance payments will be due in full, along with the fully executed contract, to confirm booking and finalize scheduling.

    A late payment fee of $25/day, for up to 7 days, shall be applied to any payments made after the agreed upon date. After 7 days delinquent, the Photographer shall have the right to immediately terminate all agreements with no further refund obligations. No products shall be delivered until the entire amount is paid in full.

  1. Cancellation. If for any reason the Client requests cancel this Contract thirty (30) or more calendar days before the agreed upon photographic event date, the Photographer shall keep the retainer and any monies paid on the date of cancellation. All cancellations or amendments must be made in writing and signed by all contracted parties. If the Client fails to supply written cancellation or cancels within thirty (30) days of the contracted date, the Client shall be required to pay the full balance of the Contract.

If the Photographer is exposed to unsafe conditions, individuals, or objectionable or illegal acts or events at the photographic event, all agreements will be immediately terminated and payments forfeited.

  1. Safe Working Environment. The Client agrees to undertake the best efforts to ensure that guests and attendees at the event treat the Photographer and the Photographer’s staff with respect and dignity and that the Photographer is provided with a safe working environment. The Photographer retains the right to cancel the remainder of any photography services in the event guests and/or attendees of the event commit any instances of sexual harassment, violence, threats, or other similar behavior that would lead a reasonable person to feel unsafe in such an environment. In the event of such cancellation the Client shall not be entitled to any refund.
  1. Rescheduling/Late Arrivals. In the event that the Client requests to reschedule the event at least thirty (30) days prior to the scheduled event, and such rescheduling is confirmed and accepted in writing by the Photographer, the retainer may, at the Photographer’s sole discretion, be applied to the rescheduled date. Reschedule must be within one year from the original date and a new Contract will be required to reflect the changes. Reschedules are subject to any pricing changes or increases that have occurred. Any Client that is late arriving to the event will have the amount of time late deducted from the time allotted for the event. Clients shall not be compensated for the time deducted from the event due to late arrival of the Client. In the event the Client requests to reschedule the event within thirty (30) days of the scheduled event, the Client shall be required to remit a rebooking fee in the amount of $500.

Additional time added to a event will be billed at the rate of $450/hour and must be requested by the Client. In requesting additional time, the Client hereby agrees to pay the additional charges within twenty-four (24) hours of the close of the event. Failure to pay the incurred fees shall be subject to a late fee of $25/day and no images or products shall be delivered or released until the entire amount is paid in full.

  1. Pre-Event Consultation. The Client agrees to a pre-event consultation which shall take place approximately thirty (30) days prior to the contracted event date. The consultation shall work to finalize the schedule, locations, and the Client’s particular requests. Consultations may happen by form of in-person meeting, phone or video call, or email communication. At this time, all final timeline and vendor contact information must be submitted.
  1. Completion Schedule. Completion schedules and delivery of printed products shall be determined from the date of final approval by the Client. Third-party manufacturing laboratories are utilized for products and may provide restrictions on an order not outlined in this Contract.
  • Prints shall take four (4) weeks from time of print order to be processed and delivered to the Client.  
  • Albums shall take twelve (12) weeks from date of final design approval by the Client to be received by the Photographer and delivered to the Client.  

The Client should place orders with sufficient time to allow for normal delays and notify the Photographer at the time of the order if there are any extenuating circumstances requiring a quicker turn around. An expedited fee of $100 or more shall be applied to expedited product requests. The Photographer shall not be held responsible for delivery delays due to the fault of manufacturing and/or delivery services.

  1. Use of Independent Contractor. In the event a third-party Independent Contractor is hired for services and/or products for the event, the Photographer is not liable for any actions by the Independent Contractor. This includes, but is not limited to, allergies as a result of use of the products/services by the Independent Contractor. It is the Client’s responsibility to convey all allergies to the Independent Contractor.
  1. Photographic Materials. All photographic materials, including but not limited to negatives, transparencies, proofs, and previews, shall be the exclusive property of the Photographer. No products, including digital files, will be released until the agreed upon amount is paid in full per the payment schedule outlined in this Contract.

The Photographer shall make gallery proofs available through an online gallery proofing website. These proofs shall be available to the Client within eight (8) weeks of the event. If an online proofing gallery delivered, it shall remain open for no less than three hundred and sixty-fixe (365) days from delivery at which time the Photographer shall have no further obligation to preserve the images of the event in any digital or print form.

  1. Artistic Rights. The Photographer retains the right of discretion in selecting the photographic materials released to the Client. The Client shall receive a gallery of no less than thirty (30) photographs per one (1) hour of service to select from and shall not receive any photographic materials not presented to the Client. The Photographer also retains the right to make adjustments to the photographs in post-processing as the Photographer deems within their creative control. Additional processing may be requested for $75 per file. At no additional charge, the Photographer will provide the Client with black and white conversions of any images requested up to ninety (90) days after online gallery delivery.

The Photographer shall make efforts to obtain, but cannot guarantee delivery of, specific images as requested by the Client. The Photographer shall be held harmless for any and all images requested by the Client, but not obtained, during the course of the event and the immediately surrounding events.

  1. Cooperation of Client and Guests. The Client will cooperate with the Photographer and defer to the Photographer’s professional judgment related to setting, poses, picture grouping, and other matters of artistic discretion. The Photographer retains the absolute right to refuse to photograph any situation, pose, or grouping that would interfere with the Photographer’s artistic discretion. The Client will utilize best efforts to ensure that guests and attendees cooperate with the Photographer.

The Photographer shall be held harmless for any images obstructed, distorted, or otherwise interfered by the Client, Guests, and their respective photography equipment.

  1. Copyright and Reproductions. The Photographer shall retain copyright ownership of all works created in the course of this Contract, including but not limited to all images in their original and processed formats. It is understood that any duplication or alteration of original images is strictly prohibited {Copyright Law Title 17, Appendix V. Additional Provisions of the Digital Millennium Copyright Act 2005, Section 102} without the written permission of the Photographer. Alterations include, but are not limited to, application of filters, cropping, or modifications of any kind.    

The Photographer does provide the Client permission to resize photographs for Internet-based usage.

  1. Client Usage. The Client shall only use the photographic prints, including digital files, in accordance with the permissions within this Contract. The Client’s prints are for personal use only and shall not be submitted to contests or reproduced for commercial use without express permission of the Photographer. The Client shall not make, or provide authorization to a third-party to make, reproductions of works resulting from this Contract without express permission of the Photographer. Additional prints and/or digital files may be purchased between third-parties and the Photographer with the permission of the Client. Accordingly, if the Photographer provides a digital file print release, the Client must act in accordance with the release.
  1. Social Media. The Client may share web/blog post links and social media albums through use of the share functions and dissemination of direct links. The Client shall not copy, download, screen shot, or capture the photographs in any other fashion. When uploading to a Facebook or Instagram Social Media profile, the Client shall “tag” the Photographer’s business page in the album of the uploaded files.
  1. Photography and Videography. The Photographer and the Photographer’s team shall be the sole photographers for coverage of the event. Videographers and photo booth operators shall be excluded from this provision if submitted in writing by the Client to the Photographer at least three (3) days prior to the event date. The Client shall not engage in photography or videography or employ additional photography of videography services during the course of the event unless otherwise agreed to by the Photographer. In the event the Client employs additional services not agreed upon by the Photographer, the Photographer shall have the right to immediately terminate all agreements with no further refund obligations.
  1. Failure to Perform. If the Photographer is unable to perform this Contract due to illness, emergency, fire, casualty, strike, act of God or causes beyond the control of the Photographer, the Photographer and the Client shall make every attempt to reschedule the photographic event. If a reschedule is unable to be agreed upon, the Photographer may hire a Substitute Photographer (see article 16) to provide photography services of the scheduled event. The Photographer shall then complete all final image selections and edits in compliance with this Contract. If a Substitute Photographer is unable to be hired, the Photographer shall return the retainer and balance payments as applicable to the Client and shall have no further liability.   Further, if the Photographer is unable to deliver photographic materials due to technological malfunctions, including but not limited to the equipment operation and image processing, or photographic materials are otherwise lost or damaged without fault of the Photographer, liability shall be limited and the Client shall only be entitled to a refund of the Client’s Total Investment Fee.
  1. Substitute Photographer. The Photographer reserves the right to substitute with another photographer. The Substitute Photographer is chosen at the discretion of the Photographer and does not constitute a breach of this Contract. The Photographer warrants the Substitute Photographer to be of comparable quality and professionalism.
  1. Independent Contractor – Second Photographer. The Photographer may supply an additional professional photographer to assist on the event day as detailed under the investment selection section of this Contract. The Photographer reserves the right and discretion at selecting the appropriate additional photographer and all aspects of this contract and the attached Model Release will apply to the Second Photographer.
  1. Photographer’s Standard Price List. The charges in this Contract are based on the Photographer’s Standard Price List. This price list is adjusted periodically and future orders shall be charged at the prices in effect at the time when the order is placed.
  1. Meals and Breaks. When meal service is included in the event timeline, the Client shall arrange to provide a meal for every member of the Photographer’s team during event coverage lasting six (6) or more hours. This meal should be provided at the time the Client is served to avoid any delay in coverage and services. Food allergies should be taken into consideration. A fifteen (15) minute break is required, outside of the standard meal period, for every member of the Photographer’s team for coverage that lasts more than eight (8) hours.
  1. Venue Guidelines. The Photographer is bound to guidelines and policies of venue officials or management. The Client agrees to accept the technical results of their imposition on the Photographer. Negotiation with the officials for modification of guidelines and/or policies is the Client’s responsibility. Any additional permits or fees required by the venue or local jurisdiction shall be the responsibility of the Client.
  1. Travel and Overage Fees. The Client shall pay a mileage fee of $1.00 per mile, for photographic events located more than 20 miles outside the zip code of 46278. Destination services shall be priced and billed individually and shall not adhere to the standard mileage rates.

All location permits, permit fees, access or entrance fees, and parking fees will remain the responsibility of the Client for the photographic event. The Client is responsible for obtaining all permits and paying all dues in advance of the arrival of the Photographer.

  1. Medical Notice. The Client shall inform the Photographer of any and all medical conditions prior to the scheduled event date. The Photographer shall not be held liable for any medical issues that may arise from known or unknown medical conditions of which the Photographer was not made aware, in writing, prior to the scheduled event date.
  1. Disputes. If any dispute arises between the Photographer and the Client in connection with, or arising out of, this Contract, the parties within thirty (30) days shall attempt to settle such dispute informally through discussions. If the parties are unable to resolve the dispute within five (5) business days of convening for informal dispute resolution discussions, the dispute must immediately be referred to mediation either as a final resolution, or as a condition precedent to, the initiation of any adjudicative action or proceeding. Such mediation shall be held in Indianapolis, Indiana. The parties shall have thirty (30) days, from the date written notice is given by one party to the other of the need for mediation, to agree upon a mediator and commence mediation or either party may bring legal action, including litigation, to have a mediator appointed. Any dispute that has not been resolved amicably among the parties by mediation, may proceed to litigation.
  1. Indemnification. The Photographer shall be held harmless for any and all injury to the Client and the Client’s property during the course of the event and the immediately surrounding events.
  1. Miscellany. This Contract incorporates the entire understanding of the parties. Any modifications of this Contract must be in writing and signed by both parties. Any waiver of a breach or default hereunder shall not be deemed a waiver of a subsequent breach or default of either the same provision or any other provision of this Contract. This Contract shall be governed by the laws of the State of Indiana.
  1. Attorney’s Fees. If either party to this Contract brings a legal action against the other party to this Contract to secure the specific performance of this Contract, collect damages for breach of this Contract, or otherwise enforce or interpret this Contract, the prevailing party shall recover reasonable attorney’s fees and all costs, premiums for bonds, fees, and other expenses expended or incurred in the action in addition to any other relief that may be awarded.
  1. Construction. Any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in interpreting this Contract. The language in this Contract shall be interpreted as to its fair meaning and not strictly for or against any party.
  1. Payment Plan. The client shall pay the current rates as chosen on the Event Client Information Form. The payment schedule as detailed in this Contract shall be adhered to for the photographic event as detailed on the Event Client Information Form.

IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed by their duly authorized representatives as of the date(s) set forth below, via electronic signature.

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Signed by Casey Rucinski
Signed On: January 13, 2022

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Document name: casey and her camera | Event Photography Contract
lock iconUnique Document ID: affaa6f9aca2110452b1bb08718390ddcd19a7a7
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May 5, 2017 2:07 pm EDTcasey and her camera | Event Photography Contract Uploaded by Casey Rucinski - IP

casey and her camera is an Indianapolis Photographer specializing in couple, lifestyle, wedding, family and Indianapolis Event Photography for Indianapolis, Indiana and the surrounding areas.