Wedding Photography Terms & Conditions – Russell Lewis Photography

Last updated: 9th December 2025

It is agreed that this Contract governs the terms and conditions on which the Photographer will take images of the Client’s wedding (details of which are Provided in Parts A&B of the Contract & Schedule ). This Contract sets out the entire agreement between the parties and no variation or modification shall be effective unless agreed by both parties in writing.

1. BOOKING FEE & PAYMENT

A non-refundable booking fee of £200 is payable upon signing this agreement and is deducted from the total coverage fee. The remaining balance is due no later than 30 days before the wedding date. Failure to pay by this date may result in cancellation of services. The booking fee secures the Photographer’s availability for the wedding date and reflects work undertaken prior to the event.

2. DISPLAY

The Client hereby allows the Photographer to display any images taken pursuant to this contract in their studio, portfolios, literature, wedding exhibitions, website, social media and advertising. This includes use on social media platforms, online galleries, blogs and third-party wedding publications. Any objection to image use must be made in writing prior to delivery of the final images. The Photographer agrees not to use any image that may reasonably cause offence, distress or reputational harm to the Client.

3. IMAGES

All image sizes are nominal. The Photographer will provide a pleasing colour balance but the Client accepts that exact colour matching cannot be guaranteed due to lighting conditions, materials and digital processing. Retouching, digital manipulation and artistic finishing are carried out at the Photographer’s discretion. Further work may be performed as an optional extra for an additional agreed fee. The Client acknowledges that post-production editing is carried out in the Photographer’s professional style and discretion. No unedited RAW files will be supplied.

4. REORDERS

All reorders shall be treated as an extension of this contract and will be charged at the Photographer’s prices prevailing at the time of reorder. Retouching of digital files, digital manipulation and artistic finishing are available on request as additional services. The price of any additional services must be paid in full before delivery. No responsibility for error will be accepted unless orders are given in writing.

5. LICENCE

5.1 The Photographer shall be granted artistic licence in relation to the poses photographed and the locations used. The Photographer will deliver a carefully curated selection of images that accurately reflects the events of the day. The final number of images delivered is at the Photographer’s discretion and may vary depending on circumstances. Due to the vagaries of the weather and the cooperation of subjects, it may not be possible to capture all requested images.

5.2 If specific images are required, the Client shall supply a written list to the Photographer no less than 14 days prior to the wedding date, clearly identifying required individuals and settings (“The Specification”).

5.3 The Photographer shall use all reasonable endeavours to take the images specified by the Client pursuant to the Specification.

Notwithstanding Clauses 5.1, 5.2 and 5.3, if for any reason the Photographer reasonably deems it impractical or unreasonable to take the requested images, the Photographer shall, at their sole discretion, take such alternative images as they consider appropriate in the circumstances.

6. FORCE MAJEURE / ACT OF GOD

Neither party shall be liable for failure or delay in performance due to events beyond their reasonable control including, but not limited to, fire, flood, severe weather, government restrictions, acts of terrorism, pandemic, illness or transport failure. In such circumstances, any payments made will be applied toward a rescheduled date where possible, subject to availability.

7. LIMITATION OF LIABILITY

In the event of equipment failure, data loss or technical failure beyond the Photographer’s reasonable control, liability shall be limited to a full refund of payments received. Neither party shall be liable for indirect or consequential loss. The Client agrees to be responsible for any loss, injury or damage caused to the Photographer or the Photographer’s equipment by the Client or their guests.

8. CANCELLATION

The Client may cancel this Contract at any time by written notice. Compensation shall be payable as follows:

121+ days – Booking Fee only
91–120 days – 50%
61–90 days – 60%
31–60 days – 75%
0–30 days – 100%

All cancellation charges represent a genuine pre-estimate of loss.

9. POSTPONEMENT

If the wedding date is postponed, the Photographer may, at their reasonable discretion and subject to availability, agree not to treat the Contract as cancelled and apply all monies already paid to the rescheduled date.

10. DIGITAL FILES

Final edited images will be delivered within approximately 1–3 weeks of the wedding date. High-resolution digital files (3500px) will be made available via a secure online gallery for 12 months. Access details may be shared by the Client. Delivery times are estimates and may be extended due to unforeseen technical, medical or operational circumstances beyond the Photographer’s reasonable control.

11. COPYRIGHT

All copyright remains the property of the Photographer under the Copyright, Designs and Patents Act 1988. The Client is granted domestic usage rights to view, print and share images for non-commercial purposes. If images are uploaded to social media, credit is requested where reasonably practical. The Photographer retains all publication and resale rights as outlined in Clauses 2 and 4. The Client grants the Photographer a non-exclusive, perpetual licence to use images for portfolio, marketing, competition and promotional purposes. Editing or applying filters that materially alter the Photographer’s work is discouraged.

12. ILLNESS / SUBSTITUTE PHOTOGRAPHER

In the unlikely event that the Photographer is unable to attend due to illness, injury or unforeseen circumstances, every reasonable effort will be made to provide a suitably qualified replacement photographer. If a replacement cannot be secured, all monies paid shall be refunded in full and this shall be the extent of liability.

13. AMATEUR PHOTOGRAPHERS

The Photographer is appointed as the exclusive professional photographer for the Wedding. Amateur photography by guests is permitted provided it does not interfere with or restrict the Photographer’s work.

14. PUNCTUALITY & COOPERATION

The cooperation of the Client and guests is essential. The Client is responsible for ensuring punctuality and reasonable cooperation throughout the day. It is particularly important that the ceremony runs to time, as any delays may affect coverage and in such circumstances the Photographer cannot guarantee to achieve all prior goals in the reduced time available.

15. REVELATIONS

The Client must inform the Photographer of any detail which may directly affect the wedding schedule. Any planned surprise affecting timings must be disclosed in advance. Failure to do so may limit the Photographer’s ability to achieve agreed objectives.

16. CONSENT TO PHOTOGRAPH

It is the Client’s responsibility to inform guests that they may be photographed. Any person wishing not to be photographed must notify the Photographer in writing prior to the wedding date.

17. DATA PROTECTION

Personal data supplied by the Client will be processed in accordance with UK GDPR and used solely for the purposes of fulfilling this contract and related business administration. Data will be retained only for as long as reasonably necessary to satisfy legal, contractual and accounting obligations.

18. WORKING CONDITIONS / BREAKS / MEAL

For coverage exceeding 6 continuous hours, the Client agrees to provide a hot meal and non-alcoholic refreshments for the Photographer.

19. VENUE RESTRICTIONS & GUEST INTERFERENCE

The Photographer shall not be liable for reduced image coverage due to restrictions imposed by the venue, officiant, or interference from guests.

20. GOVERNING LAW & JURISDICTION

This Contract shall be governed by and construed in accordance with the laws of England and Wales. The parties agree that the courts of England and Wales shall have exclusive jurisdiction.

21. ENTIRE AGREEMENT

This agreement constitutes the entire agreement between the parties and supersedes all prior understandings, whether written or oral.