Hiring without risk
What to include in a photography and video contract for your wedding or quinceañera
A good contract puts in writing what hurts most later
A photography and video contract for your wedding or quinceañera should say, at a minimum, how much holds your date and what you lose if you cancel, how many hours are covered and until what time, when you choose your photos, how long delivery usually takes and how long your files are kept. If any of that isn't in writing, ask before you sign.
Below are the 14 clauses worth reading, with IAZ Photo Studio's terms as the example. This guide is general information, not legal advice. Your signed contract sets the terms.
Deposit: how much holds your date and whether it counts
The contract should say how much the deposit is, whether it counts toward your total and whether it's refundable. That way you know what you're paying for: holding a date means the studio turns away other families for that day.
IAZ example: a $500 deposit holds your date only for you and counts toward your total. It isn't refundable.
Payments: when the balance is due
Look for a clear payment schedule and the date your balance is due in full. A contract with no final date leaves questions on both sides.
IAZ example: you pay the rest in installments, in full one month before the event.
Cancellation: what you lose and when
This is the clause people read too late. It should say what happens if you cancel well in advance and what happens if you cancel close to the date.
IAZ example: if you cancel 4 months or more ahead, you lose only your $500 deposit; the deposit is the cancellation fee, not an extra charge. Under 4 months, everything you've paid is lost.
Date changes: how many times and with how much notice
Life happens. The contract should say whether you can move your date, how far ahead and what happens if the new date is already taken.
IAZ example: you can change your date once, 4 months or more ahead, if the new date is open.
Coverage hours and end time
"8 hours" can mean different things. Check whether the hours are continuous, whether travel between locations counts inside them and what time coverage ends.
IAZ example: hours are continuous and include travel and waiting time. Coverage ends at 10:00 pm; hours after that are $150 each. Our guide to how many hours of photo and video your wedding needs helps you work them out.
Travel and event costs
The contract should say where distance is measured from, when travel is charged and who pays for parking or entry fees.
IAZ example: no travel fee within 50 driving miles of Tempe, Arizona (I-10 and US-60). Farther than that, the full driving distance is quoted and agreed in writing before the event. Parking and entry fees at your locations are covered by the family.
Photo selection: who chooses and how long you have
Plenty of deliveries run late because nobody said who was choosing the photos. Look for your selection deadline and what happens if you miss it.
IAZ example: you choose your photos online within 4 weeks after the event. After that deadline, the team makes the selection and it's final.
Delivery: usual timing and when the clock starts
A serious contract gives a usual delivery time and a starting point. Be wary of promises with no conditions, and just as wary of "whenever we can."
IAZ example: usual delivery, counted from your selection, is 2 to 4 weeks for photo only and 4 to 8 weeks for photo and video. The contract sets the final terms. If delivery worries you, read how to make sure you get your photos and video.
File storage: when to back up
No studio keeps your files forever. What's fair is a contract that says how long they're kept, so you can back them up in time.
IAZ example: we keep your files for one year. Download and back up your gallery within the first year, because after that the files are deleted.
Printing your photos for personal use
Check whether you're allowed to print the photos you download. Some contracts charge extra for it.
IAZ example: downloads include permission to print your photos for personal use, and 20% off professional prints ordered online. Commercial use isn't included.
Other photographers or videographers at the event
Contracts usually say how it works if another hired photographer or videographer shows up, so nobody blocks the main shots.
IAZ example: we're the exclusive photo and video team. If another hired team blocks our angles, we ask them to stop; if it continues, the contract lets us stop recording. Our How we work page (opens in a new tab) explains how we work with another photographer or videographer.
If the photographer gets sick
This clause separates a studio with a team from a one-person operation. Ask what happens if the person covering your event can't make it.
IAZ example: another team member covers your event. If no one is available, we refund everything you paid.
If equipment fails
Cameras, memory cards and computers fail. What matters is that there's backup and that the contract says what happens if something is lost anyway.
IAZ example: we bring backup equipment to every event, and the contract states what refund applies if an equipment failure affects your coverage.
Limit of liability in a photo and video contract
Most contracts say how far the studio's responsibility goes, often up to the amount you paid. Read it, and ask if anything is unclear.
The 14 contract clauses at a glance
Use it as a quick guide when you read any photo and video contract.
| Clause | What it should say | IAZ example |
|---|---|---|
| Deposit | Amount, whether it counts toward the total, whether it's refundable | $500, counts toward the total, not refundable |
| Payments | Schedule and final due date | Installments, paid in full one month before |
| Cancellation | What you lose, depending on notice | 4+ months: only the deposit |
| Date change | How many times and how much notice | Once, 4+ months ahead, if the date is open |
| Hours and end time | Continuous, end time, extra hours | Until 10:00 pm; $150 per extra hour |
| Travel and event costs | Distance, charges, parking and entry fees | Free within 50 miles of Tempe; the family pays parking and entry |
| Photo selection | Deadline and what happens if you miss it | 4 weeks; after that the team chooses |
| Delivery | Usual time and starting point | Usually 2 to 4 weeks photo only, 4 to 8 with video, from selection |
| File storage | How long | One year |
| Printing | Personal use or not | Personal use included |
| Other photographers | Who is the exclusive team | IAZ is the exclusive team |
| Sick team member | Replacement or refund | Another team member or a full refund |
| Equipment failure | Backup and refund | Backup equipment at every event |
| Limit of liability | How far the studio's responsibility goes | Read it before you sign and ask about anything unclear |
Check your contract before you sign
- The deposit says whether it counts toward the total
- There's a date for paying the balance in full
- It says what you lose if you cancel, depending on notice
- It says whether you can change the date and with how much notice
- The hours are continuous and it says what time coverage ends
- It says what an extra hour costs
- It says where travel distance is measured from
- It says who chooses the photos and by when
- It gives a usual delivery time and when the clock starts
- It says how long your files are kept
- It says whether you can print for personal use
- It says what happens if the photographer gets sick or equipment fails
Questions about your photo and video contract
Can I ask for a clause to be changed?
You can ask. Many changes, like extra hours or another location, are added in writing as a signed addendum, without rewriting the original contract.
Does a text or WhatsApp message count as a contract?
Messages show what was agreed, but a signed contract keeps everything in one place.
Do I sign before or after I pay the deposit?
Read and sign first, then pay. At IAZ, signing and paying the deposit are two separate steps: you get the contract on your phone, review it, sign it and then hold your date with $500.
Keep going with these guides
- How to make sure you get your photos and videoThe main guide to hiring without the risk.
- Questions to ask a photographer before hiringThe list to take to every call.
- Photo and video depositsHow much holds your date and what happens if you cancel.
- How many hours of wedding photo and video you needSo the hours in your contract are enough.
Where is your event?
Ask for our contract and read it before you pay. Choose your city and we reply within 24 to 48 hours.
Read our full contract before you hold your date
We send it to your phone with your package and your prices. If a clause raises a question, text or call (602) 753-7969.