Event Photography Contract Template

This Event Photography Agreement is made on [Contract Date] between [Company Name] ("Photographer") and [Client Name] ("Client").

1. The Event

Photographer will photograph [the event, for example: Client's annual partner summit on May 14] (the "Event").

• Venue: [name and address]
• Coverage: [hours, for example: 8:30 am to 5:30 pm, up to 8 hours]
• Photographers: one photographer, or two if added below

2. Shot List and Point of Contact

Client will send a run of show and a shot list at least five business days before the Event, covering key speakers, guests, sponsors, and any group photos. Client will name a point of contact on site who can guide Photographer to key moments and people. Photographer will cover the shot list as the Event allows, but can't guarantee every moment, since events often run off schedule.

3. Deliverables

• At least 300 edited images for a full day of coverage, delivered by online gallery within seven business days
• Editing includes color and exposure correction and light retouching. Unedited images aren't delivered.
• Same-day highlights, if added below: 20 edited images delivered by 9:00 am the next morning, for social media during the Event

4. Fees and Payment

• Coverage: $2,400 for up to 8 hours on the Event day
• Overtime: $300 per hour, in half-hour increments, only when Client's point of contact asks for it
• Second photographer: $1,400 per day, if added
• Same-day highlights: $350, if added
• Travel: included within 25 miles, then billed at cost with Client's approval

A non-refundable retainer of 50% is due on signing to reserve the date. The balance is due on delivery, and invoices are due within 15 days. Images are delivered once paid in full.

5. Usage License

Photographer owns the copyright in all images. On full payment, Client receives a non-exclusive, perpetual license to use the delivered images for its own marketing, website, social media, internal communications, and event recaps, and to share them with attendees. Client may share images with the speakers and sponsors shown in them, for their own social media posts with a photo credit. Use in paid advertising needs Photographer's written permission and releases from the people shown, which Client is responsible for obtaining. Photographer may use the images in its portfolio and marketing unless Client asks otherwise in writing.

6. Attendees and Releases

Client is responsible for telling attendees that the Event will be photographed, for example in registration and with signs at the venue, and for any opt-out system it offers, such as a colored lanyard. Photographer will follow that system. Client is responsible for obtaining releases from people photographed where they're needed.

7. Cancellation and Rescheduling

• If Client cancels, the retainer is non-refundable. If Client cancels within 14 days of the Event, the full coverage fee is due.
• If the Event is postponed, Photographer will apply the retainer to a new date within 12 months, subject to availability.
• If Photographer can't attend because of illness or emergency, Photographer will send a qualified replacement photographer. If none is available, Photographer will refund all payments made, and has no further liability.

8. Limitation of Liability

If images are lost or damaged through equipment failure or circumstances beyond Photographer's control, Photographer's liability is limited to a refund of fees paid for the affected coverage.

9. Agreement

This agreement is governed by the laws of [state or country]. It is the full agreement between the parties and may only be changed in writing. By signing below, both parties agree to these terms.