Please review this Copyright and General Information form for Convention, Trade Show & Event photos. This form outlines what to expect on the day of the event and your Rights regarding use of the photographs. A copy of this form will be provided to you on the day of the event Please contact me if you have any questions. My goal is to work together with the client to be sure they are satisfied with the terms.
1. Grant of Rights
The Client is granted a non-exclusive, limited license to use the photographs taken by the Photographer solely for personal or promotional purposes related to the event on the specified date. This includes use on social media, personal websites, or printed materials. The images may not be used for commercial purposes (e.g., selling or licensing to third parties) without the Photographer’s prior written consent. The Photographer will provide edited images to the Client within an agreed-upon timeframe.
2. Photographer’s Usage Rights
The Photographer retains the right to use the images from the event in their portfolio, website, social media, or other professional marketing materials, unless otherwise specified in writing by the Client. If the Client wishes to restrict the use of images by the Photographer for privacy reasons, they must specify this in writing prior to the event.
3. Venue Access, Parking, and Admission
The Client is responsible for arranging necessary access to all areas within the venue where photography services will take place. This includes securing any required permissions for specific locations, such as VIP areas or restricted sections, as well as coordinating any needed admission passes or credentials for the Photographer. Additionally, the Client agrees to ensure suitable parking arrangements are available for the Photographer to facilitate timely and efficient access to the venue.
4. Alteration of Images
The Client agrees not to alter the images (e.g., through additional editing or modification) without the Photographer’s written consent. Minor cropping or resizing for social media is permitted.
5. Release and Liability
The Client acknowledges that the Photographer will be photographing the event and releases the Photographer from any liability for accidental damage to property or personal items during the event, except in cases of gross negligence or willful misconduct.
Example: If the Photographer accidentally bumps into a table and knocks over a decoration, they are not liable unless the damage was due to intentional or careless behavior.
6. Compensation
The Client agrees to pay the Photographer the agreed-upon fee for photography services. Full payment is due upon delivery of the final images unless otherwise agreed.
7. Event Preparation
The Client is responsible for ensuring that the event location is accessible and prepared for photography prior to the scheduled time. This includes obtaining any necessary permissions for areas or specific setups (e.g., VIP sections, restricted areas).
8. Cancellation Policy
The Client must provide at least 24 hours’ notice for cancellation or rescheduling. Failure to do so may result in a cancellation fee of $100.
9. Governing Law
This agreement is governed by and construed in accordance with the laws of [Specify State/Country].