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Photoshoot Agreements

We are so excited to bring your portrait vision to life! Please review each line item carefully, as transparency in our process, pricing, and communication ensures an exceptional experience with our studio.

Session Fees & Booking:

  • Your Session Fee includes your time at the studio with your photographer and The Pod Team. Printed and Digital Products are purchased separately and are not included in the Session Fee.
  • Your time at the studio is scheduled for 30 minutes, with about 15-20 minutes of shoot time.
  • A non-refundable retainer of $200 is due at the time of booking, and the remaining balance is processed one week before your scheduled Session.
  • A 3.5% processing fee will be applied to all payments made by credit card. There is no fee when using cash, check or Zelle.
  • For Sessions booked within one week's notice, the Session Fee is paid in full.

Pricing and Product Purchase:

  • You acknowledge that you have read over and understand our Price List and Product Offerings.
  • Our average client investment is between $1,000 - $2,700.
  • All orders must be placed within 45 days of your session. If no order is placed within that timeframe, the balance for "All Digital Files" will be charged and your full gallery will be sent to you.


Re-scheduling & Late Policy:

  • If you are more than 10 minutes late, we will need to reschedule your session.
  • Any amount of time late will cut into your session time, as Mini Sessions have a hard start and stop time.
  • Reschedules or cancellations within 48 hours, will incur a fee of $100 on weekdays and $200 on weekends.
  • 24-hour notice, same-day cancellations or no-shows will result in your Session Fee being forfeited.
  • If a session is rescheduled 30 days or more after your original date, you will be subject to the current pricing of your new session date.


Personal Photography & Filming:

  • Taking photos or video with your phone or camera is not permitted during photo sessions.


Viewing Your Photos & Ordering:

  • Your Ordering Appointment takes place at our studio approximately two weeks after your photo session.
  • Rush fees apply if you need your photos or products sooner. 
  • Your product order must be placed and paid in full on the day of your Ordering Appointment.
  • If an order is not placed within 45 days of your photo session, you will be charged the remaining balance for “All Digital Files” and sent your images.

Approving Your Product Proofs:

  • Approximately two weeks after your order is placed, you will receive a digital proof of your artwork for review and approval. Your products will not be sent to print until we have received your written approval.
  • Please review and approve your proof promptly to avoid delays in the production of your order. Our team will follow up if we have not received a response or approval.
  • If we are unable to reach you for six months, your product order will be considered inactive and will be cancelled. The amount paid toward those products will remain as a credit on your studio account and may be applied toward a future product order.
  • Any products reordered at a later date will be subject to current studio and product pricing, as our lab and production costs may change over time.

Receiving Your Images and Products:

  • After your order is placed, it takes our Designer approximately two weeks to retouch, design, and send your digital images and product proofs to you. Each product varies in production time once it is approved, but on average takes approximately two weeks after approval.
  • Any un-ordered Digital Files will be deleted 45 days after your session, so please place any orders before then.


Digital Files:

  • “All Digital Files” refers to all edited images from one session.
  • We do not provide unedited, unretouched, or RAW images.
  • Clients can expect between 15-20 edited images from their session.


Artistic Style:

  • From an artistic perspective, The Pod Photography is always changing and evolving their sets and style and will take creative liberty to make the best decisions they see fit for your portraits.
  • You acknowledge that images on the website may have had specific details that are not available for your specific photoshoot, whether that be a particular lighting condition, outfit, prop or even pose/expression of the person in the photograph. 


Perishable Items:

  • If you need reschedule a session with perishable items (i.e. smash cake, balloons, fresh flowers, etc.) within 1-3 days of your session date, you are responsible for the re-make costs of anything that has already been purchased, assembled or used. This will be added to your Set Design Fee.


Health & Safety:

  • Our team is highly trained in posing and handling newborns and children safely. Although the risks are low, you acknowledge and accept the risks involved in a photography session and agree that you will not hold The Pod Photography liable for any injury, accidents, or illness that may occur as a result of your session.


Copyright:

  • The Pod Photography retains full copyright to all images taken. You agree that The Pod Photography owns all copyrights in the images whether still images or film or video.
  • Purchased Digital Files may be used for personal purposes only.
  • You may never sell, use for business, or advertising purposes or license any images without The Pod Photography’s written permission.
  • Please credit @thepodphotography when posting images online for personal use only.


Promotional Usage:

  • By hiring The Pod Photography, you consent that imagery (both photo and video) taken of you or your family may be used indefinitely for our promotional, educational, and advertising materials.


Errors, Omissions & Re-shoot Policy:

  • It is your responsibility to communicate any set design preferences, dislikes, changes, requests for specific photos, or any other relevant information that we otherwise would not know during your photoshoot.
  • If you find that you are dissatisfied with the final images due to factors beyond our control (such as personal choices in clothing, hair, makeup, posing, un-communicated expectations, as well as upset/uncooperative children), The Pod Photography is not responsible for any errors or omissions where you failed to communicate.
  • If a re-shoot it needed, it will be scheduled at regular price.

Technical Contingencies:

  • In the highly unlikely event of a memory card failure or data loss (which is beyond our control), The Pod Photography will reshoot the session at no additional cost to the Client.
  • We always have backup equipment in the studio, but if any camera gear failure (outside of our control) requires us to stop the photography session, we will reschedule your session at the earliest convenience, with no additional session fees.

Refund Policy:

  • Due to the custom nature of each portrait session and product, all sales are final.






By signing this contract, you are representing and signing on behalf of your family, including your spouse, partner, children, and/or minors for whom you are the guardian. You acknowledge that you have read, understood, and agreed to each term and condition outlined above.

First Participant's Name
First Name*
Last Name*
First Participant's Age Acknowledgment*
First Participant's Date of Birth*
Date of Birth
I certify that I am 18 years of age or older
First Participant's Signature*
Second Participant's Name
First Name*
Last Name*
Participant's Date of Birth*
Date of Birth
Third Participant's Name
First Name*
Last Name*
Participant's Date of Birth*
Date of Birth
Fourth Participant's Name
First Name*
Last Name*
Participant's Date of Birth*
Date of Birth
Fifth Participant's Name
First Name*
Last Name*
Participant's Date of Birth*
Date of Birth
Sixth Participant's Name
First Name*
Last Name*
Participant's Date of Birth*
Date of Birth
Seventh Participant's Name
First Name*
Last Name*
Participant's Date of Birth*
Date of Birth
Eighth Participant's Name
First Name*
Last Name*
Participant's Date of Birth*
Date of Birth
Ninth Participant's Name
First Name*
Last Name*
Participant's Date of Birth*
Date of Birth
Tenth Participant's Name
First Name*
Last Name*
Participant's Date of Birth*
Date of Birth
Parent or Guardian's Email Address
Email*
Confirm Email*
Check to receive information, news, and discounts by e-mail.
Parent(s) or Court-Appointed Legal Guardian(s) must sign for any participating minor (those under 18 years of age) and agree that they and the minor are subject to all the terms of this document, as set forth above.


By signing below the Parent or Court-Appointed Legal Guardian agrees that they are also subject to all the terms of this document, as set forth above.
Parent or Guardian's Name
First Name*
Last Name*
Phone*
Parent or Guardian's Age Acknowledgment*
Parent or Guardian's Date of Birth*
Date of Birth
I certify that I am 18 years of age or older
Parent or Guardian's Signature*
Electronic Signature Consent*
 By checking here, you are consenting to the use of your electronic signature in lieu of an original signature on paper. You have the right to request that you sign a paper copy instead. By checking here, you are waiving that right. After consent, you may, upon written request to us, obtain a paper copy of an electronic record. No fee will be charged for such copy and no special hardware or software is required to view it. Your agreement to use an electronic signature with us for any documents will continue until such time as you notify us in writing that you no longer wish to use an electronic signature. There is no penalty for withdrawing your consent. You should always make sure that we have a current email address in order to contact you regarding any changes, if necessary.


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