8 Things You Need to Include in Every Single Wedding Photography/Videography Contract

Do you have a wedding photography or videography Contract?

You’ve had the client meetings and everyone seems to be happy with those interactions.

Congratulations! It’s time to sign that wedding photography contract.

If you’re making your first steps in the fields of photography or videography, however, you may be clueless about what to feature in the document.

A wedding photography contract isn’t a mere formality. It’s there to protect both you and your client.

That’s why you need a thorough, well-written document that takes into account and offers a course of action in every possible scenario.

Without further ado, here are some of the most important things you need to make sure the agreement with your future client includes.

 

Financials

 

This one is a no-brainer but you need to carefully outline the financial aspects of the interaction in the wedding photography or videography contract.

There should be several sections included in the financial portion of the agreement.

First of all, include the overall cost of the package or the service(s) that the client has picked.

Additional kinds of information you can include in the financial section are:

• Retainer
• Additional fees
• Non-payment clauses
• Payment milestones and when each one is dues
• It’s a good idea to also detail the penalties that will be accrued in the event of a financial clause violation (like a failure to make a payment on time, for example).

 

Wedding Venue Specifics + Moments to Be Captured

 

An agreement needs to include information about when and where the wedding is going to be taking place.

There should be clarity on the amount of time a wedding photographer or videographer is going to be dedicating to the event.

If there are certain venue limitations, these should also be detailed in the agreement.

Some venues have restrictions pertaining to where and how wedding photographers and videographers can do their jobs.

The couple should be aware of these limitations. Otherwise clients may end up having unrealistic expectations.

Make sure your contract lists the places you’ll be attending, the spots where shoots are going to be taking place and the manner in which the venue allows or prohibit the placement of photography or videography equipment.

Speaking of giving clients detailed enough information, it’s a good idea to outline everything that’s going to be captured in the wedding photography contract.

This is something you should have discussed in advance but it’s still important to have the details written down.

It’s possible for a bride or groom to change their mind after the wedding.

By having their signature underneath a list of shots you’ll be obliged to make means they can’t make additional demands way outside the partnership’s scope.

Outlining all moments that are going to be captured may seem like a bit too much trouble at the time being.

Such a level of meticulousness, however, can prevent major headaches in the future.

 

A Wedding Photography Contract Must-Have: Deliverables and Timelines

 

When can the couple expect the finalized product?

List a timeframe for every part of post-production, as well as the deliverables that clients will receive in the end.

As a professional, you have the responsibility to make things as transparent and straightforward as possible.

There’s a reason why you need to list this kind of information in the wedding videography or photography contract.

Many clients have unrealistic expectations about the amount of time required to finish editing and post-production.

Chances are they’ll start calling a few days after the wedding, demanding the finalized product asap.

If you need 60 business days to handle all aspects of post-production, list that information in the contract.

When signing, clients will have a good idea about the amount of time required to deliver quality.

Don’t be afraid of standing your ground! Being capable of delivering earlier than expected is a great thing.

What matters the most, however, is the quality of the end product.

 

A Rescheduling Clause

 

Many photographers and videographers fail including a rescheduling clause in their contract, which leads to awkward situations later on.

Imagine the following scenario – a couple books a wedding venue before they’ve confirmed with all vendors.

Eventually, some of their favorites end up being busy on the respective date.

The couple may decide to reschedule, which is obviously a massive inconvenience for a photographer or a videographer.

It’s up to you to decide whether you’ll offer another date (if you’re available) to the respective client and if you’re going to apply a rescheduling fee.

You also need to feature a rescheduling clause that protects your clients in the event of you needing to cancel.

A good way to address such a situation would be to accept the responsibility of recommending a colleague who’ll do a good enough job.

You should also list the situations in which you’ll be free to cancel (like a serious illness).

 

Camera, Equipment and Damage Information

 

While most people wouldn’t care about the types of equipment you’ll use (as long as the end result is good).

This is a nice little detail to feature in the wedding photography contract.

Outline all kinds of equipment you’ll be bringing to the venue – cameras, lenses, tripods, flashes, props, etc.

You may also include some information about the formats you’ll be using (both for the work files and the end product the client will receive).

There should also be a clause about damage to the equipment that occurs during the wedding (due to the carelessness of a guest or the mishandling of expensive gear by some member of the bridal party).

Wedding photography and videography equipment is way too expensive and you need some level of protection.

 

Travel and Accommodation Information: Don’t Omit in the Wedding Photography Contract

 

This clause is especially important for destination weddings and venues located away from the city.

Are you going to be covering your own commute expenses?

Will you be offered some form of accommodation at the venue?

That’s a normal practice but don’t take a client’s common sense for granted.

A good wedding photography or videography contract will also need to cover crew meals and breaks while the wedding is taking place.

You can’t be active and 100 percent all of the time.

Even if a client expects you to follow them all day long, that’s something you shouldn’t be keen on.

 

Copyright

 

Your copyright needs to be protected! As a creator, you understand the importance of copyright all too well.

The copyright clause in your contract needs to be iron-clad.

You may even want to consult a lawyer about the copyright information to include in the agreement and the best ways to protect your art.

A good copyright clause should include information on attribution & places where the photos or videos can be published.

Also, a method for your clients to ask for permission if they have something else in mind.

 

Overtime Work

 

It’s common for a contract to be signed numerous months before the actual wedding occurs. As a result, things may change.

While you already have a list of the shots and moments to capture, the need for overtime work may still arise.

The overtime work clause should detail additional fees and the number of overtime hours you can dedicate to the event.

Listing something vague like full-day coverage on the agreement can lead to massive problems for a professional.

You’ll end up dedicating way more time to the event than originally anticipated.

That’s why you should be precise about the parts of the ceremony you’ll be present for.

If the client wants some additional work to be done, they’ll need to comply with the overtime clause.

 

Final Verdict

 

A good wedding photography contract is long. It accounts for the most important details of the project and then some more.

Don’t be afraid of being extensive and precise in your demands and the manner in which you describe your work practices.

Most clients will appreciate such openness.

You also need to make sure that the client’s rights are also protected.

If you cover all scenarios and you give your customers some safeguards, they’ll feel calm and very happy to work with you.

If you’re putting together a professional contract for the very first time, do get in touch with a legal professional.

While you may end up spending some money on a legal consultation, the right contract can save you a massive sum (or lots of unpaid work) in the future.

This is one part of running your business that you shouldn’t be thrifty about.