Cancellation & Rescheduling Policy (Contract Text)

Effective Date: ___________
Company: Sventography Studios (“Company”)
Client: ______________

1) Booking, Retainer & Payment

1.1 Retainer (non-refundable). To reserve a date, Client pays a non-refundable retainer of 30% of the total at booking. The retainer is applied to the final balance.
1.2 Balance. The remaining balance is due [48 hours before a standard session / 14 days before weddings & events], unless stated otherwise on the invoice.
1.3 Third-Party Costs. Permits, rentals, assistant/second shooter fees, venue fees, and travel costs paid or committed on Client’s behalf are non-refundable once incurred.

2) Client Rescheduling

2.1 Standard Sessions (under 3 hours). One reschedule is permitted at no charge if requested ≥ 7 calendar days before the session. Additional reschedules or requests < 7 days before the session may require a reschedule fee of [15% of the total / $___] and are subject to availability.
2.2 Weddings & Events (3+ hours). One reschedule is permitted at no charge if requested ≥ 60 calendar days before the event. Requests made < 60 days before the event may require a reschedule fee of [15–25% / $___] and are subject to availability.
2.3 Reschedule Window. Rescheduled dates should occur within 90 days (standard sessions) or 6 months (events) of the original date; otherwise the request may be treated as a cancellation.

3) Client Cancellation & Fees

Standard Sessions (under 3 hours):

• ≥ 7 days’ notice: Refund of amounts paid minus the non-refundable retainer and any third-party costs already incurred.
• 3–6 days’ notice: 50% of the remaining fee (after retainer) is due; balance refunded.
• 0–48 hours’ notice or no-show: 100% of the session fee is due; no refund.

Weddings & Events (3+ hours):

• ≥ 60 days’ notice: Refund of amounts paid minus the non-refundable retainer and third-party costs.
• 31–59 days’ notice: 50% of the remaining fee (after retainer) is due; balance refunded.
• 0–30 days’ notice or no-show: 100% of the event fee is due; no refund.

3.1 Late Arrival. Time lost due to late arrival reduces shooting time. Arrivals 20+ minutes late to a 60-minute session may be treated as a same-day cancellation.
3.2 Chargebacks. Client agrees not to initiate a payment chargeback except in cases of fraud. Disputes are handled under Section 8.

4) Company Rescheduling / Cancellation

4.1 Illness/Emergency. Company may reschedule for illness, emergency, or circumstances beyond control and will offer the earliest reasonable alternative date or a full refund of amounts paid (including the retainer).
4.2 Failure to Perform. If Company cancels without offering an alternative date, Client is entitled to a full refund of all amounts paid. This refund is the limit of Company’s liability.

5) Weather & Force Majeure

5.1 Weather. For outdoor sessions, if weather is unsafe or unsuitable (heavy rain, lightning, high winds), Company may reschedule at no charge.
5.2 Force Majeure. Neither party is liable for failure or delay due to events beyond reasonable control (e.g., natural disasters, government orders, strikes, pandemics). Upon a Force Majeure event, dates will be rescheduled; if rescheduling is impossible, refunds exclude the non-refundable retainer and third-party costs already incurred.

6) Deliverables & Turnaround

6.1 Turnaround. Estimated delivery timelines are good-faith targets and may shift with rescheduling or venue restrictions.
6.2 Non-Refundable Items. Delivered digital images, prints, albums, rush fees, and travel/permit costs are non-refundable.

7) Image Rights (Summary)

Client receives a personal, non-transferable license to use delivered images for personal, non-commercial purposes (unless a commercial license is purchased). Company retains copyright. Model/property releases, if applicable, remain governed by the main Agreement.

8) Dispute Resolution; Governing Law

8.1 Good-Faith Resolution. Parties will first attempt to resolve disputes informally in writing within 10 business days.
8.2 Venue & Law. This Policy and the booking Agreement are governed by the laws of [State], with exclusive venue in [County, State] courts (or binding arbitration under [AAA/JAMS] rules if you prefer arbitration—insert your choice).
8.3 Fees. The prevailing party in any action may recover reasonable attorneys’ fees and costs where permitted by law.

9) Miscellaneous

9.1 Severability. If any provision is unenforceable, the rest remains in effect.
9.2 Entire Policy. This Policy is incorporated into and forms part of the parties’ Agreement/Invoice.
9.3 Acceptance. By signing the Agreement, paying the retainer, or checking “I agree” during online booking, Client acknowledges and accepts this Policy.

Client Name: ___________________________ Date: ___________
Company (Sventography Studios) Representative: ___________________________ Date: ___________