Clear Rules. No Hidden Surprises.

Policy Highlights

Key rules most clients ask about before they book.

Policy Table Of Contents

Use these quick links to jump to each policy section.

Booking + Retainer

A signed agreement and a 30% non-refundable retainer are required to reserve your date and time. Dates are not held without both items completed.

Quotes are valid for 7 calendar days unless otherwise stated. Package pricing may change after quote expiration if no retainer has been paid.

Any custom scope, special deliverables, or event-day requirements must be listed in writing before contract signature to be included.

Package availability is first-come, first-served. Inquiry conversations, tentative discussions, or verbal approvals do not reserve service time until the booking documents and retainer are complete.

For weddings, large events, and multi-day projects, a planning questionnaire or timeline review may be required before final confirmation of coverage details.

Payment Terms

The remaining balance is due no later than 48 hours before the session date unless your invoice states a different schedule.

For weddings and large events, installment schedules may be available and will be defined in your signed invoice terms.

Late balances may pause editing, gallery release, and final delivery. Returned or failed payments may include processing fees from payment providers.

Add-ons approved after booking are billed separately and must be paid before final delivery unless otherwise agreed in writing.

Clients are responsible for reviewing invoice line items at the time of receipt. Questions about package scope, fees, or travel estimates should be raised before the due date so the project is not delayed.

Chargebacks or payment disputes submitted without first contacting Deacon's Photography for resolution may result in suspended gallery access, paused services, and documentation of the signed agreement and delivery history.

Travel Terms

The first 25 miles round trip are included. Additional travel is billed at the published mileage rate shown on the Pricing/Packages page.

Destination, toll, parking, and venue-entry fees are billed to the client when applicable. Overnight lodging may be required for long-distance bookings.

Travel estimates are provided before booking when possible. Final travel cost may adjust if locations or timeline change after confirmation.

If a session includes multiple stops, difficult terrain, restricted entry, or time-sensitive travel between venues, additional planning time or travel fees may apply.

Clients must provide accurate location addresses, parking instructions, and building access details before the service date to avoid lost coverage time.

Reschedules + Cancellations

One reschedule request may be approved with at least 7 days notice and date availability. Rescheduled dates must be completed within 90 days unless approved otherwise.

Date change requests should be submitted at least 30 days in advance. Changes made with less than 30 days notice may require an additional rescheduling fee.

Weather-related reschedules are handled case-by-case with safety as the priority. Severe weather may require a time shift, location change, or date move.

Cancellations forfeit the non-refundable retainer. Additional cancellation fees may apply for last-minute cancellations based on reserved production time.

If the client is more than 20 minutes late, coverage time may be reduced. Extended delays may require paid extra time if scheduling permits.

Delivery + Usage

Standard turnaround is based on package type and season. Typical delivery windows are shared during booking and may adjust during peak months.

Sneak peeks are optional and not guaranteed for every package unless specifically listed in your package details.

Clients receive a personal-use print release unless otherwise noted. Commercial usage, paid advertising usage, or third-party publication requires written licensing.

Raw files are not included unless purchased as an add-on. Final delivered files represent Deacon's Photography editing standards and brand quality.

Delivery dates are estimates, not guaranteed deadlines, unless a rush or dated-delivery service has been approved in writing. Editing volume, seasonal demand, and revision requests can affect timing.

Any issue with missing downloads, damaged files, or incorrect gallery access should be reported promptly through the Support page so resolution can be documented and handled in order.

Gallery Hosting + File Access

Final galleries are delivered through a private online link. Clients are responsible for downloading and backing up all files within the hosting period.

Gallery hosting extensions are available for a fee. Expired galleries may not be recoverable after long inactivity periods.

Download support is available through the Support page if you have access issues, missing links, or device-specific download problems.

Gallery links should only be shared with trusted family members, clients, or authorized team contacts. Public posting of private gallery links is discouraged because it may expose access beyond the intended audience.

Favorites lists, album selections, and image approval deadlines are the client’s responsibility when a package includes album design, collaborative proofing, or delivery selections.

Editing + Revisions

All delivered images are professionally edited for color, exposure, and consistency. Advanced retouching is available as an add-on service.

Small correction requests must be submitted within 7 days of gallery delivery. Major style changes outside the original editing direction may require additional fees.

Unedited captures, duplicate frames, and out-of-focus test frames are removed during curation and are not part of final delivery.

Creative consistency matters across the full gallery. For that reason, Deacon's Photography does not provide multiple competing edit styles for the same session unless a custom post-production arrangement is approved in advance.

Requests for body modification, object removal, heavy compositing, or extended cosmetic retouching are evaluated separately and may require additional turnaround time and charges.

Client Responsibilities + Session Conduct

Clients are responsible for location permissions, required permits, and confirming access rules for private venues or restricted locations.

All participants must follow basic safety instructions during sessions. Unsafe conditions may result in session pause or cancellation without refund.

Harassment, abusive conduct, or unsafe behavior toward staff or contractors results in immediate session termination.

Clients are also responsible for having key people ready on time, communicating family shot priorities, and ensuring minors are accompanied by a parent or legal guardian when required.

If another vendor, guest, or participant interferes with coverage, blocks access, or changes the schedule without approval, Deacon's Photography is not responsible for missed shots resulting from that interference.

Communication + Support

Primary communication channels are email and phone. Response time is typically within 24 business hours during our posted support schedule. Monday through Friday are 12:00 PM - 7:00 PM ET, and Saturday through Sunday are email and ticket support only.

Urgent timeline changes should be submitted by phone and email to ensure fast confirmation.

All approval decisions related to schedule, location, or deliverables must be confirmed in writing to avoid misunderstandings.

Support requests are handled in the order received unless they involve an active same-day event issue, failed payment needed to secure an event date, or blocked gallery access near an urgent deadline.

Clients should keep contact details current. Missed updates caused by outdated email addresses, full voicemail boxes, or unanswered scheduling messages may delay service.

Weather + Emergencies

Outdoor sessions may be delayed, relocated, or rescheduled when weather creates safety risks, poor equipment conditions, or clearly unusable shooting environments. Safety takes priority over convenience.

Emergency interruptions including illness, road closure, venue restrictions, or public safety incidents are handled in good faith. Deacon's Photography will attempt to offer a replacement date, substitute solution, or adjusted workflow when reasonably possible.

Archiving + Reorders

Delivered files should be downloaded and backed up by the client immediately. While archived copies may be retained for a limited operational period, long-term storage is not guaranteed unless separately offered.

Requests for re-sent galleries, file recovery, album reorders, or manual archive searches after delivery may include an administrative fee depending on how long the project has been closed.