³Roots Media - Photography Policies

Booking & Retainer:

A non-refundable retainer is required to secure all setups & mini sessions. Your date and time are not reserved until the retainer has been paid. The remaining balance is due on or before the day of your session and must be paid prior to the start of shooting. No session will take place without payment in full.

Retainers are non-refundable and non-transferable to other session types or themed setups unless otherwise approved.

Contracts:

All sessions require a signed contract prior to the session date. Contracts outline the terms of the session, including policies, expectations, and responsibilities for both the client and photographer.

Failure to review and sign the contract before the scheduled session may result in cancellation of the booking and forfeiture of the retainer.

Cancellation & Rescheduling:

Clients may reschedule once with at least 48 hours notice. Reschedules are subject to availability. If proper notice is not given, the retainer will be forfeited.

Cancellations within 24 hours of the session or failure to show will result in forfeiture of the retainer. In the event of an emergency, please communicate as soon as possible and accommodations may be considered at the photographer’s discretion.

Late Arrival:

Sessions begin at the scheduled time, not at arrival time. Late arrival will reduce the overall session time. If a client is more than 15 minutes late, the session may be canceled and the retainer forfeited. This is especially important for mini sessions where multiple bookings are scheduled back-to-back.

Weather Policy:

For outdoor sessions, weather decisions are made by the photographer. Overcast skies and light wind are not considered poor weather conditions. In the event of severe weather, sessions will be rescheduled at no additional charge. Refunds will not be issued due to weather-related reschedules.

Editing & Artistic Style:

By booking, the client acknowledges that they are familiar with ³Roots Media’s editing style and agree to allow creative control over the final images. Images are edited at the photographer’s discretion. To maintain consistency and quality, additional edits, filters, or alternations done by clients or third parties are NOT permitted. Raw or unedited images are NOT released under ANY circumstances.

Additional editing requests beyond standard retouching may be subject to an additional fee.

Gallery Delivery & Storage:

Final galleries will be delivered within the stated turnaround time provided at booking. Online galleries will remain active for one year from the delivery date. After one year, galleries will be permanently deleted to make room for new client work.

Clients are responsible for downloading and backing up their images. ³Roots Media is not responsible for lost files after the one-year period. If files are still available after deletion, a re-upload fee may apply.

Usage & Copyright:

³Roots Media retains full copyright of all images. Clients receive a personal-use print release. Images may not be altered, heavily filtered, edited, or sold. Commercial use is not permitted without written consent.

Unless otherwise requested in writing prior to the session, ³Roots Media reserves the right to use images for portfolio, website, marketing, and social media purposes.

Setup & Mini Session Policy:

Setup sessions and themed minis are limited to the immediate household unless otherwise stated. Extended family sessions must be booked as a full session.

If a client cancels a setup session, the retainer does not transfer to a different themed setup or future rental date. Due to rental and scheduling commitments, setup sessions require firm booking policies.

Client Responsibility & Safety:

Clients are responsible for supervising children at all times. ³Roots Media is not liable for injuries, accidents, or damages that occur during the session. If unsafe, disruptive, or inappropriate behavior occurs, the session may be terminated without refund.

Refund Policy:

All retainers are non-refundable. All final payments are non-refundable. Once a session has been completed and digital images have been delivered, payments are non-refundable. Due to the nature of digital products, images cannot be returned or exchanged.

By booking a session with ³Roots Media, you acknowledge that you have read, understood, and agree to these policies and contract terms.