Client Agreement

Rene Qian Photography LLC - Policies and Procedures (1.4)

Session fees: Session fees are outlined by category in Rene Qian Photography LLC pricing documents or will be quoted to clients in writing by email or invoice. Sales tax will be applied to session fee and is not included in the prices listed in Rene Qian Photography LLC website and documents. Session fees cover: photographer’s time and talent in planning, shooting and processing images; the set number of digital files as outlined specifically for each session packages. Session fees do not cover: access to unedited images, copyrights to any images, digital copies of all images captured, or special-request editing.

Retainer and payments: A nonrefundable retainer of $100 is required for booking any session. Retainer paid will be applied to session fee balance due on the day of session. Retainer is nonrefundable except as outlined below in ‘punctuality and rescheduling’. All sales are final and no refunds will be issued for services already performed or orders placed. Payments, including retainer, can be made four ways: cash, check, Venmo to @Rene-Qian, or PayPal to www.PayPal.me/RQphotography. (Payments made through PayPal require an additional 4% fee to be added per transaction.) Failure to pay session fee balance on the day of the session will result in no processing and delivery of images or products.

Travel fee: Travel fee of $50+ per hour of additional travel will be due for locations farther than 30 miles from Rene Qian Photography LLC. Travel fee amount is determined per session, based on distance of commute, at the discretion of Rene Qian Photography LLC.

Punctuality and rescheduling: If a client is late to a session, the session will begin at their arrival time and end at the originally scheduled end time, meaning that shooting time will be cut short. Rene Qian Photography LLC does not penalize families for running a few minutes late or needing to reschedule when kids get sick or other unforeseen things come up. Rescheduling will be offered at the discretion of Rene Qian Photography LLC provided that ample notice is given prior to session time. Rescheduling is subject to the availability of Rene Qian Photography LLC. If a client has to cancel, fifty percent of the retainer amount paid can be applied to a rescheduled session within the following three months. Retainer refund is never guaranteed.

If Rene Qian Photography LLC must cancel a session due to unforeseen circumstances, any retainer paid will be refunded. Rene Qian Photography LLC is not liable for any other reparation or reimbursement. Rene Qian Photography LLC will attempt to reschedule if possible. For sessions that cannot be rescheduled such as a Birth Story, Rene Qian Photography LLC will attempt to find the client another photographer if this is feasible to do given the circumstances of the cancellation.

Other photographic equipment: Rene Qian Photography LLC will be the only contracted professional photographer on site for all sessions and events, unless arrangements have been made in advance with both parties in writing. Rene Qian Photography LLC reserves the right to cease directing and photographing any session or event without offering a refund, if another photographer or individual with any photographic equipment makes it such that any representative of the company cannot do his or her work. Over-the-shoulder photography is strictly prohibited, including but not limited to cell phone photography. Behind-the-scenes cell phone photos may be acceptable, please ask permission. Clients may not use DSLR’s and other cameras during any session.

Posing with children: Rene Qian Photography LLC generally has good rapport with children, which is why we specialize in family, child and baby photography. That said, each child is unique and will respond differently to being photographed. Rene Qian Photography LLC cannot guarantee specific poses or images that a client might have seen elsewhere (like Pinterest), especially when working with babies and children, and introducing props or attire that is unusual to them. No refunds will be issued or complimentary re-shoots scheduled on account of poses or facial expressions not captured during a session. What we do promise is that we will capture the kiddos as the best, authentic version of who they were on the day of session!

Liability / exculpatory clause: Safety is a top priority to Rene Qian Photography LLC, especially with babies and small children. In the rare event of accident or injury, Rene Qian and any representative of Rene Qian Photography LLC shall be held harmless for any and all injury during the course of the photography session and surrounding events. Rene Qian Photography LLC owns and secures high quality cameras, equipment, memory cards, and computers to photograph and process your images. However, malfunctions can occur through circumstances beyond control. Rene Qian Photography LLC will not/cannot be held accountable or liable for any images lost or damaged including but not limited to equipment malfunction, natural disasters, technical errors, or computer malfunctions.

Gallery time frame: Your image gallery will be delivered to you electronically within three weeks of your session date unless otherwise discussed in writing. Digital files will be delivered by way of Pixieset, an online gallery. Access to view and download images is limited to 30 days from delivery date.

Digital file format: Final “high resolution” digital files will be prepared at a 2:3 aspect ratio (same proportions as a 4x6”) in “JPG” format and should be printable to most commercial print or art sizes. All files will come with a print release allowing unlimited printed copies for personal, non-commercial use.

A print release is not a copyright release (see ‘copyright’ section below). Some places of printing are better (and worse) than others, and Rene Qian Photography LLC will recommend a professional print lab of choice but is not responsible for dissatisfaction a client may have with how images look when printed.

Sharing on social media: Clients may share digital images on personal Facebook, Instagram, and WeChat accounts. Rene Qian Photography LLC does not watermark the digital files provided to clients, and asks that clients please include a photo credit in the comments or description for each image to avoid copyright infringement. Clients may not upload images to Pinterest without obtaining a digital copy that includes a watermark from Rene Qian Photography LLC. Rene Qian Photography LLC asks that clients please disable “auto-enhance” when uploading images to Facebook and do not apply Instagram ‘filters’.

Copyright: Rene Qian is the owner and copyright holder of all images created by Rene Qian Photography LLC. Clients may not alter images in any way or share them publicly without permission from, and credit to, the copyright owner. This includes (but is not limited to): editing at home, applying filters or “enhancements” when sharing to social media, supplying images to third-party businesses for their marketing use, enlisting third-parties to further edit or retouch the images, entering images into contests, providing them to magazines or third-party websites, scanning prints, or mass producing them in any way, without explicit written permission from Rene Qian Photography LLC.

As the copyright owner, Rene Qian Photography LLC is free to use images to support and promote the business, such as on its website or Facebook page, or in other promotional material. Rene likes to be sensitive to clients’ wishes, if there is a certain photograph(s) that a client would not like shared, or any sensitivity she should know about, please communicate this to Rene specifically in writing. Simple requests are not a problem. However, please keep in mind that showing recent portfolio work is how photographers grow business.

Archived and lost or damaged items: Digital copies of gallery images will be kept for at least one year after session date. If clients need to access their gallery or be provided digital files a second time beyond six months from session date, there will be a $20 fee to re-open the gallery and provide a new link. Rene Qian Photography LLC is not responsible for replacing lost digital files after one year.

Clients, please complete this form prior to your session.

Name

First Name

Last Name

Phone

(###)

###

####

Address

Address 1

Address 2

City

State/Province

Zip/Postal Code

Country

Session Date and Time (note AM or PM)

First and last names of all individuals who will be photographed, and ages of children:

Anything Rene should know prior to our session?

i.e. any special needs or considerations, personalities, temperatment towards getting pictures taken (camera-shy kiddos, dragged-along dads :p), triggers for giggles, special toy or book you want captured, if there is one image or pose that is super important to you that I might not think of, stuff like that :)

Email addresses of each person who should receive the link to your full image gallery:

Policies Agreement

I have read Rene Qian Photography LLC Policies and Procedures (1.3), and agree to all the terms therein including regarding liability, fees, payment, scheduling, time frame, digital file format, social media sharing, copyright terms, and accessing archived images.

Model Release

I grant Rene Qian Photography LLC the irrevocable and unrestricted right to take photographs of myself and/or the minor(s) listed above, for whom I am legal custodian, at our photography session indicated above. I authorize Rene Qian to copyright, use, alter and publish said photographs in print and/or electronically. I agree that Rene Qian Photography LLC may use said photographs for any lawful purpose, including but not limited to such purposes as publicity, illustration, advertising and social media content. I wave any right to review or approve said photographs, the use of the photographs, or matter that may be used in conjunction with the photographs. This release shall be binding upon me and my heirs, legal representatives, and assigns.

Date

MM

DD

YYYY

Pay retainer to Book

To pay your retainer fee of $100 online, click the button below. Other preferred methods include Venmo @Rene-Qian, cash or check. Email me for my address if you would like to mail it.

PayPal.me/RQphotography