Photo & video

The wedding photographer contract checklist

Your photos are the one part of the day you keep forever — and the one deliverable you can't re-shoot if it goes wrong. Before you sign with a photographer or videographer, run the contract through this checklist. It's written for the couple, not the studio.

1. What you actually receive — and when

"Full-day coverage" tells you nothing about what lands in your inbox. The contract should state a specific number — or a guaranteed minimum — of edited, high-resolution images, and a firm delivery timeline. "Within a reasonable time" is a red flag; reputable studios commit to a window (often 4–10 weeks for photos, longer for film). Check whether you get a sneak-peek gallery, an online gallery, print release, and an album if one was promised.

"How many edited images are guaranteed, in what resolution, and by what date?"

2. Image rights: who owns and who can use the photos

In most countries the photographer owns the copyright by default, and you receive a license to use the images. That's normal — but the details matter. Look for a personal-use print release so you can print freely, clarity on whether you can post online, and a model-release clause that says how the studio may use your photos. Many contracts grant the studio broad rights to publish your wedding for marketing. If you want privacy, ask for an opt-out in writing.

3. Backup gear, illness, and the failure clause

This is the clause couples skip and later regret. A professional contract should address what happens if equipment fails (dual card slots, backup cameras), if the photographer falls ill or can't attend (a named replacement of similar skill, or a full refund), and if files are lost or corrupted before delivery. Be very wary of a clause that caps the studio's liability at "the amount paid" with no obligation to find a substitute — that means if they no-show, you get money back but no wedding photos at all.

4. Hours, second shooter and overtime

Confirm the start and end time of coverage, whether a second shooter is included (important for getting both partners getting ready, and for ceremony angles), and how overtime is billed. Overtime should be a stated hourly rate, agreed on the day, not an open-ended charge. Also check travel: are mileage, parking, or accommodation for a destination wedding extra?

"If the reception runs long, what's the overtime rate, and do we approve it before the clock starts?"

5. How long they keep your files

Galleries expire. The contract should say how long your online gallery stays live and how long the studio archives your images. If the gallery comes down in 90 days and you haven't downloaded everything, those files can be gone. Ask about a USB/download backup and whether re-delivery later costs a fee.

6. Cancellation, reschedule and the retainer

Photographers typically take a non-refundable retainer (often 25–50%) that books your date and is genuinely forfeited if you cancel — that's standard and reasonable, because they turned away other couples for your date. What to check: the reschedule policy (can you move to a new date if it's available, and is there a fee?), the balance due date, and whether the retainer transfers if you postpone. After 2020, a clear postponement clause is essential.