Client Booking Terms & Conditions

Last updated: June 2026

These Client Booking Terms & Conditions apply to all photography, videography, digital marketing and creative services provided by GPAD Creative.

By booking GPAD Creative, the client agrees to these terms. These terms are designed to ensure both parties have a clear understanding of the services provided, responsibilities, payment terms and usage rights.

1. About GPAD Creative

GPAD Creative is a creative content provider specialising in photography, videography and digital marketing services for businesses, brands, venues and organisations.

Services may include:

• Corporate event photography
• Event videography
• Venue photography
• Brand content creation
• Social media content
• Marketing photography and video
• Other agreed creative services

2. Booking Confirmation

A booking is confirmed once:

• The client has accepted a quotation, proposal or agreement
• The required booking fee has been received. Usually full payment or a minimum of 50% prior to the shoot/activity start date
• Project details and requirements have been agreed upon

Until these steps have been completed, availability for a specific date cannot be guaranteed.

A booking fee secures the date and allows GPAD Creative to begin preparation, planning and allocation of resources for the project.

3. Booking Fee and Payments

A non-refundable booking fee is required to secure a booking. With most projects, this is usually a full payment, or at least 50% of the total.

This booking fee covers:

• Reserving the agreed date
• Lost availability for other enquiries
• Project preparation
• Administration and planning time

The remaining balance will be due according to the payment schedule agreed during booking and stated on the invoice.

Final payment must be received before final delivery of completed photography, video or creative assets.

Failure to make payment may result in delays to delivery or suspension of services.

4. Quotes and Changes to Requirements

All quotations are based on the information provided at the time of enquiry.

If project requirements change after booking, GPAD Creative reserves the right to update pricing to reflect additional work, including:

• Increased coverage time
• Additional locations
• Extra deliverables
• Additional editing requirements
• Changes to the agreed creative direction

Any additional costs will always be discussed with the client before work is undertaken.

5. Cancellation and Postponement

Client Cancellation

If the client cancels a confirmed booking, the booking fee remains non-refundable.

This covers the reserved date, preparation time and the potential loss of other work opportunities.

If cancellation occurs after additional work has started or expenses have been incurred, further charges may apply depending on the circumstances.

Event Postponement

If your project is an event capture, and the event is postponed, GPAD Creative will make reasonable efforts to transfer the booking to the new date, subject to availability.

If GPAD Creative is unavailable for the new date, the booking may be treated as a cancellation, and the original booking fee will remain non-refundable.

Any additional costs already incurred may remain payable.

6. Client Responsibilities

The client is responsible for providing accurate information and ensuring GPAD Creative has the necessary access and permissions to complete the work.

This includes providing:

• Correct event timings
• Venue details
• Access arrangements
• Important schedule information
• Any restrictions relating to photography or filming

The client should also inform GPAD Creative of any:

• Confidential information
• Sensitive content
• VIP guests
• Restrictions on publishing content

7. Photography and Videography Style

The client acknowledges that photography and videography involve creative judgment and that final results may vary depending on:

• Lighting conditions
• Venue environment
• Event schedules
• Guest interactions
• Unplanned circumstances

Clients are encouraged to review GPAD Creative’s portfolio before booking to ensure the creative style aligns with their expectations.

GPAD Creative will always aim to deliver work that reflects the agreed creative approach and professional standards.

8. Deliverables

The agreed deliverables will be confirmed before the project begins.

Final delivery may include:

• Professionally edited photographs
• Edited video content
• Highlight films
• Social media-ready content
• Other agreed creative assets

Only the final edited deliverables included within the booking agreement will be supplied.

9. Editing and Post-Production

Post-production is an essential part of the creative process.

GPAD Creative will edit all final selected images and video content, including:

• Colour correction
• Exposure adjustments
• Creative grading
• Image selection
• Video editing

Requests outside the original agreed-upon scope may incur additional charges.

This may include:

• Additional edits
• Alternative video versions
• Extensive retouching
• Revisions beyond the agreed deliverables

10. RAW Files and Project Files

RAW photography files, original video footage, editing files and project files are not included as part of standard bookings.

This includes:

• RAW image files
• Unedited video footage
• Adobe Lightroom catalogues
• Adobe Photoshop files
• Adobe Premiere Pro project files
• Other working files

These files remain the property of GPAD Creative.

If a client requires access to RAW files or project files, this must be discussed before the project begins and agreed separately within the contract and invoice.

Additional charges may apply.

11. Delivery Timescales

Estimated delivery times will be discussed during booking.

Delivery times vary depending on:

• Project type
• If retainer packages are in effect
• Event size
• Volume of content captured
• Editing requirements
• Project complexity

GPAD Creative will always aim to deliver content as efficiently as possible while maintaining professional quality standards.

12. Copyright and Ownership

All copyright, intellectual property rights and ownership of photography, videography and creative content produced by GPAD Creative remain with GPAD Creative unless otherwise agreed in writing.

This includes:

• Photographs
• Video footage
• Edited content
• Creative compositions
• RAW files
• Project files

Copyright ownership does not transfer to the client.

13. Client Usage Licence

Once full payment has been received, GPAD Creative grants the client an unlimited usage licence to use the final delivered content for their own business and promotional purposes.

This includes:

• Website usage
• Social media channels
• Marketing campaigns
• Advertising
• Presentations
• Internal communications
• Promotional materials

This licence is unlimited in duration unless otherwise agreed.

The client may not:

• Sell the content
• License the content to third parties
• Claim ownership of the work
• Modify or distribute the content for commercial resale

Any third-party usage outside the client’s own business activities must be agreed separately with GPAD Creative.

14. Portfolio and Promotional Use

Unless agreed otherwise in writing before the event, GPAD Creative may use a reasonable selection of final delivered images for portfolio, website, social media, award entry, case study and self-promotional purposes.

GPAD Creative will not knowingly publish images that are confidential, commercially sensitive, unflattering or unsuitable. Clients may request specific restrictions in writing before the event, including private events, sensitive guests, children, restricted areas or confidential brand activity.

15. Event Attendee Permissions

For event capture projects involving guests, employees, members of the public or attendees, the client is responsible for informing relevant individuals that photography and/or filming may take place.

Where required, the client is responsible for obtaining appropriate permissions.

GPAD Creative is not responsible for obtaining individual permissions unless specifically agreed as part of the booking.

16. Equipment Failure and Unforeseen Circumstances

GPAD Creative uses professional equipment and takes reasonable precautions to protect client work.

However, circumstances outside reasonable control may occur, including:

• Equipment failure
• Data loss
• Illness
• Travel disruption
• Venue restrictions
• Technical issues

GPAD Creative will always make reasonable efforts to provide an appropriate solution.

Liability is limited to the total value paid by the client for the services provided.

17. File Storage

GPAD Creative takes reasonable steps to store and protect client files during the editing and delivery process.

Once final files have been delivered, clients are responsible for downloading and securely storing their content.

GPAD Creative does not guarantee indefinite storage of completed projects.

18. Agreement

By booking GPAD Creative, the client confirms that they have read, understood and accepted these Client Booking Terms & Conditions.

Contact Information

Get in touch if you have any questions.