Terms of Service

What you can expect from us — and what we ask in return

Booking & Retainer

A non-refundable retainer (deposit) is required to secure your session date. The retainer confirms your booking and compensates the photographer for holding the date exclusively for you. Edited images are typically delivered within 4-6 weeks of your session via online gallery. Personal use rights for all delivered images are included. Commercial use, including advertising, product promotion, or editorial publication, requires a separate written license agreement. The photographer reserves the right to photograph without limitation at any session for portfolio and promotional purposes, subject to your privacy preferences.

Image Delivery & Timeline

Edited images are delivered within the timeframe specified in your booking agreement. Typical delivery timelines:

  • Portrait and family sessions: 2-3 weeks from session date
  • Event coverage: 2 weeks from event date
  • Wedding collections: 4-6 weeks from wedding date
  • Commercial projects: Per agreement, expedited delivery available

Images are delivered via private online gallery with password-protected access. Gallery access duration is specified in your package details. Images are provided as high-resolution JPEG files suitable for professional printing. Raw/unedited files are not part of any package and are not released under any circumstances.

Usage Rights

Upon delivery and receipt of full payment, clients receive a personal use license for all delivered images. Personal use includes:

  • Printing for personal and household display
  • Sharing on personal social media with photographer credit
  • Use in personal communications, gifts, and keepsakes
  • Reproduction for non-commercial personal purposes

Commercial use — including advertising, editorial publication, product promotion, stock licensing, or any revenue-generating activity — requires a separate written commercial license agreement and additional licensing fee. Unauthorized commercial use of delivered images is a violation of copyright law.

The photographer retains full copyright in all images created, including the right to display selected images in portfolio, social media, marketing materials, and award submissions, subject to your privacy preferences as noted in our Privacy Policy.

Cancellation & Deposits

The retainer (deposit) paid at booking is non-refundable in all circumstances, as it compensates the photographer for holding your date exclusively and declining other bookings.

Client cancellation: If you cancel your session, the retainer is forfeited. If you cancel within 30 days of the session date, 50% of the remaining balance may also be retained.

Rescheduling: One complimentary reschedule is allowed with at least 14 days notice, subject to calendar availability. Subsequent reschedules incur a $75 rescheduling fee.

Photographer cancellation: In the unlikely event of photographer illness or emergency, we will make every reasonable effort to refer you to a qualified substitute photographer at no additional cost. If no substitute is available, a full refund will be issued.

Event Coverage

For weddings and events, the photographer will make every effort to document all major moments as communicated during planning. However, the following should be understood:

  • The photographer cannot guarantee specific shots in uncontrolled environments
  • Venue lighting and access restrictions may affect image quality and availability
  • Guests' actions that obstruct the photographer cannot be anticipated or prevented
  • Weather-related outdoor session limitations are beyond the photographer's control
  • Backup equipment is carried to all events; in the rare case of complete equipment failure, a full refund will be issued for any undelivered coverage

Model Release

By booking a session, clients grant the photographer permission to use images for portfolio and marketing purposes unless a written opt-out is provided in advance of the session. No names or personal information will be published alongside any images without explicit consent.

Limitation of Liability

In the event of technical failure, data loss, or circumstances beyond the photographer's control that result in partial or complete loss of images, liability is limited to the total amount paid for the session. We maintain backup systems and take every precaution to protect your images, but cannot guarantee against all possible technical failures.

Governing Law

These terms are governed by the laws of the State of Tennessee. Any disputes arising from our services will be resolved first through good-faith negotiation, then through mediation if necessary.

Contact

Questions about these terms? Reach out before booking — we'd rather clarify anything upfront than have surprises later.

Aria Visual Studio
Nashville, TN
hello@ariavisualstudio.com
(615) 555-0291

Last updated: February 2026

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