Corporate Event Photography Terms & Conditions

Effective from: 25 August 2026

These Corporate Event Photography Terms & Conditions apply to corporate events, conferences, receptions, awards ceremonies, launches, PR events and other business or organisational events photographed by Philipp Ammon Photography (“the Photographer”).

These terms should be read together with the Photographer’s General Terms & Conditions and the quotation or booking confirmation applicable to the assignment.

Where there is a conflict, terms expressly agreed in writing for a particular assignment will take precedence.

1. Booking and Coverage

The date, location, expected photography hours and scope of coverage will be set out in the applicable quotation or booking confirmation.

Quotations are based on the schedule and information supplied by the Client at the time of quotation.

The Photographer will reserve the agreed photography period for the Client once the booking has been confirmed.

Unless otherwise agreed, preparation, editing, image delivery and other work undertaken away from the event are included within the quoted photography fee to the extent stated in the quotation.

2. Changes to Timings and Scope

The quoted fee is based on the timings, schedule, locations and requirements provided by the Client.

If these requirements change before or during the event, the final fee may be adjusted to reflect the actual requirements of the assignment.

Where the required photography time or scope is materially reduced, the Photographer may reduce the final fee where appropriate, subject to any minimum booking or cancellation charges.

Where coverage extends beyond the time stated in the quotation, additional photography time may be charged at the Photographer’s applicable rate.

Where reasonably possible, the Photographer will confirm any significant additional charge with the Client or the Client’s representative before continuing beyond the agreed coverage period.

Small variations to the event schedule will normally be accommodated where reasonably possible.

3. Client or Event Delays

The booked photography period begins and ends at the times agreed in the quotation or booking confirmation unless otherwise agreed.

Delays to the event, late-running schedules, delayed access, unavailable subjects, extended speeches or presentations, or other circumstances outside the Photographer’s control do not automatically extend the agreed photography period.

Where the Photographer is able to remain beyond the agreed finish time, additional coverage may be charged in accordance with Section 2.

Where the Photographer is unable to remain because of another commitment or other reasonable circumstances, the Photographer will not be responsible for photographs missed as a result of the event running outside the agreed schedule.

4. Cancellation

Cancellation must be communicated to the Photographer in writing.

Where the Client cancels a confirmed assignment, or any individual date forming part of a multi-date booking, the Photographer reserves the right to charge the following cancellation fees:

• More than 14 days before the assignment: no cancellation fee, except for any non-refundable expenses or work already undertaken.

• Between 7 and 14 days before the assignment: up to 50% of the photography fee attributable to the cancelled assignment or date.

• Less than 7 days before the assignment: up to 100% of the photography fee attributable to the cancelled assignment or date.

Any non-refundable expenses, third-party costs or work already undertaken specifically for the assignment may also remain payable.

The Photographer may waive or reduce a cancellation charge at his discretion where circumstances reasonably justify doing so.

5. Postponement and Rescheduling

Requests to postpone or reschedule an assignment are subject to the Photographer’s availability.

Where reasonable notice is provided and the Photographer is available for the replacement date, the Photographer will normally endeavour to transfer the booking to the new date without applying a cancellation fee.

Where an assignment is postponed or rescheduled less than 7 days before the agreed date, an additional fee may apply to reflect the late release of the original date.

Where the Photographer is unavailable for the replacement date, or where the assignment is not rescheduled within a reasonable period, the postponement may be treated as a cancellation under Section 4.

For multi-date bookings, postponement or cancellation of an individual date will normally apply only to the fees attributable to that date unless the change materially affects the remainder of the assignment.

Any non-refundable expenses, third-party costs or work already undertaken remain payable.

A substantial change to the date, location, duration or nature of the event may require a revised quotation.

6. Event Access and Permissions

The Client is responsible for ensuring that the Photographer has reasonable access to the event and to the areas, people and activities required to fulfil the agreed brief.

The Client is responsible for obtaining any necessary permissions from venues, organisers or other relevant parties for photography to take place.

The Photographer will comply with reasonable venue, security, health and safety and access requirements.

Restrictions imposed by a venue, organiser, security team or other third party may affect the photographs that can be produced. The Photographer will not be responsible for photographs that cannot reasonably be obtained because of such restrictions.

Where accreditation, passes, security clearance, parking arrangements or other access requirements are necessary, these should be communicated and arranged by the Client in advance wherever possible.

7. Client Representative and Brief

The Client should provide an appropriate contact or authorised representative who can answer questions or provide direction during the event where necessary.

If no representative is available, the Photographer will use his professional judgement to interpret the agreed brief and determine appropriate coverage.

The Photographer will make reasonable efforts to accommodate requested photographs, groups, speakers, VIPs, branding, details and other priorities communicated in advance.

However, event photography takes place in a live and changing environment and no individual photograph, person, interaction or moment can be guaranteed unless specifically agreed otherwise in writing.

8. Photography and Artistic Discretion

The Photographer retains professional discretion regarding positioning, composition, lighting, equipment, lens choice, timing, image selection and other photographic decisions.

The Photographer will endeavour to produce coverage consistent with his portfolio and the agreed brief while responding to the practical conditions of the event.

Lighting, venue restrictions, crowding, available space, event schedules, subject cooperation and other circumstances may affect the appearance or availability of particular photographs.

9. Image Delivery

Unless otherwise stated in the quotation, the Client will receive an edited selection of high-resolution JPEG photographs.

The number of photographs delivered will depend on the duration, nature and activity of the event. Any quantities discussed or estimated in advance are approximate unless expressly guaranteed in writing.

The Photographer selects the final photographs in accordance with his professional judgement. Duplicate, test, technically unsuitable or otherwise unselected photographs are not included.

Standard editing includes the Photographer’s normal colour, exposure, contrast, cropping and other general adjustments.

Additional or extensive retouching, compositing, object removal, image manipulation or other post-production requested by the Client may be charged separately.

Delivery times stated in quotations are estimates unless expressly guaranteed. Rush or same-day delivery may be available by prior agreement and may incur an additional fee.

10. Event Photography Licence

Unless otherwise stated in the quotation or agreed in writing, delivered photographs from corporate events are licensed to the commissioning Client for its own:

• internal communications and presentations;

• corporate publications and reports;

• website;

• public relations and press distribution;

• organic social media;

• newsletters and email communications; and

• general promotion of the Client and the photographed event.

Copyright remains with the Photographer in accordance with the General Terms & Conditions.

The standard event licence does not include paid advertising campaigns, resale, merchandising, syndication, transfer to unrelated third parties, or use principally for the commercial promotion of another organisation, brand, sponsor or partner unless expressly agreed.

Where photographs are required for advertising, extensive third-party use or another purpose outside the standard licence, an appropriate additional licence may be agreed.

Media outlets may reproduce photographs supplied to them by the Client specifically for legitimate editorial or PR coverage relating to the Client or event.

11. Guests and Subjects

The Client is responsible for determining whether attendees should be informed that photography is taking place and for handling any consent, privacy or internal policy requirements applicable to the event.

Where the Client identifies an individual who should not be photographed, the Photographer will make reasonable efforts to comply where practicable.

The Photographer cannot guarantee that an individual will not appear incidentally in photographs of crowds, rooms, stages or other general event scenes unless specific arrangements have been agreed in advance.

12. Meals and Breaks

For longer assignments, the Photographer may take reasonable short breaks when the event schedule permits.

Where continuous coverage is required for an extended period, the Client should communicate this in advance so that appropriate arrangements can be made.

For full-day or extended event coverage, where catering is available to event staff or suppliers, access to a meal is appreciated. Where this is not available, the Photographer may take a reasonable break to obtain food where necessary.

13. Application of General Terms

All other matters, including payment, copyright ownership, licensing conditions, RAW files, AI use and alteration, expenses, confidentiality, portfolio use, storage and archiving, liability, safety, circumstances beyond the Photographer’s control and governing law are subject to the Photographer’s General Terms & Conditions unless expressly varied by these Corporate Event Photography Terms or by written agreement for the assignment.