Client Agreement

1. Services Provided

MyEventPortraits provides professional on-site event photography services, including portrait sessions for event guests using professional DSLR cameras, umbrella studio lighting, and backdrop setups. Services are performed at the venue you designate on the event date confirmed at booking.

Serving Chicagoland and surrounding areas — contact us for events outside the metro area.

Services provided depend on the package selected at the time of booking:

Setup and teardown are included within your package's coverage window unless otherwise agreed in writing. Additional time beyond your package limit may be available for an additional fee if arranged in advance and confirmed by us in writing.

While we make every reasonable effort to photograph all guests who wish to participate, we cannot guarantee that every event attendee will be captured.

2. Booking, Payment & Confirmation

A booking is confirmed only after MyEventPortraits accepts your request and receives the required deposit or payment. Package prices and availability are subject to change until a booking is confirmed.

When submitting a booking through our website, you may select one of the following options:

• Information request: Submit an inquiry without payment. This does not reserve your event date until we confirm availability and you complete a deposit or full payment.
• 25% deposit: Pay a non-refundable deposit equal to twenty-five percent (25%) of the total package price to secure your event date. The remaining seventy-five percent (75%) balance may be paid at the conclusion of your event or earlier, upon your request and our agreement.
• Pay in full: Pay one hundred percent (100%) of the total package price at booking. Any additional charges for add-ons or extensions agreed after booking must be paid before those additional services are rendered.

• Online payments: Deposits and full payments submitted through our website are processed securely via Stripe at the time of booking.
• Remaining balance: If you choose the 25% deposit option, the remaining balance is due on or before the end of your event, or sooner if you and we agree to an earlier payment date.
• Taxes & fees: Quoted prices do not include applicable sales taxes, venue fees, parking, permits, or other third-party charges unless explicitly stated.

3. Cancellation, Rescheduling & Refunds

• Client cancellation: Cancellations made more than thirty (30) days before the event may receive a partial refund of amounts paid minus the non-refundable 25% deposit. Cancellations within thirty (30) days of the event are non-refundable.
• Rescheduling: One date change may be permitted subject to availability if requested at least fourteen (14) days before the event. A rescheduling fee may apply.
• Photographer cancellation: If we must cancel, you will receive a full refund of amounts paid or the option to reschedule at no additional cost.
• Force majeure: Neither party is liable for failure to perform due to causes beyond reasonable control, including natural disasters, severe weather, government restrictions, venue closure, power failures, illness, labor disputes, or transportation disruptions. If rescheduling is not possible, a refund or credit will be issued minus any non-refundable costs already incurred.

4. Client Responsibilities

To ensure successful photography coverage, you agree to:

• Provide accurate event details including date, start time, end time, venue name, and full address
• Obtain any required venue permissions for on-site photography setup and guest portrait sessions
• Provide adequate space for backdrop, lighting equipment, and guest flow
• Ensure access to a standard electrical outlet within a reasonable distance of the setup area
• Designate an on-site contact person to assist with guest coordination
• Communicate venue restrictions, noise ordinances, dress codes, or time limitations in advance
• Ensure the photography area is safe, accessible, and free from hazards

5. Guest Participation, Consent & Minors

Photography participation is voluntary. By entering the portrait area at your event, guests consent to being photographed and to the use of their images as described in this Agreement, our Terms of Service, and our Privacy Policy.

As the event host, you are responsible for informing attendees that professional photography is taking place and for obtaining any additional consents required by your venue, employer, school, or applicable law.

Minors: If your event involves guests under eighteen (18) years of age—including school events, family reunions, baby showers, or similar gatherings—you warrant that you have obtained, or will obtain before photography takes place, valid consent from each minor's parent or legal guardian to be photographed and for their images to be used as described in this Agreement.

We reserve the right to refuse to photograph any person who appears intoxicated, disruptive, or who behaves in a way that is unsafe, harassing, or inappropriate. We may end coverage early if conditions become unsafe or if our staff is subjected to abusive behavior.

6. Photo Delivery & Technical Limitations

Photos are uploaded during the event when internet connectivity permits. Guests receive QR code access to retrieve their images on the spot. While we strive for reliable instant delivery, MyEventPortraits is not liable for delays or failures caused by venue internet outages, cellular dead zones, third-party hosting interruptions, or equipment failure beyond our reasonable control.

Images are delivered in digital format. We do not guarantee a specific number of photographs per guest or per event. Basic exposure and color correction may be applied; advanced retouching is not included unless purchased separately.

7. Copyright & Image Usage Rights

MyEventPortraits retains full copyright ownership of all photographs created during your event. Upon delivery, you and participating guests receive a personal, non-exclusive, non-transferable license to download, share, and print images for personal, non-commercial use, including social media sharing with attribution appreciated but not required.

Without prior written permission, you may not sell, license, or sublicense images to third parties; use images for commercial advertising or endorsements; alter, remove watermarks, or misrepresent authorship; or use images in a defamatory, obscene, or unlawful manner.

We reserve the right to use event photographs for portfolio, marketing, website, and social media purposes unless you request otherwise in writing before the event date. We will honor reasonable requests to withhold specific images from public use when notified promptly after the event.

8. Image Removal Requests

Guests or clients who wish to have specific images removed from the online event gallery or from MyEventPortraits public marketing use must submit a written request to book@myeventportraits.com within thirty (30) days of the event date. We will make commercially reasonable efforts to comply with verified removal requests, subject to technical and backup limitations.

9. Limitation of Liability

We maintain professional equipment and reasonable backup procedures. In the unlikely event of equipment failure, data loss, or technical malfunction, our liability is limited to a refund of fees paid for the affected portion of services or, at our option, a reshoot session where feasible.

To the fullest extent permitted by law, MyEventPortraits is not liable for indirect, incidental, special, consequential, or punitive damages arising from our services or inability to deliver images. Our total liability for any claim relating to a booking shall not exceed the total amount paid to us for that event.

10. Indemnification

You agree to indemnify and hold harmless MyEventPortraits, its owners, employees, and contractors from any claims, damages, losses, or expenses (including reasonable attorney fees) arising from: (a) your event or venue; (b) guest conduct; (c) your breach of this Agreement; (d) failure to obtain required permissions or consents, including parental consent for minors; or (e) misuse of delivered images.

11. Governing Law & Disputes

This Agreement is governed by the laws of the State of Illinois, without regard to conflict-of-law principles. Any dispute shall first be addressed through good-faith negotiation. If unresolved, disputes shall be submitted to the state or federal courts located in Illinois, and you consent to personal jurisdiction in those courts.

12. Entire Agreement & Modifications

This Agreement, together with our Terms of Service and Privacy Policy, constitutes the entire agreement between you and MyEventPortraits regarding your event booking.

Any modifications must be made in writing and agreed upon by both parties before the event date. The version in effect at the time your booking is confirmed governs your event.

13. Contact

Questions about this Agreement or your booking may be directed to:

MyEventPortraits
Email: book@myeventportraits.com
Phone: (708) 715-2396