Terms of Service

1. Agreement to Terms

These Terms of Service ("Terms") govern your use of the MyEventPortraits website and your booking of professional event photography services provided by MyEventPortraits ("we," "us," or "our"). By submitting a booking request, making a payment, or using our services, you agree to these Terms and our Client Agreement. If you do not agree, please do not use our services.

2. Services Description

MyEventPortraits provides professional on-site event photography services, including portrait sessions for event guests using professional DSLR cameras, studio lighting, and backdrop options. Our services are designed to capture guests attending your event in a portrait-style setting.

We primarily serve the Chicagoland metropolitan area and surrounding communities in Illinois. Events outside this service area may be accommodated by prior arrangement—please contact us before booking to confirm availability and any applicable travel fees.

Services may include, depending on the package selected:

• On-location photography setup and teardown
• Professional umbrella lighting and DSLR photography
• Backdrop options (close-up, full-body, and/or balloon backgrounds)
• Party props for guest portraits
• Instant photo upload during the event
• QR code access for guests to retrieve their photos

Coverage duration by package. Continuous on-site photography coverage is included up to the following limits, based on the package you select at booking:

• Close-Up Classic: Up to four (4) hours
• Full-Body Portrait: Up to six (6) hours
• Balloon Background Deluxe: Up to six (6) hours

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.

We photograph event guests as they choose to participate. While we make every reasonable effort to accommodate all guests who wish to be photographed, we cannot guarantee that every attendee will be captured.

3. Booking, Payment & Confirmation

A booking is considered confirmed only after we accept your request and, where applicable, receive the required deposit or payment. Package prices, features, 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: You may submit a booking inquiry without payment. This does not reserve your event date until we confirm availability and you complete a deposit or full payment.
• 25% deposit: You may pay a non-refundable deposit equal to twenty-five percent (25%) of the total package price at the time of booking to secure your event date. The deposit is applied toward the total package price. 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: You may pay one hundred percent (100%) of the total package price at the time of 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.

4. Client Responsibilities

To ensure successful photography coverage, the client (event host or authorized representative) agrees to:

• Provide accurate event details including date, time, venue, and access instructions
• Secure any required venue permissions for photography setup and guest portrait lines
• Provide adequate space for backdrop, lighting, and guest flow (minimum requirements will be communicated upon booking)
• Provide 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
• Ensure the photography area is safe, accessible, and free of hazards
• Communicate any venue restrictions, noise ordinances, or time limitations in advance

Delays caused by venue restrictions, late access, missing power, or lack of a designated coordinator may reduce available photography time without a refund.

5. Photography Coverage & Guest Participation

Our event photography services are voluntary for guests. By attending the event and participating in the portrait area, guests consent to being photographed. The event host is responsible for informing guests that photography is taking place and for obtaining any additional consents required by the venue, employer, school, or applicable law (including parental consent for minors where required).

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. Image Delivery & Technical Requirements

Photos are uploaded during the event when internet connectivity permits. QR code access is provided for guest retrieval. While we strive for reliable instant delivery, we are 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 provided in digital format unless otherwise agreed. We do not guarantee any specific number of photos per guest or per event. Basic exposure and color correction may be applied; advanced retouching is not included unless purchased separately.

7. Copyright & Usage Rights

MyEventPortraits retains full copyright ownership of all photographs created during the event. Upon delivery, the client 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, endorsements, or promotional campaigns
• Alter, remove watermarks, or misrepresent authorship of the images
• 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 the client requests 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. Model Release & Privacy

Participation in the portrait area constitutes consent for MyEventPortraits to photograph and distribute images of participants through the event QR gallery and for lawful business purposes described in these Terms. The event host warrants that they have authority to permit photography at the venue and that guest notification requirements have been met.

The client further warrants and represents that for any minor (any person under eighteen (18) years of age) who participates in the portrait area—including at school events, family gatherings, baby showers, or similar events—the client has obtained, or will obtain before photography takes place, valid consent from that minor's parent or legal guardian to be photographed and for their images to be used as described in these Terms.

Guests who do not wish to be photographed should avoid the portrait area. Requests to remove specific images from the online gallery must be submitted in writing to book@myeventportraits.com within thirty (30) days of the event. We will make commercially reasonable efforts to comply with verified removal requests.

9. Cancellations, 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.
• Weather & force majeure: See Section 12 below.

10. Equipment, Backup & 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, including lost profits, lost data, or emotional distress 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.

11. 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 these Terms; (d) failure to obtain required permissions or consents; or (e) misuse of delivered images.

12. Force Majeure

Neither party shall be 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. In such cases, we will work with you to reschedule where possible. If rescheduling is not possible, a refund or credit will be issued minus any non-refundable costs already incurred.

13. Independent Contractor

MyEventPortraits performs services as an independent contractor. Nothing in these Terms creates a partnership, joint venture, or employment relationship. We control the manner and method of photography but collaborate with the client on scheduling and event logistics.

14. Changes to Terms

We may update these Terms from time to time. The "Last updated" date at the top of this page reflects the most recent revision. Continued use of our website or services after changes constitutes acceptance of the updated Terms. Bookings confirmed before a change are governed by the Terms in effect at the time of confirmation unless otherwise required by law.

15. Governing Law & Disputes

These Terms are governed by the laws of the State of Illinois, without regard to conflict-of-law principles. Any dispute arising from these Terms or our services 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.

16. Contact Us

Questions about these Terms or your booking may be directed to:

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