These Terms and Conditions ("Agreement") outline the terms and conditions under which Sophie's Photography ("Photographer," "we," "us," or "our") will provide photography services for your event ("Event"). By booking our services, you ("Client," "you," or "your") agree to abide by these terms and conditions. Please read this Agreement carefully before proceeding.


1. Services Provided:

Our photography services include capturing images of your entire event, granting us exclusive access to all relevant areas during the specified day/weekend and being classed as the events Official Photographer in any announcement or publication.


2. Requirements:

Adequate electricity supply must be provided near the setup area.

The setup area must be spacious enough to accommodate a minimum of 4 computers with room for movement. For larger competitions and weekend events, space for up to 10 computers and personal space for staff is required.

Chairs must be provided by the event organiser, Sophies Photography will provide tables.

For weekend events or day events that exceed 10 hours an adequate welfare area will be required.


3. Agreements, Commissions, and Invoicing:

Any agreements pertaining to free photos (See Clause 11), pitch fees, or commissions must be finalised before the commencement of the Event.

Commissions are calculated exclusively based on Sophie's Photography profits and will be determined once the event has concluded.

Confirmation of the commission amount will be communicated via email on the day following the Event.

An invoice reflecting the agreed commission amount must be submitted to [email protected] within 5 business days of receiving the confirmation email.


4. Accommodation:

For weekend events, we anticipate access to accommodation at cost price if you can provide this option. Should we find alternative accommodation at a lower cost, we reserve the right to use it to accommodate our staff.


5. Booking and Information:

Bookings with Sophie's Photography require clear indication of event times and, if feasible, a complete running order at least 2 weeks prior to the Event.

Failure to provide estimated finish times will result in the cessation of our services at 8pm on Sunday’s.

Where revenue for any event fails to reach £250 the organiser will be responsible for any shortfall.


6. Sensitive Individuals:

All Sophie's Photography staff members are FULLY DBS Certified

If there are children or vulnerable adults who cannot have their pictures taken, this information must be communicated to us before confirming the booking.




7. Promotion and Advertising:

Promoters are expected to promote our photography & Videography services in the week leading up to the competition and during the competition. We will advertise our attendance in the week leading up to the competition. Event flyers or promotional logos must be provided by you for effective advertising purposes.


8. Cancellation and Fees:

Cancellation of our services less than 2 weeks before the Event will result in cancellation fees.

The cancellation fee shall amount to £250 per day that was originally booked for our services.

The cancellation fee is intended to compensate Sophie's Photography for lost opportunities and commitments that were made in anticipation of the Event.


9. Liability:

We will take reasonable care when handling equipment and capturing images; however, we are not liable for any loss or damage caused.

You agree to indemnify us against any claims arising from our presence at the Event.


10. Photo Copyright:

Sophie's Photography retains the copyright and ownership of all photographs taken during the Event.

Where the client has waived pitch fees and commission in place of a selection of 30 images, the Client is granted a non-exclusive, non-transferable license to use the photographs for personal, non-commercial purposes, including sharing on social media, personal websites, and personal prints.

Commercial use, reproduction, distribution, or resale of the photographs without prior written consent from Sophie's Photography is strictly prohibited.

The Client agrees not to edit, alter, or manipulate the photographs in any way that may damage the reputation or artistic integrity of Sophie's Photography.


11. Entire Agreement:

This Agreement constitutes the entire understanding between the parties, superseding any prior agreements or understandings.

By agreeing to these terms and conditions, the Client acknowledges and agrees to abide by the copyright terms stated above.

By booking Sophie's Photography services, you acknowledge that you have read, understood, and agreed to the above terms and conditions. If you have any questions, please contact us before confirming your booking.



Signed: Sophie’s Photography - STUPHIE LTD

Sophie & Stuart Perren