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    Terms of Service

    Commercial Event Photography, Terms & Conditions of Service
    Version 17 May 2026
    Gold Coast Event Photography · ABN 75 388 141 913

    Important, please read before confirming your booking or paying your invoice. These Terms apply to photography services supplied by Gold Coast Event Photography. By accepting a quote, paying a deposit, paying an invoice, confirming a booking in writing, or proceeding with the engagement after these Terms have been made available to you, you agree to these Terms. If anything is unclear, please contact us before confirming your booking.

    1. What the key words mean

    Images: all photographs, digital files, edited JPEGs, previews, negatives, RAW files, or any other visual material created by the Photographer in connection with the Event.
    Licence: the permission granted to the Client to use the Images as set out in these Terms.
    Photographer, we, us or our: Gold Coast Event Photography (ABN 75 388 141 913) and any photographer, assistant, contractor or representative acting on its behalf.
    Client, you or your: the person, business, organisation, agency or entity named on the quote or invoice, including any authorised representative acting on behalf of a third party.
    Event: the commercial assignment, conference, function, activation, gala, awards night, meeting, promotional event or other occasion described in the quote, invoice or written scope of work.
    Terms: these Terms & Conditions of Service, together with the relevant quote, invoice and any written scope of work agreed between the parties.

    2. Booking, payment and pricing

    Booking confirmation

    A booking is only confirmed when the required deposit or full payment has been received and the booking has been accepted by us in writing. Until that time, dates remain available to other clients.

    Payment terms

    Payment terms are as stated on the quote or invoice. Unless otherwise agreed in writing, final payment must be made before image delivery. We may withhold delivery of Images until all overdue amounts relating to the Event have been paid.

    GST

    All fees are exclusive of GST unless expressly stated otherwise. GST of 10% will be added where applicable under Australian tax law.

    Additional time, expenses and scope changes

    The quote covers the agreed Event date, time, location and scope. Additional coverage, extended hours, extra photographers, urgent turnaround, travel, parking, accommodation, venue fees, special equipment, access requirements or post production requests may be charged separately where agreed or reasonably required to complete the engagement.

    Overdue accounts

    If an account becomes overdue, we may pause further work, suspend image delivery or restrict gallery access until payment is received. Any late payment fee, interest charge or debt recovery cost will only apply where it is stated on the invoice or otherwise permitted by law, and will be limited to reasonable costs incurred in recovering the overdue amount.

    3. Cancellation, postponement and changes

    Why cancellation fees apply

    Once a booking is confirmed, we reserve the date, allocate preparation time and may turn away other work. The cancellation amounts below are intended to be a genuine pre estimate of the loss and administration involved, not a penalty.

    Cancellation by the Client

    If you cancel a confirmed booking, the following cancellation amounts apply unless a different cancellation arrangement is agreed in writing:

    • More than 14 days before the Event: 50% of the total quoted photography fee is payable.
    • Within 14 days of the Event: 100% of the total quoted photography fee is payable.
    • Any non refundable expenses already incurred, including travel, parking, accommodation, venue fees, permits, equipment hire, staffing or supplier commitments, are payable regardless of timing.

    Any amount already paid will be applied against the cancellation amount and any incurred expenses. If the amount paid exceeds the amount properly payable, the balance will be refunded.

    Postponement or rescheduling

    If an Event is postponed, we will make reasonable efforts to transfer the booking to the new date, subject to availability. If we are unavailable on the new date, the postponement may be treated as a cancellation. Additional costs may apply where the scope, location, timing, supplier costs or staffing requirements change.

    Cancellation by the Photographer

    If we need to cancel due to genuine emergency, serious illness, injury, equipment incident, unsafe conditions, or circumstances outside our reasonable control, we will notify you as soon as practical, refund any amount paid for services not supplied, and where possible help recommend a suitable replacement photographer. Nothing in this clause limits any rights you may have under the Australian Consumer Law.

    4. Copyright and image licence

    Copyright remains with the Photographer

    All copyright in the Images remains with Gold Coast Event Photography at all times. No copyright is assigned or transferred to the Client unless this is expressly agreed in writing and signed by us.

    Client licence

    Once the invoice has been paid in full, we grant the Client a perpetual, worldwide, royalty free, non exclusive licence to use the final delivered Images for the Client’s ordinary business, event, marketing, communications and publicity purposes, including:

    • internal corporate use, including presentations, reports, intranets, training and internal publications;
    • public relations and media distribution, including sharing with journalists, publications and media outlets for editorial coverage;
    • marketing and advertising, including websites, social media, email marketing, print collateral, event promotion, sponsorship reporting and broadcast use;
    • reasonable supply to event sponsors, partners, agencies, venues, speakers, stakeholders, delegates or the public for editorial, promotional, documentary or reporting purposes connected with the Event.

    What is not included

    Unless we agree in writing, the licence does not allow the Client or any third party to:

    • sell, rent, sub license or commercially on sell the Images as standalone photographic assets;
    • place the Images in a stock library, photo agency, image bank or artificial intelligence training dataset;
    • claim authorship of the Images or register copyright in the Images;
    • use the Images in a defamatory, misleading, unlawful, pornographic, discriminatory or otherwise damaging context;
    • use the Images for political endorsement, sensitive issue advertising, or product endorsement by an identifiable person unless the appropriate consent has been obtained.

    For clarity, sharing Images freely with media, sponsors, stakeholders, venues or delegates for genuine event related editorial, promotional or reporting use is allowed under the licence above. On selling the Images as a separate product is not allowed.

    Photo credit

    A credit is appreciated where practical, for example: Photo: Gold Coast Event Photography. Credit is not required unless agreed in writing.

    Alterations

    Images may be resized, cropped or lightly adjusted for layout, platform or publication requirements. Images must not be substantially altered, manipulated, generated into new content, edited in a misleading way, or used to change the meaning of the scene without our written permission.

    Our portfolio rights

    We may display selected Images in our portfolio, website, social media, awards, case studies, proposals and marketing. If the Event is confidential, subject to an embargo, commercially sensitive, or involves restricted content, please notify us in writing before the Event. We will respect reasonable written requests to delay or restrict publication.

    5. What we deliver and when

    Edited image selection

    We deliver a professionally edited selection of Images from the Event. The final number and selection of Images is at our professional discretion unless a specific number or deliverable has been agreed in writing.

    Editing style

    Post production is part of our professional and creative service. Our standard editing includes selection, colour, exposure, contrast, cropping and general finishing consistent with our event photography style. Significant retouching, compositing, extensive object removal, individual skin retouching, urgent re edits or alternative processing may attract additional fees.

    RAW files

    RAW and unprocessed files are not included as standard and remain our property. Supply of RAW files or unedited files may be considered separately by written agreement and may attract additional fees and licence conditions.

    File format and delivery

    Images are usually delivered as high resolution JPEG files via an online gallery or file transfer link unless otherwise agreed. The Client is responsible for downloading and safely storing delivered Images.

    Delivery timeframe

    We will deliver Images within the timeframe stated on the quote or invoice. If no timeframe is stated, we will deliver within a reasonable time having regard to the size, duration and complexity of the Event.

    Rush delivery

    Rush delivery, same day highlights, live media supply, social media previews or next day delivery are available only where agreed in advance and may attract additional fees.

    Online galleries and backups

    We take reasonable care to back up Images before delivery. After delivery, the Client is responsible for downloading and keeping backup copies. Online galleries and file links may be removed after a reasonable period. We may retain archive copies, but we do not guarantee long term storage or re supply unless this has been agreed in writing.

    6. Client responsibilities

    To help us provide the service properly, the Client agrees to:

    • provide accurate information about the Event date, location, schedule, run sheet, rooms, key people, key moments, VIPs, sponsor requirements and any special image priorities;
    • ensure we have safe, timely and reasonable access to the venue, rooms, stages, backstage areas, media positions and relevant event spaces;
    • obtain any venue, organiser, council, permit, security or third party permission required for photography to take place;
    • notify us in advance of any photography restrictions, cultural sensitivities, privacy concerns, embargoes, confidential content, minors, vulnerable persons, or attendees who must not be photographed;
    • where appropriate, inform attendees that photography is taking place and ensure any signage, registration wording, media consent process or opt-out procedure required by the Client is in place;
    • ensure that any model releases, talent releases, speaker consents, sponsor approvals, agency approvals or permissions required for the Client’s intended use of the Images have been obtained;
    • provide a safe working environment, including reasonable breaks, access to drinking water, and any required site induction, accreditation or safety information.

    Unless expressly agreed in writing, we do not provide model releases, attendee releases or legal clearance for the Client’s use of Images.

    7. Privacy, consent and sensitive material

    Event photography often captures identifiable people. The Client is responsible for ensuring that its collection, use and publication of Images is lawful and consistent with its own privacy, employment, delegate, sponsor and communications obligations.

    We will handle personal information we collect in accordance with our Privacy Policy and applicable law. If the Event involves confidential, sensitive, embargoed or restricted content, the Client must tell us before the Event and provide clear handling instructions.

    If we are asked not to photograph a particular person or area, we will take reasonable steps to follow that instruction, provided it is practical and communicated clearly before or during the Event.

    8. Safety, access and event conditions

    We may decline or stop work where conditions are unsafe, unlawful, abusive, threatening, or materially different from the agreed scope. This includes unsafe staging or rigging areas, restricted access, aggressive behaviour, crowd crush risk, severe weather, unsafe travel conditions, or instructions that may create a risk to people, property or equipment.

    We are not responsible for incomplete or compromised coverage caused by venue rules, restricted access, poor lighting, blocked sightlines, delayed schedules, third party interference, security directions, weather, speaker restrictions, event changes, or other conditions outside our reasonable control.

    9. Australian Consumer Law and our liability

    Consumer guarantees

    Nothing in these Terms excludes, restricts or modifies any consumer guarantee, right or remedy that cannot lawfully be excluded under the Australian Consumer Law or other applicable law. Where the Australian Consumer Law applies, our services come with automatic guarantees, including that services will be provided with due care and skill, will be reasonably fit for any disclosed purpose, and will be supplied within a reasonable time where no time is agreed.

    Limitation of liability

    To the maximum extent permitted by law, and subject to any non excludable rights under the Australian Consumer Law, our liability for any claim relating to the services is limited to one or more of the following, at our option where lawful: resupplying the services, paying the cost of resupplying the services, or refunding the amount paid for the affected service.

    To the maximum extent permitted by law, we are not liable for indirect, consequential or special loss, loss of profit, loss of revenue, loss of opportunity, reputational loss, or business interruption arising from or connected with the Event, the Images, image delivery, or the Client’s use of the Images.

    Client use of Images

    The Client is responsible for ensuring that its use of the Images is lawful and appropriately authorised. We are not liable for claims, costs, damages or complaints arising from the Client’s publication, distribution, editing, captioning, advertising use, endorsement use, sponsor use, employment use, media use or other use of the Images where that use was not caused by our breach of these Terms or applicable law.

    10. Insurance

    Gold Coast Event Photography maintains business insurance appropriate to its event photography operations, including public liability insurance. Evidence of insurance can be provided on reasonable request where required by a venue, organiser or client procurement process.

    11. Disputes and concerns

    If you have a concern about the service or delivered Images, please contact us as soon as possible so we can review the issue. We will act reasonably and attempt to resolve concerns promptly and fairly.

    Before either party commences formal proceedings, the parties agree to make a genuine attempt to resolve the dispute by written communication and, where appropriate, a meeting or mediation. This does not prevent either party from seeking urgent relief or exercising rights that cannot be limited by law.

    12. General

    Whole agreement

    These Terms, together with the relevant quote, invoice and any written scope of work, form the agreement between the parties and replace prior discussions about the same engagement to the extent of any inconsistency.

    Changes

    Any change to these Terms or the agreed scope must be confirmed in writing.

    Severability

    If any part of these Terms is found to be invalid, unlawful or unenforceable, that part will be read down or severed to the extent required, and the remaining Terms will continue to apply.

    Governing law

    These Terms are governed by the laws of Queensland, Australia. The parties submit to the non exclusive jurisdiction of the courts of Queensland and any courts entitled to hear appeals from those courts.

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