Photography Terms & Conditions

1. Booking & Confirmation

A booking is confirmed once the client has accepted a quote or booking confirmation, or otherwise engaged Meaghan Coles Photography to provide services, and the required payment (deposit or full amount, as specified) has been received. Dates are not held without payment.

2. Payment Terms

Payment terms are outlined on the invoice. All prices are in AUD and include GST unless stated otherwise.Payment is due by the due date stated on the invoice. Overdue accounts may incur interest at a rate of 2% per month, calculated from the invoice due date until payment is received.The client is also responsible for reasonable costs incurred in recovering overdue amounts, including debt collection and legal costs, where permitted by law.Images will not be delivered and no licence to use the images is granted until all outstanding amounts relating to the booking have been paid in full.

3. Copyright & Ownership

Copyright in all images remains with Meaghan Coles Photography at all times, in accordance with the Australian Copyright Act.Unless confidentiality has been agreed in writing prior to the shoot, Meaghan Coles Photography may use selected images for portfolio, website, social media, editorial, awards and self-promotional purposes.

4. Image Licence & Usage

Upon receipt of full payment, the client is granted a non-exclusive, non-transferable licence to use the delivered images for the purposes specified in the accepted quote.Where specific usage is not stated in the quote, the licence includes use by the commissioning client for its website, organic social media, public relations, editorial, internal communications and general corporate marketing.Paid advertising, out-of-home advertising, packaging, merchandise, resale, syndication and third-party commercial use are not included unless expressly agreed in writing.Unless otherwise agreed in writing:• Images may not be sold, licensed or supplied to third parties.
• Images may not be used for commercial purposes beyond the agreed usage.
• Images may not be altered, edited or filtered without written permission.Additional usage or extended licensing can be arranged upon request.

5. Moral Rights & Attribution

The photographer retains moral rights in all images.Where practical, credit to Meaghan Coles Photography is appreciated for online and print use, including websites, social media and published material.Images must not be used in a manner that is misleading, defamatory or prejudicial to the photographer's reputation.

6. Third-Party Use

Images may be supplied to the client's designers, agencies, printers or publications solely for the purpose of producing material for the client within the agreed licence. This does not grant those parties an independent licence to use the images for their own advertising, marketing or commercial purposes.Where an agency commissions photography on behalf of a named client or brand, the image licence may extend to that named client or brand where identified in the quote or booking confirmation.The licence does not automatically extend to other brands, sponsors, partners, venues, suppliers or third parties. Any such use requires prior written approval unless explicitly included in the agreed licence.

7. Creative Discretion

Meaghan Coles Photography retains creative discretion regarding the style, composition, editing and final selection of images delivered. The photographer's portfolio represents the expected style and approach.

8. Delivery of Images

Image delivery timeframes will be outlined in the quote or booking confirmation. Delivery times are estimates and may vary due to workload, editing requirements or unforeseen circumstances.

9. Client Responsibilities & Delays

The client is responsible for ensuring cooperation, punctuality and access at the agreed time and location. The photographer is not responsible for missed images due to lateness, restrictions or interference beyond their control.Booked coverage times remain as agreed regardless of delays caused by the client, venue, event schedule, suppliers, talent or attendees.Where the photographer is available to remain beyond the booked finish time, additional coverage will be charged at the applicable hourly rate.

10. Cancellation & Rescheduling

Cancellations made within 48 hours of the scheduled shoot date, including same-day cancellations, will incur a cancellation fee of 100% of the quoted fee.Cancellations made more than 48 hours but within 7 days of the scheduled shoot date will incur a cancellation fee of 50% of the quoted fee.Rescheduling requests are subject to availability and may incur an administrative fee.Where no prior quote has been issued, fees will be calculated based on Meaghan Coles Photography's standard rates for the services booked.

11. Associate & Substitute Photographers

Meaghan Coles Photography may engage suitably qualified associate photographers, videographers, assistants or other contractors to perform all or part of the services.Where an associate is engaged, Meaghan Coles Photography will continue to manage the booking and, where applicable, the briefing, creative direction, post-production and final delivery.

12. Overtime & Additional Shooting Time

Where the client requests photography beyond the booked coverage period, additional time will be charged at Meaghan Coles Photography's applicable hourly rate. Additional time may be invoiced following the event.

13. RAW & Unedited Files

RAW, unedited and rejected files are not included in the service and will not be supplied unless specifically agreed in writing.The photographer retains discretion over the selection of images delivered.

14. Archiving & Storage

Online galleries will generally remain available for 12 months from delivery unless otherwise advised.The client is responsible for downloading and securely backing up all delivered images. Meaghan Coles Photography does not guarantee permanent storage of images after delivery.

15. Client Permissions & Releases

Unless otherwise agreed, the client is responsible for obtaining any permissions, releases, permits or approvals required for photography at the location and for the intended use of the images.

16. Image Alteration & Artificial Intelligence

Images may not be materially altered, manipulated, used to generate derivative AI imagery, or used to train artificial intelligence or machine-learning systems without prior written permission from Meaghan Coles Photography.

17. Limitation of Liability

Meaghan Coles Photography shall not be liable for claims, damages or legal actions arising from the use or publication of the images by the client or any third party.In the event that Meaghan Coles Photography is unable to perform the agreed services due to illness, equipment failure, emergency, force majeure or circumstances beyond reasonable control, reasonable efforts will be made to arrange a suitable replacement or alternative solution.Where the services cannot reasonably be performed or replaced, liability will be limited to a refund of amounts paid for the affected services.Where any inconsistency exists, the accepted quote or written agreement will take precedence over these Terms & Conditions.

18. Acceptance of Terms

By accepting a quote, making payment or engaging Meaghan Coles Photography, the client confirms they have read, understood and agreed to these Terms & Conditions.