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Photography Terms and Conditions

A. Session Fees

Client agrees to pay photographer the session deposit at the time of booking to secure their appointment date and time. This is a non-refundable retainer that pays for your session. 

Your session deposit covers the time and talent of the photographer, standard retouching and creative editing of images, as determined by the photographer, which includes color correction, artistic enhancements, blemishes and skin softening, a select number of proofs (will be based on which type of session you've chosen), and your in-person viewing appointment.  More complex editing such as wrinkled clothing, bra straps, hair color, tan lines, braces, etc. is available at additional expense to be determined by photographer.  Please be sure to review all pricing details. General pricing information can be found on the "Details" page. For a complete price list, please call us at 952-440-2419 or email at kathy@kathyvanguilderphotography.com. There are no refunds or exchanges of any kind due to the custom nature of portrait photography however your session can be rescheduled in case of an illness or emergency. We require 24 hour notice.

B. Location Costs & Fees

The session deposit cover travel to any of our outdoor location options. Travel costs of .54 per mile plus travel time may apply to sessions at locations other than our outdoor options that take place 15 miles or greater outside of Savage, MN. 

C. Rescheduling

If your child or pet is sick, we recommend rescheduling your session. Sick or uncomfortable children or pets do not like to be photographed and we know that you will not love your images as much as if he or she was in good health. If an illness or emergency prevents a photo session from taking place, client may reschedule their session at least 24 hours prior to their shoot without penalty. Should client fail to give 24 hours notice, or decide to completely cancel the shoot, this session fee is forfeited and will not be refunded. Photographer reserves the right to reschedule due to illness, weather, or other circumstances beyond their control.

D. Re-shoots / Refunds

Re-shoots are determined at the discretion of the photographer. Please know that re-shoots or refunds will not be given for poor choices of clothing, make-up, hair, behavior of clients or clients children, or weather related issues, or by not following the recommendations of the photographer.

E.  Your Session

Studio sessions are conducted at my home studio located at 5376 River Oak Drive, Savage, MN.

All other sessions are held at an agreed upon outdoor location.  Session location will be determined at you pre-session consultation in person, via phone, text, or email. 

All include a pre-session consultation where will plan your session details such as clothing, location, products desired, etc.  so your images fit your needs. We take all ideas into account during your photo session with our professional expertise guiding the ideas. 

Please bring only the subjects to be photographed to the session. This is especially important with children and pets, as Kathy needs their full attention on her rather than looking at other family members. Of course, parents are always welcome!

Please arrive on time for your session and fully prepared.  We schedule around best lighting times. Arriving late to your appointment will result in lost session time.  If you are running late, please let us know.  Your session may need to be rescheduled if you arrive over 20 minutes after our scheduled start time.  If you fail to show for your scheduled appointment or your session has to be rescheduled due to tardiness, an additional $50 deposit will be required to reschedule. 

If you have not already, please review samples of our work to make sure that the style of photography and editing is a good fit for you (these can be seen on our website at www.kathyvanguilderphotography.com).  When you book with us, you are giving us full reign over session styling and artistic editing of photos.  We will be choosing the best images to edit and present to you so if you see anything that you don’t care for during the session, PLEASE speak up.  It won’t hurt our feelings as we want to make sure we are providing you with images that you will love.

F. Payment

All payments are due in full unless payment arrangements have been made. Orders will not be processed until payment in full is received. Orders are non-refundable once placed. Kathy Van Guilder Photography accepts cash, check or credit card. Payment plan arrangements are available, please inquire. Returned checks are subject to a $50 return check fee.  

G. Archive

After one year, all images will be purged from photographer’s hard-drive, except as needed for promotional purposes, to be determined by photographer at photographer’s sole discretion. Photographer is not responsible for loss or damage to the digital files due to circumstances beyond photographer’s control.

H. Ordering

Within 14 days from the session date, the Photographer will notify you of the completion of your proofs. You will see your proofs digitally and receive hard copies at your pressure-free viewing session. While we will capture many images during your session, only the best images will be selected. Images with eyes closed, heads turned, duplicates, etc. will be not edited and shown. You will be asked to order at your viewing session. Please make sure all decision makers are present.

Please allow 14 business days for your order to be completed. Some orders may require additional time due to special circumstances. Your portraits are an investment and an heirloom so we make every effort that they look amazing. You be notified via phone or email when your order is ready for pick up. 

I. Liability

Photographer is not responsible for any injuries inflicted upon any participating parties. Client(s) will be responsible for their children, pets, and for themselves and release photographer from any claims against their person or their business.

M. Copyright

Kathy Van Guilder Photography retains all copyrights to all images created during a client’s session. It is illegal to copy, scan, download, print, alter, or otherwise steal any image created by Kathy Van Guilder Photography during client’s photo session. This applies to blog, Instagram, Facebook, or hard copy images. 

Please understand that, the photographer wishes to maintain complete control over the print quality, finishes, and presentation of the images and any reproduction outside of the studio may lower the quality of the image and scar their reputation for providing superior portraits.  

Note from photographer: I work very hard to create images that reflect you and your family, while keeping in line with my artistic vision and creativity.  I hope that you will respect not only my hard work, but the time, money, and dedication that I have put into training and equipment to capture these images for you. Please do not steal them.

N. Session Requests

We ask that no cameras/camcorders/any type of recording device are allowed during the session unless prior arrangement has been made between client and photographer. 

Make sure that hair is combed, faces and teeth are clean, and clothing is free of wrinkles prior to your session.

Please avoid eating or drinking colored food or drinks before session, as red and orange tend to leave a stain on the face and clothing. A recommended treat for a reward for a child at a session would be Smarties or Cheerios as they can be eaten quickly without staining or getting caught in teeth.