TERMS AND CONDITIONS OF THE PHOTO TEAM & ASSOCIATED BRANDS
Effective Date: May 22, 2026 (Replaces Version: October 21, 2025)
These Terms and Conditions apply to The Photo Team Photography Ltd and all associated trading brands, including:
- The Photo Team
- Open Photo Booths
- Events Paparazzi
- Robotic Video Booth
- Snap N Share
By booking, engaging, paying for, or using any services provided by The Photo Team Photography Ltd or any associated trading brand, the Client agrees to be legally bound by these Terms and Conditions in full.
If the Client does not accept these Terms and Conditions, the Client must not proceed with any booking or payment.
The Photo Team Photography Ltd reserves the right to amend or update these Terms and Conditions at any time. The latest published version shall apply.
I. DEFINITIONS
“The Photo Team” refers to The Photo Team Photography Ltd, its associated brands, employees, freelancers, contractors, operators, and representatives.
“Client” refers to any individual, company, organisation, agency, intermediary, or representative booking or engaging services.
“Services” refers to all photography, videography, content creation, production, experiential activations, photo booth services, digital sharing services, editing services, and associated event services.
“Captured Media” refers to all photographs, videos, audio recordings, edits, graphics, overlays, animations, and digital content created during provision of services.
“Confirmed Booking” means a booking for which payment has been received in full and written confirmation has been issued by The Photo Team.
II. NATURE OF EVENT SERVICES
The Client acknowledges that The Photo Team provides time specific and allocation based event services rather than standard retail goods.
Upon confirmation of a booking, operational resources may immediately be committed, including:
- Staff allocation
- Equipment reservation
- Venue scheduling
- Travel planning
- Production scheduling
- International logistics
- Date exclusivity
- Loss of alternative booking opportunities
The Client acknowledges that event services are date dependent and capacity limited. Cancellation rights, amendments, refunds, transfers, and liabilities therefore differ from standard retail purchases.
III. BOOKINGS & PAYMENT TERMS
A booking is only confirmed once full payment has been received and written confirmation has been issued by The Photo Team.
Tentative enquiries, verbal discussions, draft quotations, or unpaid invoices do not reserve dates, staff, or equipment.
The Photo Team reserves the right to release unconfirmed dates without notice.
Unless otherwise agreed in writing:
- Invoices are due immediately upon issue
- All payments are final and non refundable
- All balances must be cleared before services commence
Failure to make payment by the stated deadline may result in cancellation or withdrawal of services without liability.
The Photo Team reserves the right to refuse attendance, suspend services, withhold delivery, or withdraw operational resources where payment obligations have not been satisfied in full.
IV. CANCELLATION, REFUNDS & DATE CHANGES
Due to the allocation based nature of event services, all payments made to The Photo Team are final and non refundable.
By confirming a booking, the Client acknowledges that operational resources are immediately committed and alternative commercial opportunities may be declined.
The following do not entitle the Client to refunds, credits, compensation, transfers, or reimbursement:
- Client cancellation
- Guest cancellation
- Venue cancellation
- Postponed events
- Reduced attendance
- Denied access
- Venue restrictions
- Supplier failures
- Weather conditions
- Transport disruption
- Travel restrictions
- Government restrictions
- Technical limitations
- Force majeure events
- Unsafe working conditions
- Power failure
- Internet failure
Requests to amend dates, timings, locations, operational hours, staffing, or service scope may be considered at The Photo Team’s discretion and may incur additional charges.
Where The Photo Team is unable to provide services solely due to matters entirely within its direct control, liability shall be limited strictly to a proportional refund relating only to the affected services.
To the maximum extent permitted by law, no further liability or compensation shall arise.
V. CLIENT RESPONSIBILITIES, VENUE ACCESS & DOCUMENTATION
The Client is solely responsible for ensuring that all venue, site, operational, and access requirements are fully arranged prior to The Photo Team’s arrival.
This includes, but is not limited to:
- Loading bay bookings
- Vehicle registrations
- Parking arrangements
- Security clearance
- Permits
- Venue access times
- Contractor registrations
- Supplier onboarding
- Health and safety submissions
- Venue induction requirements
- Electrical approvals
- Internet access
- Lift access
- Staffing approvals
- Access credentials
Following full payment and confirmed booking, The Photo Team will provide standard compliance documentation commonly required by venues, including:
- Public Liability Insurance (PLI)
- PAT certificates
- Risk Assessments and Method Statements (RAMS)
The Photo Team is not responsible for completing, submitting, managing, or uploading venue specific forms, loading bay systems, supplier portals, contractor onboarding systems, or third party compliance platforms.
Completion of venue or third party administration remains the Client’s responsibility.
Where the Client requests assistance with venue administration, portal uploads, or compliance submissions, this may be offered at The Photo Team’s discretion and may incur an additional administration fee.
Failure to secure appropriate access, permissions, approvals, setup conditions, or venue compliance shall not constitute grounds for refund, cancellation, delay claims, or compensation.
Operational decisions relating to safety, equipment protection, access practicality, staffing, weather exposure, and operational suitability remain at The Photo Team’s discretion.
VI. OUTDOOR EVENTS & WORKING CONDITIONS
The Client must disclose prior to booking if any service will operate:
- Outdoors
- Partially outdoors
- Under temporary cover
- Within exposed environments
The Client is responsible for providing:
- Suitable shelter
- Level flooring
- Weather protection
- Appropriate electrical supply
- Safe operational conditions
The Photo Team reserves the right to suspend or refuse operation where conditions are considered unsafe, exposed, unstable, unsuitable, or potentially damaging to staff or equipment.
No refund or compensation shall arise in such circumstances.
VII. EQUIPMENT & SETUP REQUIREMENTS
Photo booths, 360 booths, robotic video booths, and associated equipment must operate on stable and level surfaces.
Setup on grass, mud, gravel, uneven flooring, unstable decking, or unsafe surfaces is prohibited unless suitable flooring or staging is provided by the Client.
Step free access must be available from unloading point to setup location for all large equipment installations, including robotic video booth installations.
If suitable access is not available upon arrival, installation may be refused without refund.
Where early access, extended setup periods, venue waiting time, standby time, or delayed access is required, additional charges may apply.
All operational and idle time on site is chargeable.
VIII. CREATIVE & ARTISTIC DISCRETION
The Client acknowledges that photography, videography, editing, colour grading, lighting, framing, pacing, audio treatment, composition, and media presentation involve subjective creative judgment.
The Photo Team retains creative discretion regarding:
- Shooting style
- Composition
- Editing approach
- Pacing
- Colour treatment
- Audio treatment
- Image selection
- Delivery format
- Final presentation
Dissatisfaction based on subjective artistic preference shall not constitute breach of contract, negligence, service failure, or grounds for refund or compensation.
IX. EVENT COVERAGE LIMITATIONS
Live events are dynamic and uncontrolled environments.
While reasonable professional care shall be taken, The Photo Team does not guarantee capture of:
- Every guest
- Every speaker
- Every interaction
- Every performance
- Every requested moment
- Uninterrupted operation
- Uninterrupted coverage
The Photo Team shall not be liable for missed shots, obstructed views, venue interference, guest behaviour, schedule overruns, restricted access, poor lighting conditions, or circumstances outside reasonable operational control.
X. DELIVERY, GALLERIES & ACCEPTANCE
Delivery timeframes are estimates only unless expressly guaranteed in writing.
The Photo Team shall not be liable for delays caused by:
- Workload
- Travel
- Internet disruption
- Platform outages
- Technical processing
- Event volume
- Client delays
- Force majeure events
Upon delivery of any gallery, preview, download portal, or media link, the Client must review all materials before downloading.
Once any image, video, or media file is downloaded:
- The delivery shall be deemed fully accepted
- Editing and quality approvals shall be deemed final
- No further disputes regarding editing, colour treatment, style, cropping, pacing, creative presentation, or image selection shall be considered
Revision requests must be submitted in writing within 7 calendar days of delivery.
Failure to do so constitutes full acceptance.
XI. RAW FOOTAGE, PROJECT FILES & SOURCE MATERIAL
Project files, editable timelines, working files, templates, presets, plugins, internal workflows, and production source materials remain the exclusive intellectual property of The Photo Team and shall not be supplied.
This includes, but is not limited to:
- Adobe Premiere project files
- Final Cut project files
- DaVinci Resolve project files
- After Effects files
- LUTs
- Templates
- Production workflows
Raw footage may be supplied solely at The Photo Team’s discretion and subject to additional fees.
All raw footage is supplied strictly “as captured” without guarantees regarding organisation, compatibility, grading, audio balancing, transcoding, conversion, or suitability for editing.
The Client assumes full responsibility for management and use of raw media following delivery.
Any technical assistance provided following delivery shall remain discretionary and chargeable in advance.
XII. INTELLECTUAL PROPERTY & PROMOTIONAL USAGE
The Client grants The Photo Team a perpetual, worldwide, royalty free, non-exclusive licence to use Captured Media for:
- Portfolio use
- Websites
- Social media
- Advertising
- Marketing
- Exhibitions
- Trade shows
- Award submissions
- Promotional activity connected to The Photo Team and its associated brands
This may include photographs, videos, behind the scenes content, branded content, and event coverage captured during the course of the booking.
Promotional Usage Opt Out
If the Client does not wish for Captured Media from an event to be used for promotional purposes, the Client may opt out before the event by emailing:
with the subject line:
OPT OUT
The email must include:
- Event date
- Event time
- Company name or individual booking name
Once received, The Photo Team will record the booking as opted out from future promotional usage.
No separate NDA is required for standard promotional opt out requests.
NDA & Confidential Events
Where a formal NDA, embargo, confidentiality agreement, or additional media restriction applies, this must be disclosed and agreed in writing prior to booking confirmation.
The Photo Team reserves the right to refuse retrospective confidentiality restrictions requested after confirmation or after event completion.
XIII. TECHNICAL FAILURE & DATA LIMITATION
While reasonable precautions are taken, The Photo Team shall not be liable for failures arising from:
- Corrupted media
- Storage failure
- Card failure
- Hard drive failure
- Internet failure
- Software malfunction
- Third party platform outages
- Electrical issues
- Wireless interference
- Venue restrictions
- Equipment malfunction
- Transport disruption
- Unavoidable technical limitations
Liability shall in all circumstances remain limited strictly to the amount paid for the affected services only.
XIV. CHARGEBACKS & PAYMENT DISPUTES
The Client agrees not to initiate chargebacks or payment reversals where services have been reserved, operational resources allocated, services partially performed, or services completed.
The Photo Team reserves the right to dispute unjustified chargebacks using:
- Invoices
- Written correspondence
- Booking records
- Delivery evidence
- Download logs
- Venue attendance records
- Staff records
- These Terms and Conditions
The Client remains liable for all outstanding sums, recovery costs, administrative costs, and legal fees arising from unjustified payment disputes.
XV. LIMITATION OF LIABILITY
To the maximum extent permitted by law, The Photo Team shall not be liable for:
- Indirect losses
- Consequential losses
- Reputational damage
- Commercial losses
- Loss of profit
- Marketing losses
- Sponsorship losses
- Social media losses
- Business interruption
- Third party claims
Total liability shall never exceed the amount paid for the affected services.
Nothing within these Terms excludes liability where exclusion is prohibited by law.
XVI. FORCE MAJEURE
The Photo Team shall not be liable for delay, interruption, suspension, reduced performance, or inability to perform services caused by circumstances beyond reasonable control, including but not limited to:
- Natural disasters
- Severe weather
- Transport disruption
- Airline cancellation
- War
- Terrorism
- Civil unrest
- Strikes
- Pandemics
- Government restrictions
- Venue closure
- Border restrictions
- Supplier failures
- Internet outages
- Power failures
- Technical breakdown
No refunds, compensation, or credits shall arise in such circumstances.
XVII. GOVERNING LAW & JURISDICTION
These Terms and Conditions shall be governed exclusively by the laws of England and Wales.
Any dispute arising from these Terms and Conditions or the services provided shall fall under the exclusive jurisdiction of the courts of England and Wales.
XVIII. FINAL AGREEMENT
By paying any invoice issued by The Photo Team Photography Ltd or any associated trading brand, the Client confirms and agrees that:
- Access to these Terms and Conditions has been provided
- The Client has independently reviewed these Terms and Conditions
- Payment constitutes full contractual acceptance
- The Client has had the opportunity to seek independent clarification or legal advice prior to payment
- Failure to review or understand these Terms shall not invalidate their enforceability
No verbal discussions, assumptions, representations, informal correspondence, or third party statements shall override these Terms unless expressly confirmed in writing by The Photo Team Photography Ltd.
The Photo Team Photography Ltd
Registered in England & Wales
All rights reserved.
