TERMS AND CONDITIONS
1. Date(s) and location of services: Gaby Cavalcanti Photography will provide dance photography services on June 26th, 2021 during Rohr Studios' Spring showcase at Northwest Dance & Acro- 7315 43rd Ave NE, Marysville, WA 98270. Time will be determined closer to the event date.
2. Exclusive Photographer: RS agrees and understands that GCP shall be the only photography service provider retained by the RS for this event. No party other than GCP may take pictures of any poses, lighting situations, or setups made by the photographer. For this reason, parents and other family members will not be allowed in the photography designated area. Family and friends of dancers shall be permitted to photograph the event, for non-commercial purposes, provided that such person or persons do not interfere with the photographer’s duties.
3. Promotional Materials: GCP will provide RS with all applicable printed materials needed to advertise and execute this service and links to online forms and information. RS has the option of promoting GCP’s photography services via email and in social media. GCP will provide RS all digital files for online promotion.
4. Requested Studio Setup Materials: RS has requested a High Key on white with white reflective flooring studio setup. GCP will provide RS information and cost of the items needed to create said setup (reflective flooring and/or white backdrop) and RS will decide if it wants to purchase any of those items needed for future use by RS.
5. Insurance and safety measures: GCP has a general liability policy and GCP is aware that RS assumes no risk on behalf of GCP. However, a knowledgeable instructor will be assigned by Rohr Studios to ensure the safety of each dancer while in the photography designated area. Dancers will be required to follow directions given by their RS assigned instructor to avoid any dance injuries AND by the photographer to avoid injuries caused by tripping/mishaps with any photography equipment. GCP shall not be responsible nor held liable for any dance related injuries or any other injuries caused by not following safety precautions while in the designated photography area.
6. Processing of Money: GCP will handle the exchange of all monies with regard to said project. GCP will provide a report to RS at the completion of this project, outlining specifics of participation and sales. All monies are exchanged and processed online or via mail (if paid by check). RS is not liable for any loss of money, theft, or payment errors.
7. COVID-19 Safety guidelines: Gaby Cavalcanti Photography will follow any COVID-19 related health guidelines/recommendations in effect at the time of the event. These will include wearing a mask and keeping a safe distance as needed. Dancers will be required to wear a mask while they wait their turn to be photographed and in any and all group photographs. RS will inform GCP if dancers will be wearing masks for individual photographs. GCP asks that if any dancer is experiencing any COVID-19 symptoms, that he/she refrains from coming into the photography designated area to avoid the spread of the virus. Arrangements can be made to photograph said dancer at a later date when it is safe to do so.
8. Dancer Participation: Both individual and group photos will be shot. All dancers will be photographed, regardless of whether parents order photo packages or not. All dancers will also be included in a group photo regardless of whether their parents choose to purchase said photo or not.
9. Dance School Participation: RS will provide GCP a roster of each class to be photographed and will assign one dance instructor/staff member to transport children to and from the portrait area, as well as, to assist GCP with posing each student. Students will be required to stay with their assigned groups and follow the instructor/staff member’s instructions while in the designated photography area.
10. Parent Communication: GCP will provide RS both a flyer with information about GCP’s photographic process, as well as, a link to an online form parents can visit to register BEFORE the event. RS will share the link via email. Once parents visit the link and register, GCP will build a contact list to reach parents directly when it is time to place orders. Parents are also encouraged to email GCP directly at contact@gabycphoto.com with any questions about the process.
11. Staff and group photos: GCP will also offer RS the opportunity to capture photos of RS's staff/instructors. RS will receive a complementary digital file of each photographed staff member (headshot style). If staff members/instructors would like to purchase additional headshots, they will be able to do so using the online gallery. RS will also receive a digital file of each group photographed during the event.
12. Image/product delivery: The best photographs of each student will be posted in an online gallery managed by GCP three weeks after the event. Parents will use this online gallery to place photo packages, a la carte and/or specialty product orders. Online galleries will remain active for 10 days. All orders must be placed and paid online or via check by mail within this time (10 days) to avoid a gallery reposting fee of $35 and to streamline delivery of all photographs. Final print products (sized 11”x14” and smaller) will be delivered to RS three weeks after the online ordering period closes. Bigger prints (16”x20” and larger), as well as, specialty products (such as canvas, metals, etc) will be delivered via USPS/Fedex/UPS to the parent/client home address to ensure safe delivery. Digital images will be delivered via email directly to dancers/parents.
13. Digital image release for studio use: RS will be granted use of digital photos for marketing purposes only (print and online). Digital files provided will be for RS marketing needs only and should never be shared with parents for personal use. RS will be required to tag GCP at @gabycphoto (on instagram), Gaby Cavalcanti Photo (on Facebook) or give credit to Gaby Cavalcanti Photography (any other media) when appropriate.
14. Copyright and image usage: RS acknowledges that all images taken by GCP are property of GCP and the copyright will indefinitely remain with GCP. RS acknowledges that GCP may use any images from said project, in print or on the web (social media or other online marketing media), for any purposes GCP deems necessary and appropriate, including, but not limited to, advertising, portfolio building, and blog posts. RS acknowledges that any parent who does not wish to have their child’s images published will have the option to opt out when he/she completes the online order form provided by GCP.
15. Liability: GCP and any of her agents or third party associates will not be liable in the unlikely event that a problem arises, whether due to lateness, no show, accident, neglect, human error, loss of materials, acts of God, equipment or other failures. GCP is not responsible for loss of, or interference with, the photography due to restrictions on the location, including but not limited to, interference from surrounding devices, access limitations, flash restrictions, and the like. This limitation on liability shall also apply in the event that photographic materials are damaged in processing (film and digital), lost through camera malfunction, lost in the mail, fire or otherwise lost or damaged without fault on the part of the Photographer. In the event GCP fails to perform for any other reason, GCP’s liability is limited solely to the return of all payments received from the Client under this Agreement. GCP is not responsible for any injuries inflicted upon any participating parties. GCP is not responsible for the damage of portraits after delivery to RS, or any clients/parents/dancers, including damage caused during transit by US mail, Fedex or UPS. Client assumes all responsibility for the safety of all portraits upon receipt.
16. Payment and pricing: GCP will offer packages for purchase online after the event. There will be a minimum order amount required. Discounts will be offered to parents if orders are placed within 3-4 days after online galleries go live. Sibling discounts will also be available. Parents will have the option of purchasing print photo packages, as well as, custom photography products via online gallery. A minimum order of $35 is required. Package pricing is on one pose, if parents would like additional poses, they will need to purchase additional packages or a la carte products.
17. Additional Session discount: Dancers who place an order of over $175, receive 15% discount on a future photographic session with GCP (session must be booked within 90 days of photo product purchase).
18. Photographer Substitution: GCP may substitute another photographer to take the photographs in the event of GCP’s illness or of unforseen scheduling conflicts. In the event of such substitution, GCP warrants that the photographer taking the photographs shall be a competent professional.