The short answer
Before you take a booking fee, agree in writing what you'll cover, what the client gets and when, what happens if the day runs over, who can use the images and how, and what happens if either side cancels. Get it signed before you block out the date.
What to agree before the job
- Each event: date, venue, hours of coverage, and how many photographers or camera operators
- What the client receives: number of edited images, film length, albums, and delivery time
- The booking fee, whether it's refundable, and when the balance is due
- Overtime: what it costs and who can agree it on the day
- Copyright and image use: what the client may do with the images, and whether you can use them in your portfolio
- Cancellation by the client, and what happens if you're ill or can't attend
- Travel, meals and anything else the client provides on the day
Which AgreeVia documents fit
- Event Photography & Video Agreement: each event with its coverage, the booking fee and balance, overtime, image use and cancellation. Adds the 14-day right to cancel for a private client. Pro
- Deposit invoice: ask for a percentage up front, and get it confirmed with a signature before you start
- Invoice: bill the finished job, with the VAT worked out to the penny and your bank details on it
- Upload your own PDF: already have terms you like? Upload them, place signature, initials, date and name boxes where each person signs, and send
How it works
- Fill it in on your phoneAnswer a few plain questions, or type the items into a quote. You see a preview before anything is created.
- Add who signsPick them from your contacts, or type their email address and AgreeVia sends them a link.
- They sign without an accountThey open it in their browser, read it and sign with a finger. No app to install.
- Everyone keeps a copyThe signed PDF goes to everyone. Every view and signature is in a tamper-evident audit trail you can check at agreevia.co.uk/verify.
Proof, if there's a dispute
Every view and signature is recorded with a time stamp in a tamper-evident audit trail. If someone remembers the deal differently, you have the signed document, a record of when they opened and signed it, and an evidence package you can generate. AgreeVia doesn't give legal advice, and it doesn't take payments: your bank details go on the invoice and your customer pays you directly.
FAQs for photographers and videographers
Does it work for corporate clients as well as couples?
Yes. Tell it whether the client is a private person or couple, or a business. For a private client it adds the 14-day right to cancel and the cancellation form.
Is it free?
The Event Photography & Video Agreement is a Pro template: you can fill it in and preview it for free, and creating it needs AgreeVia Pro. Invoices and deposit invoices are on the free plan.
Does my customer need to download anything?
No. They get a link, open it in their phone or computer's browser, and sign. They don't need an account or the app, and they get the signed PDF by email.
Is an electronic signature legally valid in the UK?
For everyday business documents like quotes, job agreements and invoices, yes, as long as the person meant to sign. Some documents, such as wills and some deeds, have stricter rules. See Are electronic signatures legal in the UK?
Try it on your next job
Free for 3 documents a month, no card needed. Already have an account? Sign in. AgreeVia works in your browser and is live on Google Play. Coming soon to the App Store.
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