Booking Policies

Pivotal Frame Photo

Effective date: October 6, 2026

Planning your session

These policies summarize how we arrange photography services. Your written quote and signed photography agreement set the terms for your specific booking. If they differ from this summary, the signed agreement controls, subject to applicable law. Contact us before booking if you have questions.

Quotes and booking confirmation

Website packages are starting points. Your proposal will confirm coverage, location, image delivery, pricing, and any travel or additional costs. An inquiry does not reserve a date.

Your date is reserved once we have received your signed photography agreement and a booking payment of 25% of the total quoted fee. Until both are received, availability may change.

Payments

The 25% booking payment is due when you book and is credited toward your total fee. The remaining balance is due two calendar days before the session. For bookings made within two days of the session, full payment is due when booking. Payment instructions will be provided with your invoice. Cancellation and refund terms appear below.

Additional coverage, locations, or requested services must be agreed upon, including any added cost.

Cancellation and rescheduling

You may reschedule once without a rescheduling fee by providing at least 48 hours’ notice. Payments transfer to an available date within 90 days of the original session. If we cannot agree on a replacement date within that period, we will refund payments for services not performed. For cancellation with at least seven calendar days’ notice, payments will be refunded. For cancellation with less than seven days’ notice, the 25% booking payment is retained and any additional payments are refunded, subject to applicable law and your signed agreement. For illness or an emergency, contact us promptly so we can discuss a reasonable accommodation.

Weather and safety

For outdoor sessions, we will discuss conditions that may affect safety or the planned photographs.

We make the final decision about weather or conditions that make a session unsafe or impractical, in consultation with you where possible. We aim to contact you at least two hours before the session when conditions can be assessed in advance. A weather reschedule does not count toward your one client-requested reschedule, and payments transfer without a fee. If we cannot agree on a suitable replacement date or location, payments for services not performed will be refunded.

Arrival and preparation

Please arrive ready to begin at the agreed time and let us know promptly if you are delayed. Share important accessibility needs, session priorities, or location restrictions during planning.

Late arrival may reduce your available session time; we cannot guarantee an extension. If you have not arrived or contacted us within 20 minutes of the start time, we may treat the session as a missed booking. For missed bookings, the 25% booking payment is retained and additional payments are refunded, subject to applicable law and your signed agreement.

Locations and travel

The session location and any travel charges will be confirmed in your proposal. Some venues require permission, permits, or fees.

We will agree in advance on who obtains location permissions and any required permits. Location, admission, and permit fees will be disclosed in your proposal or approved separately before they are incurred.

Editing and delivery

Your agreement will confirm the number of edited images, delivery method, and anticipated delivery schedule. Editing follows the style discussed for your session.

Unless your agreement specifies otherwise, edited photographs are delivered by a download link within three weeks of the session. We select the final images based on quality, variety, and the agreed brief. RAW and unedited files are not included. Standard editing includes color, exposure, cropping, and minor retouching at our discretion. Extensive retouching or changes outside the agreed style require a separate quote. Please report missing files, download issues, or editing concerns within 14 days of delivery; this does not limit rights available under applicable law.

Image use and permissions

Your photography agreement will explain copyright ownership and your permission to print, share, or use the delivered images. Commercial usage should be discussed before booking so the appropriate license can be included. Portfolio or promotional use of identifiable client images is addressed in the agreement or a separate release.

Download access and backups

Delivery links remain available for at least 30 days after delivery. We retain delivered edited images for 90 days after delivery, but long-term archival storage is not included. Retrieval after the download period is subject to availability; any fee will be quoted before work begins.

Download your delivered files promptly and keep your own backups.

If we cannot complete your booking

If we are unable to provide the agreed services, we will contact you promptly.

We will offer rescheduling or, with your approval, a suitable replacement photographer. If neither option is acceptable, payments for services not performed will be refunded. Your signed agreement will address any other remedies, subject to applicable law.

Questions

Contact Josh and Shawna through our contact page to discuss your session or ask about these policies before booking.