Volume Headshot Terms & Conditions

1. Scheduling & Communication

The company or organization (“Client”) will provide the confirmed headshot schedule, employee list, and point-of-contact information. The Client is responsible for distributing Photographer communication to participating employees (clothing guidelines, prep tips, scheduling details, etc.).

 

2. Employee List & Accuracy

A complete list of participating employees, with correct names and job titles (if needed), must be submitted before Photo Day. The Client is responsible for ensuring accuracy.

 

3. Onsite Coordination

Headshot sessions are billed per person, not per hour.
The Client must ensure employees arrive on time and in the correct order.

If an employee is late and the Photographer is required to wait, an hourly wait-time fee will be invoiced for the period of inactivity.
A designated point-of-contact should be available onsite to assist with confirming names, managing waiting areas, and keeping the session running efficiently.
Delays caused by employee tardiness or lack of coordination may reduce the number of completed headshots.

 

4. Appearance & Readiness

Employees must arrive session-ready, including groomed hair, clean face, appropriate clothing, and avoidance of high-shine makeup. Photographer will make reasonable adjustments to pose and expression, but is not responsible for major appearance issues such as wrinkled clothing or unkempt hair.

 

5. Retouching & Image Selection

Standard retouching includes light skin smoothing, blemish removal, and minor color correction.
Additional retouching beyond standard adjustments may incur extra fees.
Employees will be able to view their images and select the final image(s) to be retouched and delivered.

 

6. Makeups, Reshoots & Absences

Makeup sessions for absent employees depend on Photographer availability and may require an additional fee.
Reshoots requested due to personal preference (hair, expression, clothing, etc.) are not included unless the issue is due to Photographer error.

 

7. Delivery & File Format

Final files are delivered digitally in the agreed-upon format (typically high-resolution JPG or PNG).
File naming conventions may vary depending on project size and workflow requirements.

 

8. Use of Images

Clients may use final headshots for internal and external company purposes including websites, directories, print materials, and social media. Redistribution of full-resolution files to third parties requires written permission. Photographer credit is appreciated but not required for headshots.

 

9. Conduct & Environment

A minimum 15 ft x 15 ft open space is required for proper equipment setup. The area must be clear of tables, furniture, or obstructions unless the table is intended to be part of the images.
Photographer may pause or discontinue photographing if the environment is unsafe, obstructed, or excessively disruptive.

 

10. Acceptance

Scheduling a volume headshot session indicates the Client’s understanding and agreement to these Terms & Conditions.