Photography Agreement
This agreement is made on 7 November 2026 between:
- Lena Okafor Photography, of 14 Mill Lane, Leeds LS1 4AB, United Kingdom ("the Photographer"); and
- Harbour Coffee Roasters Ltd, of 9 Dock Street, Bristol BS1 6QH, United Kingdom ("the Client").
The Client wishes to hire the Photographer to take photographs, and the Photographer agrees to do so on these terms.
1. The shoot
1.1 The Photographer will carry out a commercial product and interior shoot for the client's new cafe ("the Shoot").
1.2 The Shoot will take place on 12 March 2027, starting at 9:00 am, for 4 hours, at the client's cafe at 9 Dock Street, Bristol.
1.3 The Photographer will bring the equipment that is needed, will take the photographs with professional skill and care, and will follow any reasonable shot list or instructions the Client gives in writing before the Shoot. The creative choices, such as style, angle, lighting and editing, are the Photographer's, within those instructions.
1.4 The Client will make sure that the Photographer can reach the location at the time agreed, that the people and things to be photographed are ready, and that someone who can make decisions for the Client is there throughout the Shoot.
1.5 The Photographer may use an assistant or a second photographer. The Photographer is responsible for their work and pays them.
2. What the Photographer delivers
2.1 The Photographer will deliver:
- 40 edited high resolution images in JPEG format
- the same images in web size
- an online gallery open for 90 days
2.2 The Photographer will deliver these within 14 days after the shoot, by online link or another method the parties agree. The Photographer chooses which images to edit and deliver, and may leave out images that are not of professional quality.
2.3 Unedited files
2.4 The Client will check the images within 7 days of delivery and tell the Photographer in writing of any real fault, such as a wrong file format or a missing image. The Photographer will put it right within a reasonable time. Differences of taste in style or editing are not faults.
2.5 The Photographer will keep a copy of the delivered images for at least 12 months after delivery, but is not a storage service and is not responsible for the loss of the Client's copies after that.
3. Time and extra hours
3.1 The fee covers the length of coverage in section 1.2. If the Client asks the Photographer to stay longer, the Photographer will do so if available, and the Client will pay for the extra time at EUR 150 per hour.
3.2 If the Client is late and the Shoot starts late, the time lost is counted as time used, unless the lateness is the Photographer's fault.
4. Fees and payment
4.1 The Client will pay the Photographer a total fee of EUR 1,200 for the Shoot, the delivery of the images and the licence in section 5. All sums are in euros.
4.2 The Client will pay a deposit of EUR 300 on signing this agreement. The date of the Shoot is not reserved until the deposit is paid. The deposit counts towards the fee.
4.3 The Client will pay the rest of the fee within 7 days after the final images are delivered. The Photographer need not deliver the final images until the fee for the Shoot has been paid in full, and the licence in section 5 starts only on full payment.
4.4 The Client will also pay these expenses, at cost, when they are agreed in advance:
travel at EUR 0.50 per kilometre and parking
4.5 The fee and other sums are exclusive of value added tax, sales tax and similar taxes, which the Client will pay in addition if they are due. If the law requires the Client to deduct tax at source, the Client will deduct it, pay it to the authority on time, and give the Photographer an official receipt.
4.6 A sum not paid on time carries interest at 4% a year above the base rate of the central bank of the country of the currency of payment, from the due date until payment. The Photographer may also stop work or hold back the images until the sum is paid.
5. Copyright and licence
5.1 The Photographer is the author and owns the copyright and all other rights in the photographs. Nothing in this agreement transfers ownership to the Client, unless a separate document signed by the Photographer says so.
5.2 When the Client has paid in full, the Photographer grants the Client a licence to use the delivered images as follows:
on the client's website, social media accounts, menus, in print and online advertising and in press material for its cafe, in any country, for 5 years
5.3 The licence is not exclusive, may not be sold or passed to another person, and may be used by the Client's own staff and by agencies and printers working for the Client. The Client may crop and change the size and colour of the images for ordinary use, but will not change them in a way that misleads or harms the Photographer's reputation, and will not use them in a way that is offensive or unlawful.
5.4 Any use that is not named in section 5.2, such as use by another company, in another medium, in another country or after the period, needs the Photographer's written permission and may need a further fee.
5.5 Credit to the photographer
5.6 Photographer's own use of the images The Photographer will not publish images that show the Client's confidential information, and will stop using a particular image on reasonable written request if its use harms the Client's security or privacy.
5.7 The Client will not give the images to a person to sell as stock images, enter them in a competition or register them as its own work, and will not allow images to be used to train a system that generates images, without the Photographer's written consent.
6. People and property in the images
6.1 Releases from people and property owners
6.2 The party responsible under section 6.1 will make sure that every release allows the use of the images that this agreement allows to the Client and to the Photographer, and that every person under the legal age to sign has a release signed by a parent or guardian.
6.3 The Client is responsible for any permission, permit or fee that is needed to photograph at the location, and for the content of any logo, artwork, trade mark or product that it asks the Photographer to photograph.
6.4 The Photographer will follow the reasonable rules of the location that the Client tells the Photographer about, and will not photograph people who have said they do not want to be photographed.
7. Cancelling or moving the Shoot
7.1 The Client may move the Shoot to another date once, at no charge, by giving the Photographer at least 14 days written notice, if the Photographer is free on the new date. The deposit is then kept for the new date.
7.2 If the Client cancels with at least that notice, the Photographer will keep the deposit as payment for the time reserved and the work already done.
7.3 If the Client cancels or moves the Shoot with less than that notice, or does not appear at the Shoot, the Client will pay the full fee, because the Photographer will have turned other work away. The Photographer will refund any part of the fee that is more than that, and a sum paid in advance for expenses that the Photographer has not spent.
7.4 Weather
7.5 If the Photographer cannot do the Shoot because of illness, accident, a family emergency, a breakdown of equipment that cannot be put right in time, or events outside the Photographer's control, the Photographer will tell the Client as soon as possible and will either find a replacement photographer of similar standing that the Client accepts, or move the Shoot to a date the parties agree. If neither is possible, the Photographer will refund all money paid and has no other liability.
8. Promises and liability
8.1 The Photographer promises to have the right to enter this agreement, and that the images, other than anything that the Client or a third party supplied or that appears in them, will be the Photographer's own work and will not copy another person's.
8.2 The Photographer will keep the images safe while they are in the Photographer's hands, and will keep a backup of them. If the images are lost or damaged, or the Photographer cannot deliver them because of a failure of equipment, memory cards or storage, the Photographer's liability is limited to the refund of the fee that has been paid, as far as the law allows. The Photographer cannot repeat an event that has passed, and the Client should take this into account for a single occasion event.
8.3 The Client will keep the Photographer free from claims by third parties, and the costs of them, including reasonable legal fees, that arise from material the Client supplied, from a failure to get a release or permission for which the Client is responsible, or from a use of the images that is not allowed by this agreement.
8.4 Neither party is liable to the other for indirect loss or loss of profit that could not reasonably have been foreseen. The Photographer's total liability under this agreement, however it arises, is limited to the total fee. This does not limit a liability for death or personal injury caused by negligence, for fraud, or for anything that the law does not allow to be limited.
8.5 The Photographer will take care of the Client's property, premises and people at the location, and the Client will keep the location safe for the Photographer and any assistants. Each party is responsible for the damage it causes. The Photographer is insured for public liability only if stated in writing.
9. Ending the agreement
9.1 Either party may end this agreement by written notice if the other materially breaches it and does not put the breach right within 14 days of written notice asking it to, or becomes insolvent or ceases to carry on business.
9.2 If the Client ends this agreement because of the Photographer's breach, the Photographer will refund the sums paid for work not done. If the Photographer ends it because of the Client's breach, the Client will pay for the work done and the cancellation fee in section 7.3.
9.3 Sections 4, 5, 6, 8, 10 and 11 continue after this agreement ends.
10. General
- Notices must be in writing and may be sent by email to the address a party has given the other, or delivered to the address at the top of this agreement.
- This agreement is the whole agreement between the parties about the Shoot. It replaces everything said or written earlier, and may be changed only in writing signed by both parties, or by emails in which both clearly agree.
- Neither party may transfer this agreement to another person without the other's written consent, except that the Photographer may use an assistant under section 1.5.
- The Photographer is an independent contractor and not an employee, partner or agent of the Client.
- If any part of this agreement cannot be enforced, the rest remains in effect.
- A party that does not use a right straight away has not given it up.
- Each party will keep secret any private information about the other that it learns under this agreement, and use it only for this agreement.
- This agreement may be signed in separate copies and electronically, and together they form one agreement.
11. Governing law and disputes
This agreement, and any dispute that arises from it, is governed by the laws of England and Wales. The parties will first try to settle any dispute by discussing it in good faith for 30 days after one of them gives written notice of it.
The place for deciding any dispute under this agreement is Bristol. How disputes are decided
Signatures
For the Photographer: Lena Okafor Photography
Name and title: ______________
Signature: ______________
Date: ______________
For the Client: Harbour Coffee Roasters Ltd
Name and title: ______________
Signature: ______________
Date: ______________