Photography contract checklist: what to check before you sign in BC

A photography contract protects you and the photographer. It lists what you will get, what you will pay, and what happens if plans change. Most disputes between clients and photographers come from something that was never written down.

This checklist walks through the parts of a contract that matter most. Use it when a photographer sends you an agreement for a wedding, a family session, a headshot day, or a commercial shoot. If the contract is long or the job is large, ask a lawyer to read it. This guide is general information and not legal advice.

If you have not chosen a photographer yet, start with how to choose a photographer in British Columbia.

Names, date, time, and place

Start with the basics. Check that your legal name and the photographer’s business name are correct. Check the date, the start time, the end time, and every location. A wedding contract should list the getting-ready location, the ceremony site, and the reception venue. A family session should name the park or beach.

If the session depends on a specific time of day, such as sunset, write that in. Sunset times shift across the province and through the year. Our guide on how to plan a wedding photography timeline in BC explains how to build a schedule around the light.

Fees and what they cover

The contract should state the total price and what it includes. Look for these items:

The length of coverage, in hours or in a session block.
The number of photographers who will attend.
Travel costs, especially for locations outside the photographer’s home area.
Taxes, and whether the quoted price includes them.
Costs for extra hours, extra locations, or rush delivery.

Photographers in BC set their own rates, and the same package can cost very different amounts from one studio to the next. Compare what is included, not only the total. A lower price with no editing or no digital files may cost more in the end.

Deposit and payment schedule

Most photographers ask for a deposit to hold your date. The contract should say the amount, the due date, and whether the deposit is refundable. Many photographers treat the deposit as non-refundable because they turn down other bookings once your date is held. Ask if that is the case so you are not surprised later.

The contract should also list when the balance is due. Some photographers collect it before the session. Others collect it before they deliver the images. Make sure the payment methods are named, such as e-transfer, credit card, or cheque.

Cancellation and rescheduling

Read this section twice. It should answer three questions:

What happens if you cancel, and how much notice do you need to give?
What happens if you need to move the date?
What happens if the photographer cancels?

The third question matters most for weddings. A good contract names a backup plan if the photographer is ill or has an emergency. Some photographers keep a network of other photographers they can send. Ask who would step in and whether you can see that person’s work.

Weather and smoke

Outdoor sessions in BC face rain, snow, and wildfire smoke. The contract should say who decides to move a session and how a new date is picked. It should also say whether a move costs extra. Our guide on the best time of year for outdoor photo sessions in BC covers seasonal risks in each region. Ask about a backup date before you pay a deposit.

What you will receive

Many clients skip this section, and it causes the most confusion. Look for answers to these questions:

Will you get digital files, prints, an online gallery, or a mix?
How many edited images will you get, or will you get every usable photo?
What file size and format will you get? Web-size files look fine on a screen but print poorly at large sizes.
How long will delivery take? A wedding gallery often takes longer than a portrait session. The contract should name a delivery window.
How long will the online gallery stay open? Some galleries expire. Download and back up your files as soon as you receive them.

If the photographer keeps unedited images, the contract should say so. Most photographers do not hand over every raw file.

Copyright and usage rights

In Canada, the photographer generally owns the copyright to the photos unless the contract says something different. When you buy a session, you usually get a license to use the images. The license is the part to read closely.

Check whether you can print the photos anywhere you like or only through the photographer. Check whether you can post the photos on social media and whether you must credit the photographer. A personal-use license usually covers family albums, wall art, and holiday cards. It often does not cover use in advertising.

Business clients need extra care. A headshot used on a company website or a product photo used in an online store is a commercial use. Ask for the license to name where and how long you can use the images. If you plan to run the photos as paid ads or on packaging, say so before you sign.

How the photographer can use your images

Many photographers want to show your photos in their portfolio, on their website, or on social media. The contract usually includes a clause that allows this. Read it. If you want privacy, especially for photos of children, ask to change the clause. Many photographers will agree to limit use or skip the public posting.

Liability and extra details

Look for a clause that explains what happens if equipment fails or files are lost. Photographers often limit their liability to the amount you paid. Ask how they back up your images during and after the event. A photographer who saves files to two places has a plan for a failed card or drive.

For events at a venue, check whether the venue has rules for photographers. Some venues need proof of insurance. Ask the photographer if they carry liability insurance and whether they can send a certificate if the venue asks.

Red flags

Pause before signing if you see any of these:

No written contract at all.
A contract that leaves out the price or the delivery date.
Pressure to pay the full amount well before the session.
A photographer who will not say what happens if they cancel.
Vague words such as “a selection of images” with no number or range.

Ask for changes in writing

A contract is a starting point. Photographers expect questions. If something does not fit, ask to change it and get the new wording in writing. Keep a signed copy, and save every email about the booking in one folder.