studio policies for custom sessions

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There’s a whole lot of information here.  Please read it carefully so we can have the most successful portrait session.  Questions are appreciated – feel free to text or call the studio at 410-881-3009

The studio policies along with a 30% retainer (unless instructed otherwise) is due to hold your selected date. An invoice will be e-mailed from our ordering software and appointments are not recorded unless this form is completed and the retainer has been paid. Instructions to pay online or by mail are included on the invoice.

The studio address is 8971 Fort Smallwood Rd., Unit C Pasadena, MD 21122

The studio is open by appointment only.

All payments are NON-REFUNDABLE. The retainer holds your appointment or availability for your due date. After your session, the balance pays for the completed artwork.  I guarantee your happiness or we will delete the images and retake the portrait session at no additional cost. Due to the time constraints of maternity and newborn sessions, you must make this request within 24 hours of gallery delivery.

6-8 weeks before your session, please send any suggested poses, style preferences, cake choices, maternity wardrobe preferences, etc. I cannot guarantee availability of any prop or backdrop but I will do everything in my power to accommodate reasonable requests with adequate time to prepare. I’m happy to style the entire session if you’d prefer not to send preferences. .

There will be no reminder before your session once we have agreed on a date, time and location. Please plan accordingly.

For newborn sessions, you are penciled in on your due date. It is your responsibility to notify me of baby’s birth as soon as possible. Newborn sessions are photographed before baby is 2 weeks old unless there are extenuating circumstances. If you wait to contact me, your session may not take place until 2 weeks from that date.  

On the day of your portrait session check your e-mail and voice mail BEFORE YOU LEAVE as that’s how I’ll contact you if any emergency arises and I need to cancel at the last moment. Please be on time, but don’t show up too early.

If you or your children wake up on the morning of your session and are feeling “under the weather” please do not keep your appointment. Bringing sick children to the studio will not result in the best images and puts my maternity and newborn clients at risk. Contact me as soon as possible by phone or e-mail and I will get you back on the schedule ASAP.

In the event of inclement weather, a decision to postpone will be made about 2 hours before the session. If you’d prefer to postpone earlier in the day, please contact me by phone or e-mail.

On the day of your session, follow the preparation instructions we have discussed including well-kept finger nails, photo-ready footwear, freshly dyed hair, no tan lines, and body hair removed. You are responsible for the appearance of your own make-up, hair and wardrobe choices. I can recommend great professional hair and make-up artists. I will make suggestions through the session but I will not change something you’ve chosen to wear. Take note of specific newborn session suggestions.

Your balance is due on the day of the session unless we have agreed upon other arrangements. If it is not paid within 24 hours, your images will be permanently deleted. There is a $50 returned check fee.

At your session, you may take “behind the scenes” shots including the photographer. You may not photograph the set or scene without the studio and photographer left in as context. We’d love to see the images with #heartlovebts @heartlovephoto

24-48 hours after your session a social media preview and blog post may be available at the photographer’s discretion and if you’ve signed the model release. 

Images will be saved to my computer and a back up location. Each image will be considered for the final gallery. Images that do not meet my standards will be permanently deleted. Final images will be edited for color, contrast and lighting as well as retouched for smoother skin. Within reason, this includes bruises, scrapes and cuts. NOT included in standard retouching: tan line removal, braces removal, body hair removal, hair roots showing, chipped finger nail polish, congenital defects or differences. I will choose images to convert to black and white. Should the images be lost or destroyed due to a catastrophic event outside of my control -including natural disasters or hardware failure – my liability is limited to refunding any payments you have made.

3 weeks after your session, I’ll send you a link to an online gallery to view, order and download retouched photos. You should expect a minimum of 50 images. (Most sessions result in an average of 90 unique images + black and white copies for a total of 180.) If you need them faster for a special deadline, I’ll make every effort to accommodate, but we should discuss special deadlines in advance of the session. Downloads will be made as a ZIP file. Please contact me ASAP if the download does not work correctly. While you are waiting, leave us some feedback here.

The gallery includes the opportunity to purchase exquisite prints, products and wall art. I strongly urge you to make an investment in a piece of artwork that is tangible!

Your gallery will have an expiration date. At that time there images will be archived and no longer available without a recovery fee. They are also no longer guaranteed to be available at all as technology changes, files corrupt, etc. The download link also expires on this date. If you need more time, please contact me before the expiration date.

It is YOUR RESPONSIBILITY to download and back-up the image files. Make a copy of the images and store them in a separate location. Treat each file as irreplaceable. Once I see a download has been made, I am no longer responsible for the images. Please consider this if you allow a friend or relative to download the images.  No physical products will be delivered.

Due to the custom nature of print and product orders, there are no refunds after payment is made. Products damaged in delivery or misprinted will be replaced. Heartlove Photography is not responsible for products damaged while in your possession due to mishandling, water or UV damage, etc.

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