Booking Process & Deliverables

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How bookings work

Once an enquiry is received, I will provide a written quotation outlining the agreed coverage, pricing, and any expected expenses.

If you wish to proceed, I will send a brief written confirmation summarising the scope of work, including date, coverage details, and agreed cost. This serves as the working agreement between both parties.

If you are happy with this, an invoice will be issued to secure the booking with the required deposit.

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Deliverables & creative discretion

Photography for live events, music, and festivals is a creative and documentary process. As such, final image selection and editing are carried out at my professional discretion to ensure consistency, quality, and storytelling across the final gallery.

 

An estimated range of deliverables may be provided before the booking; however, the final number of images will vary depending on the nature of the event, performance conditions, lighting, and access.

All delivered images are fully edited in my established style and are intended to represent the event in its strongest and most authentic form.

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Payment structure

No dates can be held or confirmed until the non-refundable booking fee has been received.

Booking fees are calculated from the agreed photography fee only and do not include travel, accommodation, or other expenses.

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• Standard Sessions (Under £300): A 25% booking fee is required to secure your slot.

• Large Events & Commissions (£300 and over): A 50% booking fee is required to secure the date.

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Why is this fee non-refundable?

When you book, I turn away all other work for that date and time. This fee covers my administrative setup, pre-shoot planning, and the loss of other business opportunities if you choose to cancel.

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Final Balance Payments

For Standard Sessions, the remaining balance is due 7 days after your shoot.

For Large Events (£300+), the remaining balance must be paid in full no later than 14 days before the event date.

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Expenses

Reasonable expenses required to fulfil the booking, including travel, accommodation, parking, and agreed meal allowances, will be outlined within the quotation as estimated costs where possible. Where expenses require booking, such as train travel or accommodation, these costs may be invoiced separately once confirmed and are payable before the session date. Any additional agreed expenses incurred in delivering the booking will be added to the final invoice and must be paid in accordance with the agreed payment terms. Receipts and supporting documentation can be provided upon request.

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Per Diem (Meal Allowance)

For bookings requiring extended working time, a per diem meal allowance applies:

• 5+ hours: £5.00

• 10+ hours: £10.00

• 15+ hours: £25.00

This allowance contributes towards food and refreshments during the working period and is charged per booking day where applicable.

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Delivery timeframe

Final galleries are typically delivered within 7 days of the session date.

During busy periods, this may extend slightly, and any updated timeframe will be communicated directly.

Expedited delivery may be available upon request and may incur an additional fee.

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Final edited images will not be delivered until full payment has been received.

 

Proofing (if requested)

Where required, low-resolution proof images may be provided prior to final delivery. These are supplied for selection or review purposes only and may not be used publicly or commercially unless explicitly agreed.

 

Image Delivery & Expiry

Images are hosted via a secure online gallery for 60 days following delivery. The client is responsible for downloading and backing up all files before this date. The photographer is not liable for data loss after gallery deactivation.

 

• Gallery Extension: £15 per additional 30 days (must be requested before expiry).

• Gallery Re-activation: £25 fee to retrieve files from offline archives and re-upload them (gallery remains live for 14 days).

 

All fees must be paid via invoice before images are uploaded or extended.

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Copryright Ownership and Usage

Full copyright and intellectual property ownership of all photographs, proofs, and digital files are retained exclusively by Leo Duncan. Standard bookings include a personal or limited-use license only. Full exclusive rights and complete ownership transfer require a separate, signed written agreement and an additional premium copyright buyout fee. Credit must always be given to 'Leo Duncan'/ @LeoDuncanPhoto.

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Please email leo@leoduncan.co if you are unsure about your usage.

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Agreement

By confirming a booking and paying the deposit invoice, you agree to these terms and the full Booking & Payment Terms available on this website.

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Last Updated: 05/07/2026