Session Booking Terms & Conditions: 

The Session Fee

To book your session, we charge a session fee. The session fee is our commission fee to reserve time in the calendar as your service provider.

It’s a non refundable booking fee that holds your booking in the diary. After the session, you’ll buy the photos you love at your in-person ordering session in a format that works for your family. No digital images or products are included in the session fee.

As we are a business that creates custom portraiture for clients and book out months in advance, we do not allow last-minute rescheduling unless in very special circumstances or in the case of bad weather. For reasons outside of illness or bad weather, any session fee paid will be forfeited unless four weeks or more notice has been provided, and a new session fee to reschedule will be charged.

We do however provide a 3 day cooling off period if you decide you’d no longer wish to proceed with your session. You may request a refund of your payment if you do not wish to proceed with your portrait session provided you give notice with more than four weeks to your session.

If you are dissatisfied with your photos, we will refund your session fee in full.

WHAT IF I NEED TO RESCHEDULE OR CANCEL MY BOOKING?

As we are a small, self-owned business we only have a limited amount of session times and other appointment types available each week. We work with families and so understand that flexibility around appointment times is important. However, we also ask that you take into consideration what rescheduling or cancelling appointments means for us and our business.

Should we become suddenly unavailable due to personal circumstances, you will be notified immediately and we will reschedule your session to the closest available date within the next month.

If the weather is unfavourable for an outdoor session, ie. raining, high winds etc, we will discuss either shooting indoors or rescheduling the session to the next convenient and available date.  If you have hair and makeup booked with us, we will be in contact the day before to make arrangements.

As we are a business that creates custom portraiture for clients and book out months in advance, we do not allow last-minute rescheduling unless in very special circumstances or in the case of bad weather. For reasons outside of illness or bad weather, any session fee paid will be forfeited unless four weeks or more notice has been provided.

If you need to reschedule your session, please notify us as soon as possible, we cannot guarantee that we can find you a date that is close to your session time, but will do our best.  Clients who repeatedly reschedule sessions, without a genuine reason, will forfeit their session fee and will be required to pay a rescheduling fee ($150).

We do not continue to work with clients who are no shows. This applies for all appointment types, failure to turn up to your ordering and purchasing appointment without notice will risk your photos being purged. Please ensure you are in touch if you need to reschedule.

IMPORTANT NOTE: Due to COVID-19 should you need to reschedule any appointment due to self-isolation, illness or other related disruptions, there will be no penalty. We just ask that you give us as much notice as you possibly can. Thank you. 

As we are a small, self-owned business we only have a limited amount of session times and other appointment types available each week. We work with families and so understand that flexibility around appointment times is important. However, we also ask that you take into consideration what rescheduling or cancelling appointments means for us and our business.

Should you need to reschedule, please allow as much notice as possible. Rescheduling your appointment means that we will lose a time slot that would have been booked with another family. By allowing as much time as possible (four weeks or more), we can potentially fill the spot with another client. Rescheduling within four weeks of your session will attract a rescheduling fee.

  1. Rescheduling an outdoors photography session due to bad weather 

We know that you have every finger and toe crossed for good weather for your photography session. And we are quite lucky in Canberra to have a relatively dry climate with good weather year-round. However, there are days that the weather will be unfavourable for shooting in and when that happens, we will be in contact with you to find another time.

If the weather looks to be unfavourable for your session, we will message you about two to three hours before the session time. While the weather forecast is a great guide, we find it better to wait until the day of the session to make a final decision.  We consider bad weather to be anything we personally cannot shoot in, such as heavy rain or stormy weather. Some months in Canberra can be warm one minute and cold the next and so we encourage you to plan your outfits in case of cold weather as we do not reschedule sessions because of cold weather.

  1. Rescheduling a photography session or purchasing appointment due to emergency, unexpected illness & other circumstances 

Should you need to reschedule your photography session or photo ordering appointment due to an unexpected personal emergency or illness, we will transfer your booking to a new date/time. In these circumstances, we ask families to be flexible with their availability, as we may not have the same range of spots to choose from as when the original booking was made.

Should you need to reschedule your photography session for any reason outside of illness or family emergency, we ask that you give us a minimum of four weeks notice. If you reschedule/cancel with less than four weeks notice, your session fee is non refundable. If you cancel/reschedule your photography session or purchasing appointment more than once, regardless of the notice period, we reserve the right to charge a cancellation fee of the session fee.

For gift card holders, these fees will be either deducted from the value of your print credit (if applicable), or added onto your order when you place it.

If you reschedule/cancel your session or purchasing appointment with less than four weeks notice and there is no emergency or illness, and your appointment was for 5pm or later on, or anytime on a weekend, you will not be offered those time slots again.

If you don’t show up to your photography session, or give less than 12 hours notice of rescheduling/cancellation, we reserve the right to cancel your booking altogether, without refund. If you wish to reschedule, this will attract a new rescheduling session fee.

3. Getting your session/appointment back in the diary

We do understand that life happens, and circumstances can change. We do request that you promptly communicate this with us.

Should you need to reschedule your session/appointment, we want to ensure that your new time is reserved in our diary as soon as possible. We do take bookings up to 3 months in advance. If you’re hoping for a session soon, we do ask families for some flexibility, as we may not have the same range of session times to choose from when your original session/appointment was booked.

We do require that your rescheduled session/appointment be finalised within 48 hours of your original booking. We do also ask that you take the soonest available appointment as well. We’re unable to allow sessions to be left “pending” unless there are genuine circumstances. If the rescheduling is not finalised within 48 hours, we reserve the right to cancel your session from our diary.

If rescheduling attempts from Moments Photography Canberra are not responded to, and we are contacted past 7 days of your original session to rebook, prices that are current at the time of taking your new booking will apply.

* UPDATED TO REFLECT COVID IMPACT – March, 2022 

Dear families,

We are facing ongoing disruptions due to illnesses and government health directives and isolation requirements. Disruptions are time-consuming and take us away from the work we love doing, so we have designed these processes to minimize impact wherever we can and to make it clear what will happen with reschedules, regardless of the reason.

One of our challenges is that sessions and appointments are heavily booked. We also need to stay as fully booked as possible in order to makeup for last minute rescheduled due to isolation requirements!

Therefore, no matter what the reason for a reschedule is, we graciously request your understanding and flexibility.

Thanks for your kind understanding

Janet and the Moments Photography Canberra Team

Our process for rescheduling sessions and in-person purchasing appointments (whether for isolation, illness, bad weather or other reasons)

Important notes:

We will generally try to get any reschedule organised within 48 hours unless there are extenuating circumstances or an emergency. Please be prompt in your responses to help us achieve this!

If you are waiting for a negative Covid result, we will wait an extra few days before contacting you.

If you become unresponsive after a number of attempts on our behalf, we will cancel your booking altogether. To take a new booking, we will need to charge another session fee.

  1. SESSIONS: reschedules that occur in the week of your booking due to illness, bad weather, needing to get tested or isolation.
    1. We reserve Sundays and a number of weekdays in our schedule each month as Reschedule days. We will offer you our next available reschedule day. For a weekend session, this is usually the weekend after your original booking. For a weekday session, this is usually the same day the following week.
    2. Very occasionally, due to our booking schedule or other reasons beyond our control, there is no reschedule day within a week, will offer you any/every other available spot in our calendar within a month of the original booking.
    3. Please understand this we have a quota of work we need to do every month to keep our business viable, so we do our best to keep missed sessions as close to their original booking as possible.
    4. In the case of needing to be tested, we will follow up with you in a few days and then proceed.
    5. In the case of testing positive, we will put your booking on hold and contact you at an agreed date in the future to re-book your session.
    6. In the case of isolation, we will skip #1.1 and action #1.2 onwards for dates outside your isolation period. We will also ask that you contact us if you or someone in your family tests positive so we can put your booking on hold as per #1.5.
  1. IN-PERSON PURCHASING APPOINTMENTS: reschedules that occur in the week of your booking due to illness, needing to get tested or isolated.
    1. We will offer you the next set of available times in our schedule for an in-person appointment. It’s important that you take the first time you can, rather than postponing too far ahead. Postponing can create a bottleneck for us, which is especially hard to manage for our ability to take on new bookings.

If you need to reschedule for reasons or circumstances that aren’t outlined on this page, please refer to our cancellation policies and/or get in touch with us to discuss. Thank you for your understanding and assistance with helping our small business recover from COVID-19 impacts.

Time frames

You will be presented with approximately 30-70 final edited images within six (6) weeks after your session date at your ordering/purchasing session, which is held at the studio.

After you have been notified that your photos are ready for ordering you have within sixty (60) days to view your photos (special circumstances may apply, please speak to us if this isn’t an option). Should you be unable to communicate or do not book in for a reveal within this timeframe, your photos will be purged.

Digital files that are purchased will be sent via an online gallery within seven days of your purchase.   It is your responsibility to download these to your computer and back them up appropriately. We take all due care and responsibility to maintain archives of purchased images but hold no responsibility for the failure of hard drives and external cloud services.

You will be able to purchase a range of products and product packages at an in-person ordering/purchasing session. If you place an order for products, the products will be delivered to you within six (6) to eight (8) weeks (8-12 weeks during the busy Christmas season over December/January)  after the order and full payment of products and/or packages have been placed at the viewing session. There is no obligation on you to purchase any products at all – however, clients fall in love with their photos and do buy everything.

If there is a defect with the products which causes Moments Photography Canberra to reorder the products, you will be contacted and advised of the delay of delivery.

If there is a defect with the products that you discover after delivery, please notify Moments Photography Canberra within seven days of pick up.

The session
We retain full creative control over the styling of the session as the look of the session is part of Moments Photography Canberra’s creative brand.

Should a session not go to plan, the need for a reshoot will be at our discretion, not the client’s.

Sessions can last up to sixty minutes, but in most cases, they last for thirty- forty five minutes (Newborns between 1-3hrs). We have a range of poses and set ups that we move through in this time. If there is an example of our work that you are particularly fond of, or if you have special ideas for your own family session, please let us know in our pre-session consultation. Due to the nature of the session, we cannot accommodate last minute requests without prior notice.

We discourage bringing outfits to change into or props. We cannot guarantee that we will have time to wear them or use them all and if multiple changes occur, we cannot guarantee you will receive as many images due to time constraints. Smaller children do not do well with multiple outfit changes and it disengages them from the activities.

If you are running late for your session, no time will be made up, as there will be other sessions and appointments booked after yours. You will need to rebook the session. We cannot guarantee that lighting conditions will be sufficient to capture a full gallery.

We will do our best to provide a location that features seasonal elements, such as autumn leaves, spring blossoms. Your session location will be subject to change at last minute, based upon the best display of these elements. We will schedule your session with our best estimate to take in these elements, however,  we’re at the mercy of the environment. Rescheduling a session may mean that we miss out on including these elements.

Post-production and editing

We retain full creative control over the determination of which images to provide from your session and do not share, sell or release unedited RAW, files. Images are not released until they are customised since the final artistic style is part of our brand and reputation.

Standard editing is included (global changes to lighting, colour correction, standard sharpening and Moments Photography Canberra’s special recipe to provide images similar to what appears in our portfolio).  Only images that are printed will receive portrait retouching. (Retouching is defined as spot removal, skin smoothing etc.)

Further retouching may require an additional fee to be paid before editing can be completed.

Copyright & advertising rights:

We present to you only the images from your session that fit our professional and artistic standards. These will be presented to you in their fully edited format, and originals/rejected images will not be available.

Janet Gerrard, Moments Photography Canberra owns the copyright of all images. Images may be used for Moments Photography Canberra’s advertising or portfolio purposes. However, if for any reason, be it personal or legal, you may not wish images of you or your children used for marketing purposes by Moments Photography Canberra, the model release may be amended. You will have had the option to opt out of this when you confirmed your session appointment.

The digital images remain our intellectual property and purchased files will be kept on file for a period of 1 year after which they are archived and an archival fee will be required to access them. Photos not purchased will be deleted after the ordering session appointment. Should you be unable to make your purchase the day of the ordering appointment, a $250 archiving fee will be required to retain the images for 30 days.

Price Guide – The purchase price of your session images

Prices are subject to change without notice if you have not booked a session. Prices and offers quoted at the time of enquiry will be honoured for 3 days. Prices quoted at the time of booking your session will be honoured. Prices quoted in your price guide apply to each session booked – PRICES ARE PER SESSION.

 

The purchase of credit to put towards the purchase of printed product is non refundable for change of mind. Change will not be given if entire amount is not utilised. Prices for printed products current at the time of choosing printed products will apply.

 

 

Your complimentary included product is our gift to you with your purchase of printed products and digital images.

Delivery of proofs – Your Ordering Session


Your ordering session is when you will choose and purchase your products. This is when payment will be made for your purchase of products from the sesion.

Credit Card (VISA, MC accepted), EFTPOS or cash is accepted as forms of payment.

***Please recognise that the above is stipulated because up until the point of the ordering session, Moments Photography Canberra has not yet been remunerated for the work on your  session.***

Your Ordering Session (takes place at the studio in Macgregor ACT), is an in person,  experience to view the amazing images we’ve captured for you, see our products, design your wall art and other products, and place and pay for your order. We do not provide online galleries to order from. Proofs will be delivered to you via an in-person ordering appointment where you will provide us with your choice of images and products by placing your order.  We do ask that all decision makers be present at the Ordering Session, so we can finalise your order.

All images are edited globally. Only images that are printed will be retouched. (Retouching is defined as spot removal, skin smoothing etc.)  Further detailed retouching to your images, at your request, will incur a fee, a quote will be provided and depend on the amount of work involved.

Should you be unable to make an order at your ordering appointment but wish to make another ordering appointment, a non-refundable purchase of $500 credit is required. You may apply this to your final purchase.

If you choose not to purchase anything at this ordering session and place the $500 credit order, prices current at the time of return will apply if you choose to come back at a later date.

Only the images purchased will be kept in archive. Images that are not purchased are not kept and are purged from Moments Photography Canberra’s archive.

Prices are non negotiable, please don’t ask as refusal often offends.

Purchased products

Promotions that include complimentary included product is our gift to you with your purchase of printed products and digital images.

The purchase of credit to put towards the purchase of printed product is non refundable for change of mind. Change will not be given if entire amount is not utilised. Prices for printed products current at the time of choosing printed products will apply.

You can purchase a payment plan through PayRight which incurs a variable fee between $29 to $59 and a transaction fee depending on the frequency of transactions (weekly, fortnightly, monthly).  You will be subjected to a credit check before being approved, and subject to PayRight’s terms and conditions for the life of the payment plan.

Products will be placed into production within fourteen days of your order. They are created through an external photographic labs that have been sourced by Moments Photography Canberra based on locality, quality, and reputation.

Digital files that are purchased will be sent via an online gallery within seven days of your purchase.   It is your responsibility to download these to your computer and back them up appropriately. We take all due care and responsibility to maintain archives of purchased images but hold no responsibility for the failure of hard drives and external cloud services.

Certain delivered images may not be suitable for specific products but Moments Photography Canberra will provide advice on the best image for products chosen.

All orders must be placed at the time of the ordering/purchasing appointment. Due to the custom, one of a kind nature of the products produced, all sales are final and no refunds are provided for change of mind.

Partial order fulfilment is not available.

Picking up your printed products

We’ll let you know when artwork has been delivered to the studio and is ready to pick up by using the email address provided to us in your client file. We ask that you book in to pick up your order at your earliest convenience. We have very limited space to store your products, and want to make sure they are safe in your home.

When we notify you that your artwork has been delivered, you have 30 days within which you’ll need to collect the artwork, arrange with us for a delivery or discuss alternate arrangements with us.

We will send you two reminders within the 30 day timeframe to ensure you receive appropriate warning in your collection timeframe.

You acknowledge that if you choose not to collect your artwork within this timeframe, we will organise for your artwork to be shipped to you at your expense, and charged to the payment method on file.

By booking your photo session, you agree with all the above.

 

 

Gift Certificates

Moments Photography Canberra is not obliged to offer a refund if you change your mind. 

Gift certificates are used as credit towards your photographs (digital files, wall art, albums etc.) or can include a complimentary product based on what you choose to buy. Pricing varies based on how many photos you love.

There is no obligation to buy. However, families fall in love with their photos! Therefore, please consider pricing and make sure we are the right photographer for you – For more info on pricing, please click here Moments Photography Canberra Pricing and Products

30-50 images will be provided for you to choose from. (Voucher does not include digital images with the purchase of your voucher but can be purchased at your ordering session).

When you purchase a gift voucher the session fee is included already.

The photography session is to be held at a time and location agreed to by the photographer and is non-refundable but can be rescheduled due to weather or illness. Outside of these reasons should you reschedule without genuine need or cancel your session within twenty-one days of the session date, another session fee will be required to rebook.

The photography session is to be held within 40km of Canberra CBD unless stated on the gift voucher.

Gift certificates are not refundable or redeemable for cash. They can however be transferred to another person. Change will not be given, irrespective of pricing

Gift certificates that contains a special promotion ie. discounted value or complimentary canvas are valid for the period stated on the promotion.

Gift certificates that are purchased outright with no promotion are valid for 3 years.

Gift certificates that contain a special promotion cannot be used in conjunction with another special offer.

Vouchers must be redeemed in full within the validity period and any unused balance will not be refunded or credited on expiry.

Should a recipient wish to purchase further prints/albums over and above the value of their gift voucher, then these will be charged at normal rates.

Only one certificate for one photography session only. Vouchers cannot be split over multiple sessions.

Photos must be purchased within 60 days of the photography session.

Gift Certificates can be used for any session type.

Projects (Mums Existing In Photos Project),  and Giveaways

The retainer paid to claim your offer will be refunded back to you at your purchasing appointment in the form of credit. This payment ensures that everybody’s time is valued and that another family does not miss out.

Digital images are not included in your session but may be purchased at your in studio ordering session.

Offers are applicable to new session bookings only and not combinable with any other offer or gift certificates, and not transferrable as cash. One (1) offer per family.

Your complimentary included product is our gift to you with your purchase of printed products and digital images.

The payment you make to book your session is returned to you as a credit to spend on your portraits.

If within three (3) days of your payment you change your mind and wish to cancel, you may receive a full refund. You may request a refund of your payment if you do not wish to proceed with your portrait session provided you give notice with more than four weeks to your session.

If circumstances outside of the control of the photographer and/or client occur you will be invited to reschedule your session to another date. If circumstances outside of the control of all parties occur and photos are not able to be obtained, you will receive a full refund of your payment.

If you are dissatisfied with your photos and do not wish to claim your credit or complimentary printed product, we will refund your payment in full. Otherwise, the payment you make is returned to you as a credit and can be applied as a discount on your purchase.

Not to be combined with other offers or other gift certificates.

The offer is for one session only, and not able to be split between multiple sessions. Not available for currently booked sessions, sessions pending a reschedule or other gift certificates or offers.  Not to be transferred to, or combined with any other package, promotion, prize or gift certificate.

Valid for 3 months from date of purchase.

SEASON SPECIAL

Digital images are not included in your session but may be purchased at your in studio ordering session.

Offers are applicable to new session bookings only and not combinable with any other offer or gift certificates, and not transferrable as cash. One (1) offer per family.

Your included product is our gift to you with your purchase of printed products and digital images.

 

If within three (3) days of your payment you change your mind and wish to cancel, you may receive a full refund. You may request a refund of your payment if you do not wish to proceed with your portrait session provided you give notice with more than four weeks to your session.

If circumstances outside of the control of the photographer and/or client occur you will be invited to reschedule your session to another date. If circumstances outside of the control of all parties occur and photos are not able to be obtained, you will receive a full refund of your payment.

If you are dissatisfied with your photos and do not wish to claim your credit or complimentary printed product, we will refund your payment in full. Otherwise, the payment you make is returned to you as a credit and can be applied as a discount on your purchase.

The offer is for one session only, and not able to be split between multiple sessions. Not available for currently booked sessions, sessions pending a reschedule or other gift certificates or offers.  Not to be transferred to, or combined with any other package, promotion, prize or gift certificate.

Valid for 3 months from date of purchase.

MOTHERS DAY SPECIAL – FAMILY SESSION STARTER PACK

This special is available for new bookings only.

This Mothers Day Special is valid until May 31st 2023

The fee paid for this package is $79 and includes

  • A consultation to help you figure out what to wear, and to design the perfect session for Mum
  • A family photography session – your choice of a short and sweet Limited Edition Mini Session, or an amazing Full Session Experience
  • $250 credit to spend on purchasing the images from your session (RRP $250)
  • A beautiful fine art matted print for the wall (RRP $250)
  • A guided photo reveal & purchasing appointment to help you buy your favourite images from the session

This offer must be redeemed in full within the validity period and any unused balance will not be refunded or credited on expiry.

Digital images are not included in your session but may be purchased at your in studio ordering session.

YOUR COMPLIMENTARY INCLUDED PRODUCT IS OUR GIFT TO YOU WITH YOUR PURCHASE OF PRINTED PRODUCTS AND DIGITAL IMAGES.

Not refundable for change of mind or redeemable for cash. Change will not be given, irrespective of pricing

One (1) offer per family. Offer is for one session only, and not able to be split between multiple sessions. Not to be combined with other offers or other gift certificates. Not available for currently booked sessions, sessions pending a reschedule or other gift certificates or offers.  Not to be transferred to, or combined with any other package, promotion, prize or gift certificate.

The products included in this package are not transferable. The package is sold as is.

Offers are applicable to new session bookings only and not combinable with any other offer or gift certificates, and not transferrable as cash. One (1) offer per family.

If within three (3) days of your payment you change your mind and wish to cancel, you may receive a full refund. You may request a refund of your payment if you do not wish to proceed with your portrait session provided you give notice with more than four weeks to your session.

If circumstances outside of the control of the photographer and/or client occur you will be invited to reschedule your session to another date. If circumstances outside of the control of all parties occur and photos are not able to be obtained, you will receive a full refund of your payment.