Event Photography FAQs
The FAQ below addresses some of the most common queries I receive about my event photography services. If you are unable to find an answer to your question, please get in touch via the contact form or email firstname.lastname@example.org.
Bookings & Cancellations
How do I make a booking?
Making an event photography booking is a simple 4-step process.
Step 1: Select an option from my event photography services list that matches your requirements.
Step 2: Send me a booking enquiry via the contact form to check availability. (If you have unique requirements not described in my services list, please provide as much detail as possible in the message box).
Step 3: I’ll promptly review your enquiry, then contact you to confirm availability, discuss logistics and complete the booking. This step may take 24-48 hours depending on my work schedule.
Step 4: If I’m available on your requested date/s and you’re happy to make the booking, I will send you a link to pay the 50% non-refundable booking deposit. Please be aware that the booking will only be confirmed and your dates reserved once the booking deposit has been paid.
How much advance notice is required to make a booking?
To avoid disappointment I recommend confirming your booking three months in advance or earlier. That said, I welcome booking enquiries at any time – including last minute enquiries – so please don’t hesitate to get in touch.
Do you work internationally/outside of Japan?
Though I am currently based in Japan, which is where I do the vast majority of my event photography assignments, I love to travel and work internationally and have photographed many multi-day events in the UK, USA, UAE and Spain. If you’re looking for an event photography specialist for your international event, please send me the details – I look forward to hearing about it.
How much do you charge to photograph international events?
I charge the same event photography day-rate for events in Japan and overseas; however, additional travel days, transportation and accommodation expenses are also billed for international events. These expenses should be discussed and confirmed as early as possible – preferably during the booking process. Travel days (if applicable) are also billed at my event photography day-rate. Hourly rates are not applicable for international events. International events require a non-refundable booking deposit.
What happens if I need to cancel?
In the event that you need to cancel your booking for any reason, please send written confirmation to email@example.com. Cancellations are only valid on receipt of email notification.
What is your refund policy?
To confirm any event photography booking, a 50% non-refundable deposit is required to reserve your date/s. If you cancel your booking at any time, your 50% non-refundable booking deposit is forfeited.
If cancellation occurs less than two weeks before the event, no refund will be given and you will forfeit both your 50% non-refundable booking deposit and the rest of your payment.
If cancellation occurs two weeks before the event or earlier, your 50% non-refundable booking deposit is forfeited but you will receive a full refund for any additional payment made, minus a 1000 Japanese yen refund charge.
In the event of cancellation, please be aware that any travel or accommodation expenses, or other non-recoverable third-party expenses already paid in preparation of your booking, are strictly non-refundable.
Services & Post-Production
How many images will you provide?
In the days following your event, I will select and edit a selection of images then deliver those images to you electronically via secure file transfer. Images will not be shared at the event. Images will only be shared after payment has been received in full.
The final number of images you receive will vary depending on the size and type of event, and the amount of time I am hired to cover the event. Once we’ve discussed those things, I will provide a rough estimate of the total number of final images that you should expect. With that said, it is vitally important that we (the client and the photographer) share the philosophy that quality is more important than quantity (i.e. it is better to receive a low number of high-quality images than a high number of low-quality images).
If the volume of delivered images is more important than the quality of those images – which I appreciate may be the case for some clients – I am not the best person to hire as your event photographer.
Will you “Photoshop” my images?
Your final images will be digitally enhanced using professional image editing software (Adobe Lightroom) to adjust the exposure, colour, contrast and crop of each image in preparation for both web and print publication. This level of image adjustment meets the requirements for the majority of clients. However, if you require more advanced “Photoshop” techniques to be applied to your images, that kind of image adjustment can be arranged for an additional fee. This fee is charged per image. If that’s something you need, please mention this in your booking enquiry so that a custom quote can be provided.
Can I have my images branded?
Yes, branding/watermarking of images can be arranged at no extra cost. If you would like to add a watermark or logo to your final images, please provide your artwork at least one week before the event as a transparent .png, .eps, .ai or .pdf file.
Can you provide a second photographer?
Yes, if needed, I can arrange for a second professional photographer to help cover the event. If that’s something you require, please let me know well in advance (preferably at the time of booking), so that I can check the second photographer’s availability. The additional cost of hiring a second photographer will be added to your invoice.
Do you offer any video services?
If you require a video recording of your event, that can be added to your chosen package as an additional service. As this normally involves hiring additional staff members, please request this service at the time of your booking and provide as much detail about your video requirements as possible – specifying what kind of coverage you require, etc. The additional cost will be added to your invoice, 50% of which must be paid as a non-refundable deposit to reserve your date/s.
Payment & Discounts
Do I need to pay a deposit?
To hold the date and secure your booking, a 50% non-refundable deposit must be paid in advance. The 50% deposit will be deducted from your final invoice. No refunds will be given if you cancel your booking with less than two-weeks notice.
When is full payment due?
Unless otherwise agreed in writing, full payment must be made two weeks before the event. The 50% deposit will be deducted from your final invoice. No refunds will be given if you cancel your booking with less than two-weeks notice.
What payment types do you accept?
Payments can be made via bank transfer, credit/debit card or Paypal.
Do you offer discounts to regular clients?
Yes, I am pleased to offer discounts to established clients. To qualify for discounts on my advertised rates, clients must use my services on a regular basis (monthly or quarterly). Discounts are negotiated on a case-by-case basis. For information about possible discounts, please get in touch.
When should I expect to receive my images?
Images are usually delivered 2-5 days after an event has ended. If you need your images sooner, I offer a priority service which approximately halves the delivery time. This service requires an additional 30% payment. It may take longer to deliver images from international events, multi-day events and some larger events.
The invoiced amount must be paid in full before any images (including proof copies) will be provided to the client.
How will my images be delivered?
Files are typically transferred using Dropbox, Google Drive or the WeTransfer file transfer service. You are welcome to decide which platform you would prefer to use. I will send you a private download link once the images have been uploaded. If you would like to use another form of delivery, please let me know in advance.
Can I have printed copies of my images?
I don’t provide an in-house printing service; however, I can recommend a printing service after the completion of post-production.
All photography, videography and audio material provided by Thaddeus Pope remains the intellectual property of Thaddeus Pope at all times and is covered and protected by international copyright law. All rights are reserved.
Images will only be licenced for your use once you have paid your services invoice in full. Once that payment has been received, you may publish images on your website/s, social media platforms and public information displays etc. for the sole purpose of advertising your brand, organisation or business.
In all instances of use, “Thaddeus Pope (www.thadpope.com)” must be credited as the author.
You must not use your licenced images in any other context or purpose that would breach the licence agreement (for commercial gain or otherwise) without obtaining expressed written permission for such use from Thaddeus Pope. Examples of unauthorised usage include selling images or passing images to third parties.
If required and agreed to by both the client and the photographer, exclusive usage rights may be purchased from Thaddeus Pope. However, this must be agreed between the client and the photographer during the booking process. Exclusive rights are charged at +100% of your package price. Unless agreed to in writing during the booking process, exclusive use rights are not available for purchase thereafter.
If you opt for this service, please understand that you will be losing the advertising potential, increased exposure and reach that comes with having your images published on www.thadpope.com and associated social media.