Payment Plans, Refund & Cancellation Policy

1. Payment Terms

Full Payment Upon Booking: A 5% discount applies to clients who pay the full service amount at the time of booking.

Installment Options:

• Events scheduled 180 days or more from the booking date may be paid in four (4) equal installments.
• Events scheduled less than 180 days from the booking date must be paid in full at the time of booking.

2. Cancellations & Refunds

A. Events Canceled With Less Than 120 Days’ Notice

• All sales are final.
• No refunds will be issued for cancellations made less than 120 days before the event date.

B. Refunds for Clients Who Paid in Full

• 75% refund for cancellations made 180 days or more before the event date.
• 50% refund for cancellations made 120 to 179 days before the event date.
• No refund for cancellations made less than 120 days before the event date.

C. Refunds for Clients on Installment Plans

• The first payment (25% of the total service amount) is a non-refundable retainer under all circumstances.
• Additional installment payments may be refundable up to a maximum of 50% of the total service amount, provided that:
  • Cancellation occurs 120 days or more before the event date; and
  • The client requests a refund or elects to apply the refundable amount as credit.
• For cancellations made less than 120 days before the event date, all sales are final and no portion of payments made is refundable.

3. Credit Option

• Clients may choose to apply eligible refundable amounts as credit toward a future event in lieu of a monetary refund.
• All credits remain subject to this Payment Plans & Cancellation Policy and do not override or extend cancellation or refund eligibility.
• Credits are valid for one (1) year from the original event date.
• Credits have no cash value, are non-transferable, and may not exceed the amount actually paid.

4. General Terms

• Refunds are issued only to the original form of payment unless credit is selected.
• Processing timelines may vary based on the payment provider.
• By submitting payment, the client acknowledges and agrees to all terms outlined in this Payment Plans & Cancellation Policy.

Back to top

5. Minimum Notice Requirement

• Evergreen requires a minimum of sixty (60) days’ notice for bookings.
• Events booked with less than sixty (60) days’ notice are accepted solely at Evergreen’s discretion and are subject to:
  • Limited availability of qualified team members
  • Premium or rush pricing, including increased labor, travel, and operational costs
  • Modified delivery timelines, where applicable
• Evergreen makes no guarantee of availability for bookings requested with less than sixty (60) days’ notice.
• Acceptance of a short-notice booking does not obligate Evergreen to provide discounted rates, extended coverage, or standard delivery timelines.

Back to top

Team Assignment & Creative Structure

1. Team-Based Coverage Model

• Evergreen operates using a team-based photography and videography model. Booking Evergreen does not guarantee the assignment of a specific photographer, videographer, or business owner to the event.
• Evergreen reserves the right to assign team members based on availability, venue location, logistics, and operational considerations.
• The client understands and agrees that last-minute substitutions may be required due to illness, emergency, travel disruptions, equipment failure, or other circumstances beyond Evergreen’s reasonable control.
• Any such substitution shall not constitute a breach of contract, provided the assigned team member is a qualified professional trained in Evergreen’s style and workflow.

Back to top

Event Day Expectations

1. Coverage & Timeline

• Coverage is based strictly on the number of continuous hours outlined in the signed package.
• Service hours are continuous and may not be split into separate coverage blocks unless approved in writing by Evergreen prior to the event.
• Split venues, split shifts, extended gaps between coverage periods, or requests requiring the team to leave and return later may be subject to additional fees, including but not limited to additional labor, travel, standby time, parking, and operational costs.
• Any schedule changes, delays, or extensions must be communicated directly to the Media Experience Advisor.
• Evergreen is not responsible for missed coverage resulting from delays, schedule changes, venue restrictions, weather, or lack of cooperation from the client, wedding party, guests, or vendors.
• Overtime may be added at Evergreen’s discretion based on crew availability and is not guaranteed.

2. Crew Meals

• For events lasting six (6) hours or more, clients agree to provide a quality meal for each team member during the scheduled break.
• If meals are not provided, Evergreen may take a brief offsite break to ensure team safety and performance quality.

3. Filming & Photographing Conditions

• Clients are responsible for ensuring venue access and securing any required permits.
• Evergreen is not liable for missed moments caused by environmental factors, venue policies, or third-party interference.

4. Substitutions Due to Illness or Emergency

• In the event of illness, emergency, or unforeseen circumstances, Evergreen may assign a qualified associate team member.
• All associates meet Evergreen’s professional standards and creative expectations, and such substitutions do not constitute grounds for refund or contract termination.

Back to top

Creative Quality & Artistic Discretion

1. Artistic Style & Subjectivity

• The client acknowledges that photography and videography are creative services and that artistic interpretation, composition, lighting, and editing are inherently subjective.
• Evergreen agrees to perform services in a professional manner consistent with generally accepted industry standards and in alignment with its established portfolio and brand style.
• Disappointment due to subjective preferences, stylistic interpretation, or creative judgment does not constitute a failure to deliver services or grounds for refund.

Back to top

Delivery Timeline

1. Photo Delivery

• Sneak peeks / previews: within 10 days of the event date.
• Full photo gallery: within 30 days of the event date.

2. Video Delivery

• 30-second teaser: within 20 days of the event date.
• Highlight film and full edits: within 60 days of the event date.
• Evergreen will notify clients in advance if timelines require adjustment.

3. Delivery Method

• Final files are delivered digitally via secure drive link.
• Galleries remain active for six (6) months from delivery.
• Clients are responsible for downloading and backing up all final files.

Back to top

Guest-Captured Editing Services

Evergreen may offer guest-captured editing services for clients who provide their own photos, videos, audio, and related media files for Evergreen to review and edit. These services are editing-only services and do not include on-site photography, videography, event coverage, audio recording, lighting, shot direction, or event production unless separately agreed in writing.

1. Client-Submitted Media

The client understands that all source photos, videos, audio, and related files are captured by the client, guests, friends, family members, vendors, or other third parties. Because Evergreen does not capture the original media, final results depend on the quality, quantity, format, orientation, and usability of the submitted files.

Evergreen is not responsible for issues including, but not limited to:

• Blurry photos or videos
• Poor lighting or low-resolution files
• Missing moments, people, speeches, or event details
• Unstable footage or poor audio
• Vertical, horizontal, or inconsistent framing
• Duplicate, corrupted, compressed, or inaccessible files
• Files downloaded from social media
• Lack of usable content to support the selected package

2. Preferred File Types

Clients should provide the highest-quality original files available whenever possible.

Preferred photo file types:

• JPG / JPEG
• PNG
• HEIC
• RAW

Preferred video file types:

• MP4
• MOV

Evergreen may review other file types when submitted, but unsupported, corrupted, compressed, or inaccessible files may not be usable.

3. Video Orientation and Framing

Both vertical and horizontal videos may be accepted. However, the final edit may depend on how the footage was captured. If the client submits a mix of vertical and horizontal clips, Evergreen can still review them, but mixed orientation may affect how the final video looks.

Some clips may need to be:

• Cropped
• Resized
• Placed over a blurred background
• Used selectively
• Excluded if they do not fit the final edit cleanly

The client understands that footage orientation, framing, stability, and resolution may affect the final video style and quality.

4. File Review Required

All guest-captured editing projects are subject to file review before final project acceptance. Evergreen will review the submitted files to determine whether the project can reasonably be completed using the content provided.

After file review, Evergreen may:

• Accept the project as submitted
• Accept the project with adjusted expectations or modified deliverables
• Decline the project if the files are insufficient, unusable, corrupted, inaccessible, or otherwise unsuitable

If Evergreen declines the project after file review, the client’s deposit will be refunded in full.

5. Deposit and Payment

A fifty percent (50%) deposit is required before Evergreen begins the file review process. The deposit reserves the editing project and allows Evergreen to begin reviewing the submitted media.

• If the project is accepted, the deposit will be applied toward the final invoice.
• If Evergreen reviews the files and determines that the project cannot be completed due to insufficient or unusable content, the deposit will be refunded in full.
• If the client cancels, delays, withdraws, changes their mind, or chooses not to move forward after Evergreen has begun the file review process, the deposit is non-refundable.

The remaining balance is due after project acceptance and before editing begins. Payments are non-refundable once editing begins.

6. Package Deliverables

Deliverables are based on the selected package listed in the proposal, invoice, booking form, or order form.

The words “up to” mean the listed video length, photo count, or deliverable amount is the maximum included in the selected package. It is not a guarantee that the final deliverables will reach that maximum.

If the submitted media does not support the full listed length, count, or deliverable amount, Evergreen will use reasonable creative judgment to create the strongest final result possible from the usable content provided.

7. Client Upload Responsibilities

The client is responsible for uploading all files needed for the project. The client should provide the highest-quality original files available whenever possible.

The client should avoid submitting:

• Screenshots of photos
• Social media downloads
• Heavily compressed files
• Unnecessary duplicates when avoidable
• Files the client does not have permission to use
• Files the client does not want included or reviewed

The client should notify Evergreen when the upload is complete. Files submitted after editing begins may not be included unless Evergreen agrees in writing. Additional files submitted after editing begins may require an additional fee.

8. Optional Client Additions

After the project is accepted and before editing begins, the client may choose to submit optional materials to improve the final edit.

Examples include:

• Voice recordings of vows, “I do,” or personal messages
• Short reflection voiceovers
• Close-up ring shots
• Detail shots of invitations, flowers, vow books, keepsakes, décor, or other meaningful items
• Short clips of the couple, family, or important people
• Names for raw footage contributor credits
• Music preferences
• Must-have people, moments, or notes

Evergreen may use these materials at its discretion based on fit, quality, and creative direction. Submitting optional materials does not guarantee inclusion in the final deliverables.

9. Music and Licensing

Evergreen may select licensed music for video projects. If the client requests a specific song, the client understands that the requested song may not be legally available for use. Evergreen may decline a requested song or substitute music to comply with licensing requirements.

The client is responsible for any claims, restrictions, muted audio, takedowns, or platform issues resulting from client-requested unlicensed music or media.

10. Creative Discretion

The client understands that Evergreen will use professional judgment in selecting photos, clips, music, pacing, sequencing, transitions, and overall creative direction.

Evergreen is not required to include every submitted file, person, moment, or requested scene. Final edits are based on submitted file quality, storytelling value, technical usability, package scope, creative flow, and delivery standards.

11. Delivery Timeline for Guest-Captured Editing

Estimated delivery timelines begin only after the agreement is accepted, deposit is paid, files are uploaded and accessible, the project is accepted by Evergreen, the remaining balance is paid, and required client notes or preferences are received.

• Photo-only editing: within ten (10) business days
• Video-only editing: within twenty (20) business days
• Photo and video bundle: within thirty (30) business days

Delivery timelines may be extended due to file volume, missing files, corrupted files, large uploads, delayed client responses, revision requests, holidays, technical issues, or circumstances outside Evergreen’s reasonable control.

12. Revisions

One (1) revision round is included unless otherwise stated in the selected package. Revision requests must be submitted in one consolidated message within seven (7) calendar days of first delivery.

Reasonable revisions may include:

• Minor clip swaps
• Minor photo swaps
• Small sequencing changes
• Minor timing changes
• Minor color or brightness adjustments
• Text corrections, if applicable
• Removing a specific clip or photo

Revisions do not include:

• Full re-edits
• A new creative direction after delivery
• Advanced retouching
• Object or person removal
• Repairing poor-quality files
• Rebuilding a video with a different style or song
• Adding new files after editing has begun
• Additional video length or additional edited photo counts
• Work outside the selected package

13. Final Approval

The client must review the first delivery and submit revision notes or approval within seven (7) calendar days. If the client does not respond within seven (7) calendar days of first delivery, the project will be considered approved as delivered.

After the included revision round is completed, the client must review the revised delivery and provide final approval. If the client does not respond within seven (7) calendar days of revised delivery, the project will be considered approved as delivered.

Once final approval is given or deemed given, the project is complete.

14. File Storage and Deletion

The client is responsible for downloading and backing up final files. Evergreen may maintain submitted files, working files, and final delivery folders for up to three (3) months after final approval.

After three (3) months, submitted files, working files, and final delivery folders may be permanently deleted without further notice. Evergreen is not responsible for storing, archiving, replacing, or recovering files after the storage period ends.

15. Client Permissions and Rights

The client represents that they have the right to submit all photos, videos, audio recordings, music requests, and other media provided to Evergreen. The client represents that they have obtained any necessary permission from individuals who captured, appear in, or contributed to the submitted media.

The client grants Evergreen permission to download, store temporarily, review, edit, modify, crop, sequence, color correct, export, and deliver the submitted media for the purpose of completing the project.

16. Portfolio and Promotional Use

Unless the client opts out in writing before final delivery, the client grants Evergreen permission to use final deliverables, short excerpts, screenshots, or behind-the-scenes samples for portfolio, website, social media, advertising, and promotional purposes.

17. Limitations of Guest-Captured Editing Services

The client understands this service is limited to editing client-submitted files. Evergreen cannot guarantee professional camera quality, clean audio, complete event coverage, stable footage, proper lighting, sharp images, specific people being included, specific moments being included, a specific number of final images if not enough usable images are provided, a specific video length if not enough usable video is provided, or recovery of corrupted, missing, deleted, or inaccessible files.

Back to top

Revisions & Editing Style

1. Editing Style

• Evergreen delivers a modern, true-to-color, natural editing style that is part of its brand identity and is non-negotiable.
• RAW or unedited files are not released under any circumstances.

2. Video Revisions

One (1) round of minor revisions is included for highlight films. Minor revisions include:

• Swapping a clip
• Adjusting background audio
• Removing a specific shot

3. Photo Revisions

• Requests outside Evergreen’s standard editing workflow will be reviewed on a case-by-case basis and are not guaranteed.

Back to top

Copyright & Usage Rights

1. Client Usage

Clients receive personal-use rights to all final images and videos. Media may be printed, shared, and posted for non-commercial purposes only.

2. Studio Usage

Evergreen retains copyright ownership and may use images and videos for marketing, portfolio, website, and promotional purposes. Opt-out requests for public use must be submitted in writing before the event date.

3. Third-Party Requests

Vendors must obtain permission directly from Evergreen to use any images or footage. Proper credit to Evergreen is required when media is shared.

Back to top

Force Majeure & Limitation of Liability

Evergreen Lens Media shall not be considered in breach of this Agreement, nor liable for failure or delay in performance, where such failure or delay results from circumstances beyond its reasonable control, including but not limited to acts of God, severe weather, natural disasters, fire, flood, government orders, public health emergencies, transportation disruptions, power outages, civil unrest, or the sudden illness, injury, or unavailability of assigned personnel despite commercially reasonable efforts to secure a replacement (each, a “Force Majeure Event”).

In the event Evergreen Lens Media is unable to fulfill its obligations for the Event due to a Force Majeure Event or other unforeseen circumstances, Evergreen Lens Media will make commercially reasonable efforts to either (a) provide a qualified replacement professional, or (b) reschedule the services to a mutually agreed future date, subject to availability.

If Evergreen Lens Media is unable to provide a replacement or reschedule the services, Evergreen Lens Media’s total liability shall be limited to an amount not to exceed the total payments actually received by Evergreen Lens Media from the Client under this Agreement as of the Event date.

Under no circumstances shall Evergreen Lens Media be liable for any indirect, incidental, consequential, special, exemplary, or punitive damages, including but not limited to emotional distress, loss of enjoyment, lost profits, or reputational harm, regardless of the legal theory asserted, even if such damages were foreseeable.

This limitation of liability reflects the parties’ agreed allocation of risk and is consistent with accepted industry standards for professional wedding and event photography and videography services.

Back to top

Electronic Communications & TCPA Compliance

TCPA (Telephone Consumer Protection Act): Requires express written consent (EWC) for marketing texts and prohibits auto-dialed calls/texts to mobile numbers.

1. Express Written Consent (Automated Messaging)

By submitting an inquiry, completing a form, signing an agreement, or submitting payment through Evergreen’s systems, the client provides express written consent to receive communications from Evergreen via:

• SMS/text messages (including messages sent using automated dialing systems and workflows)
• Email
• Phone calls

Communications may include transactional, informational, and service-related messages, including booking confirmations, scheduling updates, payment reminders, event logistics, delivery notifications, and post-event follow-ups.

2. Consent Not Required for Purchase

The client acknowledges that consent to receive SMS or email communications is not a condition of purchasing services. Marketing communications, if sent, require separate consent and may be opted out of independently.

3. Message Frequency & Carrier Disclosure

Message frequency varies based on booking status, event timeline, and client interaction. Message and data rates may apply depending on the client’s mobile carrier. Evergreen is not responsible for delayed, filtered, or undelivered messages due to carrier limitations, spam filtering, or technical issues outside its control.

4. Opt-Out Instructions (TCPA Required)

Clients may opt out of SMS communications at any time by replying STOP to any text message. Clients may request assistance by replying HELP. Upon opting out, the client may receive one (1) final confirmation message. Opting out of SMS does not prevent Evergreen from sending essential transactional communications via alternate methods (e.g., email).

5. Email Communications

Clients may opt out of non-essential or marketing emails by using the unsubscribe link or submitting written notice. Transactional and service-related emails required to fulfill contractual obligations are exempt from opt-out restrictions.

6. Accuracy of Contact Information

The client represents that the phone number and email address provided belong to them and that they are authorized to receive communications at those addresses. The client agrees to promptly update Evergreen if contact information changes. Evergreen is not liable for communications sent to incorrect or reassigned numbers provided by the client.

7. Delivery & Acknowledgment

Communications sent via SMS / Email are considered delivered and received upon transmission, regardless of whether the client opens or responds to the message. Failure to review communications does not relieve the client of contractual responsibilities.

8. Business Hours & Response Time

Automated messages may be sent outside standard business hours. Live responses are provided during normal business hours, excluding weekends and holidays, unless otherwise agreed in writing.

Back to top