OUR TERMS
This Agreement contains the entire understanding between Nicki Hufford Photography (NHP) and the TEAM/ORGANIZATION. It supersedes all prior or simultaneous agreements, whether written or verbal. Any additions or changes to this Agreement must be made in writing and signed by all parties.
A waiver of any portion of this Agreement does not constitute a waiver of the Agreement in its entirety. Any waiver must be provided in writing by the party against whom the waiver is sought.
1. Cooperation
All parties agree to work collaboratively and communicate effectively to achieve the goals of this Agreement.
2. Cost & Booking Fee
Why We Have a Booking Fee
To ensure we provide the high-quality service and products we are known for, a $10 booking fee per athlete is required. This fee helps cover:
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FREE custom team banners
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Scheduling, organization, and communication
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Backend preparation and workflow management
This small investment allows us to deliver a smooth, professional, and stress-free experience for your team.
3. Attendance & Illness Policy
Team Photo Participation
While we use compositing techniques to create the team photo, we aim to maintain a traditional team-photo look. All athletes pre-booked for the scheduled session will be included in the team image.
It is strongly encouraged that all athletes attend the scheduled team photo day to ensure:
Important Notes
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Plan Ahead: Please contact us immediately if you foresee a scheduling conflict.
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Individual Session Fee: A $50 fee applies for individual sessions scheduled outside the team photo day or designated make-up dates.
Unexpected Illness
We understand illnesses happen. If an athlete is unable to attend due to sudden illness, please notify us within 24 hours to arrange a make-up session.
Make-Up Session Details
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Location: NHP Studio, Cortland, Ohio
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Timing: Athlete must be photographed within 3 days of the original team photo date
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Availability: Subject to availability during regular business hours
(Monday–Thursday, 9:00 AM–5:00 PM)
4. Copyrights & Image Use
All photographs created by Nicki Hufford Photography are protected under Federal Copyright Law (all rights reserved). Images may not be reproduced, altered, or distributed without explicit written permission from NHP.
The TEAM/ORGANIZATION grants NHP permission to:
If the TEAM/ORGANIZATION wishes to use images for marketing purposes, proper credit (“Photo by Nicki Hufford Photography”) must be displayed.
If images are used for product sales (including but not limited to posters, apparel, merchandise), a 15% compensation rate of total sales applies unless otherwise agreed upon in writing.
Please note: NHP can provide many of these products at discounted rates.
5. Limitation of Liability
NHP takes great care in photographing, handling, and processing images. In the unlikely event of loss, damage, or destruction of images—within or beyond NHP’s control—liability is limited to the return of payments received for the affected product packages.
For partial loss, liability will be prorated based on the percentage of images lost.
6. Social Media Policy
Teams and parents are welcome to share their images on personal and business social media platforms.
Images may not be altered with filters, heavy cropping, or additional editing. Any altered images must be removed immediately upon request.
7. Extensive Editing
Standard editing is included. If additional or extensive editing is requested, it may be provided for an additional $50 fee, payable prior to work being completed.
8. Cancellation & Rescheduling
If the TEAM/ORGANIZATION must cancel, NHP must be notified at least 30 days in advance to qualify for rescheduling.
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Rescheduled sessions will be scheduled at NHP’s discretion
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All rescheduled sessions will take place at NHP Studio
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No refunds will be issued for no-shows or team/organization cancellations
9. Props & Equipment
The TEAM/ORGANIZATION is responsible for providing all necessary sports equipment required for photos.
10. Location Access & Fees
If the chosen location requires admission fees, permits, parking fees, or photography fees, the TEAM/ORGANIZATION is responsible for:
11. Tardiness
If a team or athlete arrives late and there is insufficient time before the next scheduled team, they must wait until the next available time slot.
12. Completion Schedule
Editing and image delivery typically take 2–3 weeks, but timelines may extend due to circumstances such as illness or required make-up sessions.
If delivery extends beyond this timeframe, the TEAM/ORGANIZATION will be notified via email.