Retainers, Rescheduling, and Cancellations

How Booking Works: Step-by-Step

1. Request Your Date

Start by filling out the booking form with your name, contact info, and desired session date. Please note that I require a 7-day heads-up for all new bookings. If you are in a pinch and need a last-minute session within that 7-day window, you can send an email here to see if I can make it work, but an expedited booking fee may apply depending on the situation.

2. Approval & Questionnaire

Once you submit your request, I will review it. If your date is available and we are a good fit, I will approve the request and you will receive an email containing a quick questionnaire so I can get to know exactly what you are looking for. (If your requested date is booked, I will reach out to suggest some alternative dates!)

3. The Retainer

To officially lock in your date, you will pay a 25% non-refundable retainer. Once this is paid, your spot is completely secured on my calendar and you will receive a final confirmation email from me saying, "You’re booked! Thanks for locking in your session with Halftone Co. I’ve got your date on the calendar, and I’ll be in touch if I need anything else before the shoot."

4. Final Invoice & Add-ons

About 7 days before our scheduled shoot, I will send you the invoice for the remaining balance. If you selected the film photography add-on at booking, that flat +$100 charge will be included on this final invoice.



Understanding the Booking Retainer

To officially secure your date on the calendar, a 25% retainer is required at booking. This payment is not an extra charge, it is applied directly toward your final balance, but it is strictly non-refundable once paid.

I completely understand why a non-refundable payment can feel like a heavy commitment upfront. Let's talk about it.

The reason this is an industry standard is that as a full-time working photographer, the only actual inventory I have to sell is my time (plus prints through the gallery you'll get, if you want them!). When you pay your retainer, I am making a hard legal commitment to you and pulling that specific date completely off my calendar both professionally and personally.

Once your date is locked in, I have to turn away any other couple, band, or client who asks for that exact same time slot. If a cancellation happens down the road, it is often too late for me to re-book that date. The retainer covers the administrative work of planning your shoot and compensates for the lost opportunity of the paying clients I turned away to keep your spot secure. Ultimately, this policy protects both of us: it guarantees you have my undivided dedication on your date, and it ensures I can run a reliable, sustainable business.







Cancellations, Rescheduling & Expectations

If You Need to Reschedule

I know life happens, and sometimes a date change is unavoidable. If you need to reschedule your session, please let me know as soon as possible. If you reschedule at least 15 days before our shoot and I have your new date available, your non-refundable retainer will transfer over to the new date without any penalty. If you try to reschedule within 14 days of the shoot, a new retainer will be required to secure the new date, as it is too late for me to fill your original spot.

If You Need to Cancel

If you have to cancel your shoot entirely, please know that the 25% retainer is non-refundable. If a cancellation happens after your final invoice is paid (7 days before the shoot), I will refund 50% of that final payment. The other half is kept to cover the time already invested in prepping for your session and the lost opportunity to book another client so close to the date.

If I Need to Cancel

On the flip side, if I am the one who has to cancel for any reason and we can't find a date to reschedule your shoot that works, you will receive a full refund of any and all amounts paid up to that point, including your retainer.

Emergencies & Misrepresentation

In cases of severe unexpected circumstances or true emergencies, like extreme weather, severe illness, or major venue issues, we will absolutely work together to try and reschedule first so we can find a new date without any extra stress.

Finally, clear communication is key to making sure I show up with the right gear and preparation for your specific shoot. Because of this, if a session is materially misrepresented at booking, I reserve the right to refuse service on the spot without a refund.