Cancellation and Rescheduling Policy

If a signed proposal or service agreement contains different cancellation terms, that signed agreement controls. Nothing here limits a cancellation or refund right that cannot legally be waived.

1. Retainers and date reservations

Portrait sessions require a $50 non-refundable retainer unless the offer is designated as paid in full at booking. Seasonal Minis require the full $125 payment when booking. Events and weddings require a signed agreement and a 30% non-refundable retainer. A date is not reserved until the required payment and documents are received. Retainers are applied toward the remaining balance and compensate Highness Media for reserving the date, turning away other work, planning, and administration.

2. Portrait-session rescheduling

With at least 48 hours’ written notice, one portrait-session reschedule may be transferred to an available date within 30 days of the original session, unless otherwise agreed. The original retainer remains applied to that rescheduled session. A second change, less than 48 hours’ notice, failure to choose an available replacement date, or a new date outside the 30-day window may require a new retainer.

3. Portrait-session cancellation and no-show

If the client cancels, the retainer remains non-refundable. Payments beyond the retainer are handled according to the invoice or signed agreement and work already performed or nonrecoverable costs. Failure to appear without notice is treated as a cancellation and a new retainer is required to book again.

4. Events, weddings, content, and custom projects

Cancellation, rescheduling, minimum coverage, and payment obligations for events, weddings, commercial content, travel, and custom productions are governed by the signed proposal or service agreement. Date changes are subject to availability. Nonrecoverable studio, permit, travel, assistant, vendor, or location costs remain the client’s responsibility.

5. Late arrival

Sessions begin and end at the scheduled times. Late arrival reduces the available photography time and may reduce outfit changes or image variety without reducing the balance. When a client is more than 20 minutes late and the remaining time is not reasonably sufficient, Highness Media may treat the session as a same-day cancellation. Seasonal Minis run on fixed back-to-back times, so late arrival does not extend the session and may result in forfeiture when usable photography time remains insufficient.

6. Weather, location, and safety

Highness Media may adjust the time, move to an agreed alternative location, pause, or reschedule outdoor work when weather, park access, public restrictions, unsafe conditions, or equipment risk make the original plan impractical. A photographer-directed weather or safety reschedule does not require a new retainer when the project is moved to a mutually available date.

7. Illness and emergencies

Clients should provide notice as soon as reasonably possible. Highness Media may consider documented emergencies individually, but approval of an exception is not guaranteed and does not waive the policy for future bookings.

8. Highness Media cancellation

If Highness Media cannot perform because of illness, emergency, equipment loss, force majeure, or another circumstance beyond reasonable control, the first remedy is a mutually available reschedule. If Highness Media cancels and cannot provide the service or a reasonable replacement, amounts paid for unperformed services will be refunded, which is the limit of liability to the extent permitted by law.

9. Vouchers and promotions

Airbnb, Groupon, gift, and partner vouchers remain subject to the provider’s original expiration, refund, transfer, eligibility, and promotional restrictions. A voucher must be validated before scheduling. Promotional vouchers are limited to their named service, participant limit, location or setup, edit count, redemption window, and eligible appointment availability. They cannot be combined with another promotion, exchanged for cash, or applied to the Signature Portrait Session unless expressly stated. Studio rental, travel, extra people, additional images, rush service, and upgrades are separate unless specifically included.

10. How to give notice

Send written notice to info@highnessmedia.com with your name, service, scheduled date and time, and requested change. For urgent same-day matters, also call 470-491-0029. A request is not confirmed until Highness Media responds in writing.