Company Policies

Gatineau Ottawa Maternity, Baby & Newborn Photographer

Company Policies

You will find all of these company policies, terms & conditions, and rules & regulations listed in your contract, but it’s always nice to be able to read through them quickly with the search function (ctrl-F), and to be able to refer back to them on-the-go. All of these company policies are based on company needs, and the requirements to run a successful business, so additional items may be added and/or removed at any time.

Booking Deposit

Date & time are not secured until the standard deposit has been paid. This applies to ALL portraits sessions, birth stories and weddings. Portrait session deposits are 150$, Newborn session deposits are 250$, Birth Stories & Wedding Coverage deposits are 500$, and Mini sessions have their own requirements per event; see relevant information pages for details. Requests are only put on “hold” for up to 48 hours while awaiting payment, and then the date&time is released to the next person in queue. This applies to ALL portrait sessions*, birth stories, and weddings. This non-refundable deposit will be put towards your creation fee. Not to worry, if the deposit exceeds your creation fee, the remaining balance will be used as a print credit. If you fail to comply with our policies, your deposit is subject to forfeiture.

Creation Fee

There is a creation fee associated with any portrait session*. This fee includes the photographer’s time for communication and planning your session, photographing your session, editing the images afterwards to create the art you chose them for, and your custom ordering session. This fee is non-refundable and non-negotiable. It is collected as a booking deposit to reserve your session time&date and is subject to company policies. Any a-la-carte print items are purchased in addition to the creation fee: it is NOT a print credit.  Creation fees starting at 150.
*Mini Sessions have event specific deposit and fee schedules.

Payment Schedules

In order to hold a specific date and/or time, the booking deposit must be paid (portrait & wedding). It must be paid within 48 hours of booking or the date is released to someone else. For newborn sessions, the creation fee reserves up to 4 weeks of guaranteed availability, and for birth stories it reserves our 24/7 availability surrounding your due date. For more information please view our custom newborn photography and birth photography details page. Full balance of deposit, creation fee, minimum order (if applicable), taxes, etc. must be paid in full prior to the session taking place. If you fail to provide the full remaining balance due prior to 48 hours before your session, without cause, it is considered a cancellation and your deposit is forfeited. Payment methods accepted: cash, email-transfer, credit, or via our online store (paypal).

Cancellation & Rescheduling policy

Rescheduling & Cancelling

If you decide to reschedule your session, you must do so a minimum of 7 days prior to your session or a fee will be required at photographer’s discretion. Multiple reschedulings (non-weather/emergency) may require a n additional fee. If you should choose to cancel altogether a minimum of 7 days prior to your scheduled session, all payments made are non-refundable but transferable towards another session (same or different type) at a later date (less the deposit and a 50$ processing fee). If you choose to reschedule within 72 hours of your scheduled session, it is considered a cancellation and you are required to put forth a replacement booking deposit to reserve your new session date & time (exception only for weather or emergency).

Tardiness & No-Shows

If you are late with notice, the photographer may leave the location after 20 minutes and you must reschedule, and you will be required to put forth a replacement deposit to reserve a new date & time. If you are late, your session time is cut short and does NOT get extended by the time you arrived late (ex: if your 60 minute session is scheduled to start at 10am and you do not arrive until 10:17, your session will still end promptly at 11am (now only 43 minutes) and you risk having less than the quoted amount of images in your proofing gallery). If you are late or fail to show up to your session without cause or notification (no show), all payments made are forfeited, and services are considered rendered.

For administrative appointments, we reserve the following times for you:
Pickups and Design Consults: 30 minutes
Consultations and Ordering Sessions: 60 minutes

If you are a no-show for an order pickup, there is a non-negotiable 60$ rescheduling fee in order to claim your products. Same thing for ordering sessions, you will be required to pay the fee in order to reschedule to place your order, or it will be deducted from any print credits. If you are more than 15 minutes late with no notice, you WILL be required to reschedule and pay the fee. If you show up later, even if someone is at the studio otherwise occupied, you must reschedule and pay the fee. Just because someone is present, does not mean they are able to serve you out of your scheduled time. The studio is by-appointment-only; appointments are required for consultations, photoshoots, ordering sessions, order pickups, design consults, etc. and you are required to adhere to the scheduled time. We have a strict 24 hour cancellation & rescheduling policy for administrative appointments, or a 40$ rescheduling fee will apply. No exceptions.

Portrait Delivery Timelines

For themed mini sessions, images are typically ready in 1-2 weeks following the event. For portrait sessions, your images will be ready for viewing 2-4 weeks following your session in non-peak periods, and 4-6 weeks in peak periods*. For Weddings, your images will be ready for viewing 6-8 weeks following your special day, with a customized album design (for proofing). Exact timelines for your portraits will be outlined in your personalized contract. Once a print order has been placed, payment received and designs approved, you can expect to pick up your order at the studio in 2-3 weeks (professional albums will take 4-6 weeks as they are hand-bound). Collection purchases with large items qualify for our complimentary delivery service: we will happily bring your order to your home and set up your gorgeous artwork on your walls (by appointment only) within the service area.
*Peak periods are typically from September through December.

Print Products Available

From your gorgeous images, our goal is to create high quality art to display in your home, office, and/or vacation home. The available products range from heirloom portrait albums, museum grade gallery canvas & large mounted wall art prints, to keepsake images boxes, greeting cards, and small prints.  We truly believe in displaying your images in the most tangible and memorable way, through high quality art. Printable digital files are also available for purchase after a minimum investment or collection purchase.  Collections starting at 450. Please contact for the current rates and packages or visit our pricing page.

Model Release:

In order to receive your proofing gallery, each participant of the portrait session must sign a model release for us to publish your gallery; there is an option to have it password-protected. Sneak-peeks are posted to our  Google+ and/Twitter, and/or Facebook page*. A full session feature will be posted to our Blog after you’ve placed your print order to share with friends and family.
*Opt-out options are available upon request for social media posting.

Service Area

Typically a 15km/20min distance from our studio (J8Z, Gatineau, QC). For customers outside of our service area, we would be happy to photograph you in Ottawa or Gatineau for outdoor sessions, or at our Gatineau studio (dependant on the service required). We are more than happy to recommend local parks and urban areas that will make for great portraits. Newborn sessions and Milestone Portrait Sessions are typically done in the studio. If you require in-home service or would like an outdoor newborn session, it must take place within our service area, and there is a minimum collection purchase required. Outdoor newborn sessions are only available from June-August when weather conditions meet certain health & safety standards. For weddings, we travel to your location with paid accommodations (food, lodging, etc) calculated on a case-by-case basis. For outdoor portrait sessions, there is a travel fee for locations outside the service area:

  • within 15kms of studio: no charge
  • 15-30kms: 75$
  •  30-45kms: 150$
  • 50+ [ask for a quote]

Image Archiving

After 6 months following a session, any un-ordered images will be deleted, and any ordered images will be archived off-site. To place an additional order after that time limit, there is a 150$ minimum order or a retrieval fee of 60$. Due to nature of digital files, the constant growth of technology, and inherent risk of digital media storage, images are never guaranteed to be available once archived. You will NOT be charged the fee if your images are no longer available.

Vouchers*

Vouchers include the session fee and one or more print products. Voucher holders are NOT exempt from the booking deposit and all other standard terms, regulations, and policies. The booking deposit will be used to cover the taxes, parking or permit fees, etc. and the remaining balance will be put towards a print purchase. Upon request, the remaining balance can be refunded once you have placed your print order (of the items included with your voucher) less a 25$ processing fee. Mini Session vouchers are subject to specific deposit and fee structures.
*Gift Certificates are not considered vouchers as they are denominational.
Please note: ALL promotional values of vouchers acquired prior to 2014 have expired. Please note that the paid value never expires and will always be honoured towards regular priced services at Stephanie’s Photographs: newborn session, child milestone, family portraits, or maternity session (contact us for details).

How do I book a session?

We’d love to capture your growing family and new baby moments. You can call Stephanie directly at 613-371-4594 or email info@stephaniesphotographs.com to find out the best availability for your portrait session, and to set up a complimentary, no-obligation, pre-session consultation. She is happy to answer any questions, and refer you to the proper information.

Maternity Portraits are the most flatteringly captured between weeks 26-36, Newborn Photography Sessions are best held within the first 2 weeks from birth, Mommy&Me sessions are typically within the first month after baby is born, Lifestyle Newborn Sessions are ideally within the first 3 months. 

Gatineau Newborn Photographer, also offering Maternity, Family and Baby Portrait Sessions, and limited Birth Photography and Wedding Coverage.

Stephanie de Montigny
(613) 371 – 4594
info@stephaniesphotographs.com
http://stephaniesphotographs.com

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