LTHP | Booking & Payment Terms

LTHP Booking & Payment Policy

At Leo Duncan trading as LTHP, hereinafter referred to as 'LTHP', I am dedicated to providing exceptional photography services and ensuring a smooth experience for my clients. Please review the detailed policy below for complete transparency.

1. Quotation and Booking Fee

Upon request, you will receive a detailed quote outlining the cost of the services and expected expenses. If you approve the quote, a non-refundable deposit equal to 25% of the total service cost is required, and a contract will be sent for signing. This deposit is due immediately upon receipt of the invoice and must be paid to confirm your session. LTHP will reserve the time agreed upon and will not make another reservation for the specific time frame. For this reason, all deposits are non-refundable even if the date is changed or becomes cancelled for any reason.

2. Session Price Adjustments

The total cost may be adjusted due to unexpected expenses or changes in the project scope. Any such adjustments will be communicated promptly, and written agreement from both parties will be required before finalising the updated invoice.

3. Expenses

Travel expenses are included for a 25-mile round trip from my location. Additional mileage will incur a charge of £0.50 per mile. Full costs for other forms of transport, including, but not limited to: Train, Bus, Taxi and Air travel must be covered by the client. You are also responsible for accommodation, per diem fees, and other related costs such as, but not limited to, ULEZ charges, location-specific fees, and any other pre-booked expenses necessary for the session. These expenses should be reimbursed immediately upon receipt of the corresponding invoices.

3a. Mark-Up on Expenses

A markup of up to 10% may be applied to expenses that require prior booking, such as travel, accommodation, and location fees. This markup will be applied to pre-booked costs including, but not limited to, transportation and accommodation.

4. Final Invoice

Within 24 hours of the session finishing, a new invoice will be generated, including the remaining balance, along with any unexpected expenses incurred. The invoice must be settled within 14 days of the invoice date. A low-resolution proof sheet will be provided until the balance is cleared, after which full-resolution images will be delivered.

5. Payment Instructions

Payment details are provided on all invoices. Please ensure you use the reference number from the invoice when making a bank transfer. This helps accurately match your payment to your invoice. For cash payments, contact me to arrange.

6. Delivery Timeframe

If a quick turnaround time has been agreed upon for your session, such as for festivals or tours, highlighted posts will be provided within 12-24 hours. Low-resolution proof sheets of the remaining images will typically be ready within a couple of days. During busy periods, this may extend to up to one week unless otherwise agreed in writing before the session. Full-resolution images will be delivered no more than one week after the session date, provided the balance is fully cleared. If the balance remains outstanding, the images will not be sent until the balance is settled. In busy periods, the delivery timeframe for full-resolution images may extend up to two weeks. An estimated delivery time will be communicated to you before the session date. After I return to my desk from a shoot, I will send you an email with the confirmed turnaround time based on the current workload. DELIVERABLES ARE ONLY SENT ONCE THE SESSION BALANCE IS CLEAR.

7. Cancellation and Rescheduling

To reschedule, a fee of £25 applies if the request is made after the contract has been signed. Rescheduling is permitted up to 7 days before the session. For requests made within the 7-day window, rescheduling may be allowed depending on availability, subject to payment of a £50 rescheduling fee. Adjustments should be made in writing by both parties. All rescheduling fees are due upon receipt of the invoice. In the event of non-payment of the rescheduling fee, the originally scheduled session will stand.
In the event I need to cancel due to unforeseen circumstances, efforts will be made to reschedule or find a replacement photographer. If neither is possible, a full refund of all payments will be provided. For adverse weather conditions, I will assess the situation and decide if rescheduling is necessary. If no alternative date is feasible, the provisions for cancellations by me will apply. All requests must be submitted in writing to contact@lthp.co.uk, with a response provided within 2 days.
All requests must be submitted in writing to contact@lthp.co.uk, with a response provided within 2 days.

8. Late Payment Policy

Late payments may delay deliverables and incur statutory compensation fees as per Small Business Commissioner guidelines, which will be based on the overdue invoice amount, as well as a predetermined one-off late fee will be applied at the time of the invoice being overdue, as follows:

Up to £250: £50
£251 - £499: £70
Over £500: 10% of the total invoice amount

9. Intellectual Property Rights

I retain full rights to all images and may use them for promotional purposes unless otherwise agreed in writing. Each package or service includes pre-chosen usage rights, which can be amended to fit your needs. Detailed usage rights will be outlined in the contract and provided in a document with the final images.

10. Force Majeure

I am not liable for failure to perform due to circumstances beyond my control, such as natural disasters or health emergencies. Payments made, excluding the non-refundable deposit, will be returned. I will endeavour to reschedule where possible.

11. Dispute Resolution

In case of a dispute, both parties agree to seek mediation before pursuing legal action.

Last updated: 30 April 2025

This policy is designed to ensure a clear and smooth collaboration. By signing your contract and booking LTHP, you acknowledge and agree to the terms and conditions outlined above and within your contract. For any questions or further clarification, please contact me at leo@lthp.co.uk.