Elopement Photography and Planning Terms and Conditions
This Elopement Photography and Planning Agreement is entered into between Sofia Hiramatsu Photography, referred to as “the Company,” and the clients identified below, collectively referred to as “the Clients.”
1. Definitions
“Sofia” or “the Photographer” refers to Sofia Hiramatsu.
“The Event Planner” refers to the company’s in-house planner appointed by the Company. This may be Haruka or Ayaka.
“The Planning Team” refers to the Event Planner, coordinators, assistants, and other representatives appointed by the Company.
“The Event” or “Elopement” refers to the ceremony, photography experience, meal, activity, or related celebration described in the proposal.
“Third Party Vendor” refers to any venue, florist, hair and makeup artist, officiant, videographer, restaurant, transportation provider, musician, rental company, or other independent supplier.
2. Scope of Services
The Company will provide the photography and planning services stated in the Clients’ proposal. Only the services expressly listed in the accepted proposal are included in the collection price.
Any additional event, service, location, date, coverage time, or planning responsibility requested after booking may require a revised quotation.
3. Nature of Unlimited Planning
Where the selected collection includes unlimited planning, this means that the Company does not impose a predetermined number of routine planning emails or standard planning meetings. Unlimited planning does not mean continuous availability, immediate responses, unlimited revisions, unlimited meetings, or work outside the agreed scope.
If the number or length of meetings significantly exceeds what is reasonably required for the normal planning process, an additional consultation fee of ¥10,000 plus consumption tax per hour may apply. The Clients will be informed before chargeable consultation time is scheduled.
4. Booking and Reservation Retainer
A booking is not confirmed until:
• The Company has received the required reservation retainer
• The Company has confirmed the booking in writing
Upon receipt of the reservation retainer, the Company will reserve the agreed date or dates and will decline other bookings for that period. For this reason, the reservation retainer is nonrefundable to the extent permitted by applicable law. The retainer also covers initial administration, planning commencement, venue research, and the loss of the opportunity to accept another booking.
Unless otherwise stated, the retainer will be credited toward the total collection price. A discussion, proposal, tentative date, or unpaid invoice does not constitute a confirmed reservation.
5. Payments
The total collection price and payment schedule will be set out in the proposal. All payments must be made by their stated deadlines.
If an amount is overdue, the Company may pause planning, decline to make venue or vendor bookings, withhold photography previews, withhold the final gallery, or suspend services until payment has been received.
Payments may be made by the methods stated on the proposal.The Clients are responsible for bank charges, international transfer fees, currency conversion costs, and other payment processing expenses.
6. Planning Commencement and Preliminary Schedule
The first planning meeting will be scheduled after the initial payment has been confirmed. During the first meeting, the Event Planner will discuss the Clients’ priorities and outline a preliminary planning schedule. Venue and vendor availability cannot be guaranteed until the applicable contract, deposit, and booking requirements have been completed.
7. Planning Meetings
Planning meetings will be scheduled as needed according to the progress of the planning process and the availability of both the Clients and the Event Planner. As a general guideline, meetings are typically held approximately once per month. Additional meetings may be scheduled closer to the Event where reasonably necessary.
Meetings must be scheduled at least 48 hours in advance and remain subject to the Event Planner’s availability.
Meetings will generally take place by Zoom unless another format is agreed in writing.
If the number or length of meetings significantly exceeds the normal planning process, an additional consultation fee of ¥10,000 plus consumption tax per hour may apply.
8. Communication
Email will be the primary method of communication to ensure that decisions, approvals, instructions, and costs are recorded clearly and accurately.
The Event Planner will aim to respond to emails within 72 business hours whenever possible. If a longer delay is expected, the Clients will be notified. The 72 business hour response guideline does not include weekends, Japanese public holidays, scheduled leave, travel days, or periods when the Event Planner is actively coordinating another event.
Urgent Event day communication may take place through WhatsApp, telephone, or another agreed method.
Where the Clients provide conflicting instructions, the Company may pause the relevant work until both Clients confirm a shared decision in writing.
9. Client Responsibilities and Approvals
The Clients agree to provide complete and accurate information throughout the planning process.
The Clients must respond to time sensitive questions, venue options, vendor proposals, contracts, invoices, and approval requests within the deadlines communicated by the Company.
The Company is not responsible for lost availability, increased prices, shortened planning time, or other consequences caused by delayed instructions, approvals, payments, or documents from the Clients.
Once the Clients approve a venue, vendor, timeline, activity, design, reservation, or other arrangement, subsequent changes may incur additional fees and remain subject to availability.
The Clients must disclose any relevant accessibility, mobility, health, allergy, dietary, cultural, or safety requirements early enough for reasonable arrangements to be explored.
10. Venue Sourcing
The Company will use reasonable professional efforts to research and recommend venues that reflect the Clients’ stated preferences, budget, desired location, date range, accessibility requirements, and intended experience.
Venue recommendations do not guarantee:
• Availability on the preferred date
• Complete privacy or exclusivity
• Particular foliage, flowers, weather, or lighting
• Indoor access or rain cover
• Permission for every requested activity
• Permission for photography or a symbolic ceremony
• A particular duration of venue access
• Particular preparation facilities
• Accessibility beyond the venue’s published facilities
The Clients are responsible for reviewing and approving the venue, its fees, access conditions, facilities, rules, cancellation terms, and rain arrangements.
The Company is not responsible for a venue becoming unavailable, changing its rules, restricting access, cancelling a reservation, undergoing construction, or changing its appearance after it has been recommended or booked.
If a venue becomes unavailable, the Company will use reasonable efforts to identify an alternative. Additional venue, permit, transportation, vendor, accommodation, or administrative expenses will remain the Clients’ responsibility unless the change resulted directly from the Company’s intentional misconduct or gross negligence.
11. Permits and Venue Rules
Where included in the selected collection, the Company will assist with researching and applying for venue, ceremony, and photography permits.
Permit approval is controlled by the relevant venue, property owner, government authority, or other organisation. The Company cannot guarantee that a permit will be approved or processed by a particular date.
Unless expressly included in writing, the Clients are responsible for permit, application, venue, entrance, and administrative fees.
The Clients agree to comply with all venue and location rules, including restrictions relating to:
• Footwear and clothing
• Photography equipment
• Flash and lighting
• Tripods
• Drones
• Commercial photography
• Ceremony activities
• Flowers and decorations
• Food and beverages
• Music and noise
• Guest numbers
• Access times
• Protected buildings and gardens
The Company may stop or modify an activity if continuing would breach a law, permit, venue rule, safety requirement, or instruction from an authorised representative.
12. Third Party Vendors
The Company may recommend and communicate with independent venues, florists, hair and makeup artists, officiants, videographers, restaurants, transportation providers, musicians, and other suppliers.
Unless expressly stated otherwise, Third Party Vendors are independent businesses and are not employees, agents, or representatives of the Company.
The Company will exercise reasonable professional care when making recommendations but cannot guarantee a Third Party Vendor’s availability, conduct, performance, pricing, financial stability, safety, or quality of service.
The Clients are responsible for reviewing and accepting each vendor’s terms, cancellation conditions, and service details.
The Company will provide reasonable assistance if a vendor issue arises but is not responsible for an independent vendor’s acts or omissions, except to the extent required by applicable law.
13. Vendor Payments
The Clients may pay Third Party Vendors using one of the following methods.
Direct Payment by the Clients
The Clients contract with and pay the vendor directly. The vendor’s payment and cancellation terms will apply.
Payment Through the Venue
The Clients follow the venue’s payment schedule, invoicing process, and contractual terms.
Payment Through the Event Planner
Where a vendor is arranged and paid through the Event Planner, the applicable payment schedule, handling terms, and cancellation conditions will be agreed separately.
Vendor prices and availability may change until the required contract and payment have been completed.
The Company will seek the Clients’ approval before confirming material Third Party Vendor expenses. The Clients must provide the required funds before the Company is obligated to make a payment on their behalf.
The Company is not required to advance vendor fees using its own funds.
14. Third Party Expenses
Unless expressly included in the selected collection, the collection price does not include:
• Venue hire
• Permit and application fees
• Flowers and styling
• Hair and makeup
• Officiant services
• Videography
• Musicians or entertainment
• Restaurants and catering
• Transportation
• Accommodation
• Activities and experiences
• Attire or equipment rental
• External interpreters
• Other Third Party Vendors
No material Third Party Vendor booking will be confirmed without the Clients’ approval of the associated cost.
Nonrefundable vendor deposits and cancellation fees remain the Clients’ responsibility.
15. Ceremony and Legal Marriage
Unless expressly included in writing, ceremony planning relates to a symbolic elopement ceremony and does not constitute legal advice or legal marriage registration services.
The Clients are responsible for confirming the legal marriage requirements that apply in Japan and in their home country.
The Company does not guarantee that a ceremony will create a legally recognised marriage unless legal registration support is expressly included and provided by an appropriately authorised professional.
16. Timeline and Photography Coverage
Photography coverage is limited to the number of consecutive hours stated in the proposal.
Coverage begins at the agreed start time. Travel between locations, preparation, outfit changes, venue delays, meals, traffic, and delays caused by the Clients or Third Party Vendors occur within the booked coverage period.
The Company will prepare a proposed timeline based on the information available. The timeline may change because of venue access, weather, traffic, seasonal crowds, vendor delays, safety considerations, or other circumstances.
Additional photography coverage is subject to the Photographer’s availability and the applicable additional coverage fee.
The Photographer cannot guarantee that every planned photograph, location, or activity will be completed if the Event falls behind schedule.
17. Event Day Planning and Logistics
The Planning Team will coordinate venue setup and takedown where included and will manage scheduled vendors on the Event day.
Unless otherwise stated in the proposal, a maximum of 10 hours of planning and coordination support is included on the Event day.
Final confirmations with venues and vendors will generally be completed approximately one to two weeks before the Event.
Any significant changes requested after final vendor confirmations may be subject to availability, increased vendor costs, and additional planning fees.
18. Additional Events and Planning Hours
Planning and coordination for an additional event, such as a welcome dinner, after party, farewell meal, or separate celebration, is charged at:
¥100,000 plus consumption tax per additional event
Planning or coordination beyond the included 10 Event day hours is charged at:
¥5,000 plus consumption tax per hour
Planning or coordination provided after 10:00 PM is charged at:
¥5,000 plus consumption tax per hour
If overtime and support after 10:00 PM apply simultaneously, the combined fee is:
¥10,000 plus consumption tax per hour
Any pre Event or post Event support outside the selected collection may incur an additional fee.
Where reasonably possible, the Company will inform the Clients before additional time or services are incurred. However, immediate decisions required for safety or the continuation of the Event may be addressed without advance approval.
19. Travel and Transportation
The Clients are responsible for their own transportation, accommodation, entrance fees, and personal expenses.
Unless expressly included, the Clients are also responsible for reasonable transportation and accommodation expenses required for the Photographer and Planning Team.
These expenses may include:
• Trains and flights
• Taxis and private vehicles
• Parking and tolls
• Baggage and equipment charges
• Accommodation
• Early arrival or late departure costs
• Intercity and remote location travel
Travel costs will be disclosed where reasonably possible.
Unexpected transportation or accommodation expenses caused by Client requested changes, delays, cancellations, weather, or other circumstances outside the Company’s control will be charged separately.
The Company is not responsible for a missed ceremony, reservation, location, or activity caused by transportation delays outside its reasonable control.
20. Weather and Seasonal Conditions
The Clients acknowledge that weather, temperature, natural light, foliage, flowers, visibility, and seasonal conditions are unpredictable and outside the Company’s control.
The Company cannot guarantee:
• Autumn foliage on a particular date
• Cherry blossoms or seasonal flowers
• Clear skies or dry weather
• Mount Fuji visibility
• Snowfall
• A particular sunset
• A specific lighting condition
• The appearance of a location following seasonal change or severe weather
Rain, cloud, wind, heat, cold, or reduced visibility do not automatically entitle the Clients to a refund or rescheduling.
Where possible, the Company will recommend reasonable adjustments, such as using covered areas, changing the order of the timeline, adapting the photography approach, or using an agreed alternative location.
Additional venue, permit, transportation, accommodation, styling, or vendor expenses caused by a weather related change remain the Clients’ responsibility.
21. Cancellation by the Clients
All cancellations must be submitted in writing.
If the Clients cancel the booking, the reservation retainer will remain nonrefundable to the extent permitted by applicable law.
The Clients remain responsible for:
• Planning services already performed
• Nonrefundable Third Party Vendor deposits and payments
• Cancellation charges imposed by venues and vendors
• Purchases and commitments made with the Clients’ approval
• Other amounts properly due under the agreed payment schedule
The Company will not retain a cancellation charge to the extent that doing so would exceed the amount permitted under applicable consumer law.
Cancellation of a venue, vendor, activity, or individual part of the Event does not automatically cancel the Clients’ agreement with the Company.
22. Rescheduling by the Clients
A request to change the Event date is subject to the availability of the Photographer, Event Planner, venue, and Third Party Vendors.
A replacement date is not confirmed until the Company approves it in writing and any required fees or price adjustments have been paid.
Payments may be transferred to an approved replacement date at the Company’s discretion and subject to applicable law.
The Clients are responsible for increased collection prices, venue expenses, vendor charges, permit fees, travel costs, accommodation, and administrative expenses resulting from the change.
If the Photographer or Event Planner is unavailable for the requested replacement date, the matter will be managed under the cancellation provisions unless another arrangement is agreed in writing.
23. Force Majeure
A force majeure event means an event beyond a party’s reasonable control that prevents or materially disrupts performance.
This may include severe weather, natural disaster, fire, flood, earthquake, epidemic restrictions, government action, war, civil unrest, strike, transport shutdown, venue closure, or another serious emergency.
If force majeure prevents the Event from proceeding, the parties will make reasonable efforts to reschedule the affected services within three months of the original Event date.
Rescheduling remains subject to the availability of the Photographer, Event Planner, venues, and vendors.
If the Photographer is unavailable for the replacement date, the Company may offer:
• A suitably qualified replacement photographer from the Company’s team
• An alternative photography experience
• A portrait session to be redeemed within six months of the original date
• Another solution agreed in writing
Third Party Vendors may apply their own force majeure, cancellation, and rescheduling policies. The Company cannot guarantee that vendor payments will be transferable or refundable.
Nothing in this section excludes a right or remedy that cannot lawfully be excluded.
24. Photographer or Planner Emergency
In the unlikely event of serious illness, medical emergency, natural disaster, or another severe circumstance preventing Sofia or the assigned Event Planner from attending, the Company may appoint a suitable replacement.
The Company will make reasonable efforts to secure a replacement with similar professional experience and ability who can provide comparable services at the same or a similar rate.
Where another photographer attends, Sofia Hiramatsu Photography may continue to oversee image curation and editing so the delivered photographs remain consistent with the Company’s style where reasonably possible.
If a suitable replacement cannot be found and the Company cannot provide the affected service, the Company will refund payments received for that service, less the fair value of services already properly provided and nonrecoverable Third Party Vendor expenses, except where applicable law requires otherwise.
Nothing in this Agreement limits liability arising from intentional misconduct or gross negligence.
25. Photography Style and Artistic Discretion
The Clients acknowledge that they have reviewed Sofia’s portfolio and are familiar with her photographic and editing style.
The Photographer will document the Event in a candid and artistic manner and will provide portrait direction where appropriate.
The Clients should expect photographs captured and edited in a style reasonably consistent with the Photographer’s portfolio at www.sofiahiramatsu.com.
Artistic interpretation, composition, lighting, posing, image selection, colour treatment, film stock, and editing decisions remain at the Photographer’s discretion.
Exact colour matching cannot be guaranteed because colour may be affected by lighting, screens, printing processes, fabrics, dyes, reflective materials, and environmental conditions.
The Photographer is not responsible for clothing, hair, makeup, accessories, personal items, or other details being out of place. The Photographer and Planning Team may offer reasonable guidance, but the Clients remain responsible for their appearance and belongings.
26. Requested Photographs
If the Clients require particular photographs, people, details, or moments to be documented, they should provide a written request before the Event.
The Photographer will take reasonable care to capture requested photographs but cannot provide an unconditional guarantee.
A requested photograph may not be possible because of:
• Limited time
• Venue restrictions
• Weather or lighting
• Schedule delays
• Obstruction by members of the public
• Vendor actions
• Client unavailability
• Events occurring simultaneously
• Restrictions on movement, flash, or equipment
27. Digital and Film Photography
Where film photography is included, the Clients acknowledge that analogue film has inherent characteristics and risks.
These may include grain, colour variation, light leaks, minor scratches, processing marks, focus variation, exposure variation, and a lower number of usable photographs than digital photography.
Film is processed by an independent professional laboratory. The Photographer will exercise reasonable care when handling and transporting film but cannot guarantee the performance of film stock, laboratory equipment, postal services, couriers, airport screening equipment, or other Third Party Vendor processes.
Film scans may be delivered separately from the digital gallery if laboratory processing requires additional time.
28. Image Curation and Delivery
The Photographer will personally curate the photographs from the Elopement. The Clients are not required to select images for editing.
The Photographer will select the strongest photographs based on storytelling, emotional significance, technical quality, composition, and consistency with her artistic style.
Duplicate images, test photographs, missed focus, closed eyes, unintentional expressions, and photographs that do not meet the Photographer’s professional standards may be excluded.
The number of delivered photographs will vary according to the length, locations, events, and natural flow of the Elopement. A specific number of photographs is not guaranteed unless stated in the proposal.
Edited sneak peeks or previews will only be provided once the full collection balance has been paid.
The final high resolution digital gallery will be delivered within the timeframe stated in the proposal or booking confirmation.
Film photographs may be delivered separately and may require additional processing time.
Delivery times may be extended by film laboratory delays, technical issues, illness, force majeure, peak season workload, or circumstances outside the Photographer’s reasonable control. The Photographer will notify the Clients if a material delay is expected.
29. Editing and Retouching
Professional editing and retouching are included in the photography collection at no additional charge.
Editing may include:
• Colour grading
• Exposure and tonal adjustments
• Skin retouching
• Removal of distracting background elements where reasonably possible
• Minor clothing, hair, makeup, and appearance adjustments
• Other retouching considered appropriate by the Photographer
The Photographer will determine the appropriate level of editing for each photograph and will maintain a natural result consistent with her portfolio and artistic style.
Some requested changes may not be technically possible or may compromise the quality or integrity of a photograph.
The Photographer is not required to create composite images, add people or locations that were not present, or make alterations that conflict with her artistic standards.
30. Editing Requests
The Clients will receive a selection of edited sneak peeks or previews before the full gallery is completed.
Any specific editing or retouching requests must be submitted within two weeks of receiving the edited sneak peeks or previews.
This allows the Photographer to consider the requests and apply agreed adjustments consistently while completing the full gallery.
Reasonable editing and retouching requests will be considered at no additional charge.
Requests submitted after the two week period or after the final gallery has been delivered may not be accommodated or incur additional fees.
All requests remain subject to technical feasibility and the Photographer’s artistic judgment. The Photographer may decline changes that would materially misrepresent the Event, reduce image quality, or conflict with her established style.
The Clients should submit all requests together wherever reasonably possible.
31. Image Integrity
All delivered photographs represent the Photographer’s artistic work.
The Clients must not apply filters, substantially crop, recolour, retouch, manipulate, add graphics to, or otherwise alter the photographs without prior written approval.
Reasonable cropping performed automatically by a social media platform is permitted.
Any desired alteration should be discussed with the Photographer before changes are made.
32. Copyright and Personal Use
The Photographer retains copyright ownership of all photographs worldwide in accordance with Japan’s Copyright Act.
The Clients receive a personal use licence to:
• Download and retain the delivered photographs
• Share the photographs with friends and family
• Make personal prints
• Publish the photographs on personal social media accounts
The Clients may not sell, license, publish commercially, submit to vendors for advertising, enter into competitions, or otherwise use the photographs for commercial or promotional purposes without written permission.
Commercial use requires a separate usage licence or copyright buyout. The fee will be based on the intended use, duration, territory, and distribution.
Third Party Vendors must obtain permission from the Photographer before using the photographs for their own marketing.
33. Portfolio and Promotional Use
The Clients authorise the Photographer to display selected photographs in her portfolio and use them to promote the business through websites, social media, publications, advertising, exhibitions, competitions, sample albums, and other lawful media.
If the Clients do not want their photographs used, they must notify the Company in writing before the Event date.
If no written privacy request is received before the Event, the Company may rely on the permission provided in this section.
34. Social Media Credit
When sharing photographs on social media, the Clients should credit Sofia Hiramatsu Photography or tag @sofiahiramatsu where the platform allows.
Providing credit does not authorise commercial use.
35. Storage and Backup
The Clients are responsible for downloading, backing up, and safeguarding all delivered photographs.
The Photographer may delete original files and working files two weeks after delivery of the final gallery.
The Company is not responsible for lost or corrupted files after this period.
Requests for redelivery may only be fulfilled if the files remain available.
The Clients should keep the delivered photographs in at least two separate storage locations.
36. Loss or Damage to Photographs
The Photographer will take reasonable professional care when capturing, transporting, backing up, processing, and delivering digital photographs and film.
If photographs are lost, stolen, corrupted, damaged, or destroyed, any limitation of liability will apply only to the extent permitted by applicable law and will not apply to intentional misconduct or gross negligence.
Where only part of the photographic work is affected, any remedy will take into account the proportion of services and deliverables materially affected.
37. Safety and Conduct
The Company may refuse or stop an activity that it reasonably considers unsafe, unlawful, abusive, discriminatory, harmful, likely to damage property, or likely to disturb a protected location.
The Company does not provide medical, legal, security, or emergency services.
The Clients remain responsible for their own safety, travel insurance, health insurance, visas, passports, belongings, and compliance with Japanese law.
38. Changes to the Event
A material change to the date, city, venue, coverage hours, number of events, guest count, or planning scope may require a revised quotation.
Additional planning, staffing, travel, coordination, photography, permit work, or vendor management resulting from a change may incur further fees.
The Company will notify the Clients before undertaking material additional paid work.
39. Limitation of Liability
To the fullest extent permitted by applicable law, and excluding liability arising from intentional misconduct or gross negligence, the Company’s total liability relating to this Agreement will not exceed the amount paid to the Company for the service directly giving rise to the claim.
The Company is not responsible for indirect, consequential, or purely economic loss that was not reasonably foreseeable when the Agreement was made, except where liability cannot lawfully be excluded.
Nothing in this Agreement excludes or limits a right, remedy, or liability that cannot be excluded or limited under Japanese law.
40. Governing Law and Disputes
This Agreement is governed by the laws of Japan.
The parties agree to make a good faith effort to resolve any disagreement through written discussion before commencing formal proceedings.
Any jurisdiction provision in the Clients’ individual proposal or booking document will apply, subject to mandatory consumer protection and jurisdiction requirements.
41. Entire Agreement
The proposal, invoice, booking confirmation, service details, and these Terms and Conditions constitute the complete agreement between the Clients and the Company.
If there is a conflict, the terms of the Clients’ signed proposal or individual booking agreement will take priority over these general Terms and Conditions.
Any material amendment must be confirmed in writing.
If one provision is found invalid or unenforceable, the remaining provisions will continue to apply to the extent permitted by law.
42. Acceptance
By paying the reservation retainer, or instructing the Company to begin services, the Clients confirm that they have read, understood, and agreed to these Terms and Conditions.