AOP ASSISTING PHOTOGRAPHER TERMS & CONDITIONS

Bookings

Bookings are usually verbal and both Photographer/commissioning Studio and Assistant should understand if the

work is provisional or confirmed. On confirmation the following should be agreed, in writing (email acceptable) to

avoid doubt:

Dates, start times, and daily hours

Venue and travel arrangements

Special requirements (clothing, equipment knowledge, etc.)

Fee

Expenses and overtime (where appropriate)

Weather contingency for location work

Possible overlaps with Assistant’s other confirmed jobs

Invoicing details (invoice Client or Photographer?)

Contact names and numbers

If an Assistant has a provisional booking with another Photographer/Studio, that Photographer/Studio must be given

the option to confirm before another booking is accepted.

Cancellation and Postponement

Cancellation by an Assistant is not acceptable without unavoidable reason, e.g. illness, and the substitution of another

Assistant must not be made without the Photographer’s/Studio’s prior knowledge and consent. The

Photographer/Studio has the right to approve any replacement before commencement of the shoot.

Where a booking is confirmed which may overlap a previously confirmed job, the Photographer/Studio must be

informed immediately and given the option to book another Assistant.

Cancellation fees for freelance assistants are only payable for confirmed bookings, although once the booking is

confirmed; an Assistant should not be cancelled unless the job itself is cancelled. Freelance assistants should be

regarded as chargeable items, and therefore covered by expenses when the Photographer/Studio is charging the

Client a cancellation fee. In the case of a postponement, where a new date is given and confirmed, fees may become

payable to cover costs and inconvenience, by mutual agreement between the Photographer/Studio and Assistant.

Fees and Payment

Fees

These are charged at a daily rate. A normal day is any 9-hour period worked between 7am and 9pm, and rates are

dependent on knowledge, experience, and the type of work the Photographer/Studio is doing, e.g. advertising or

editorial. Overtime may be charged for weekends, public holidays and in addition to the standard 9 hours, at a rate

previously agreed with the Photographer/Studio.

Payment

Payment should be made at the end of the shoot unless otherwise agreed in writing at the time of booking. If

immediate payment is not agreed, then credit terms of 30 days should be the maximum given. Any overdue

payments are subject to additional charges as detailed under the Late Payment of Commercial Debts (Interest) Act

1998.

Assistants should provide an invoice clearly stating the following:

Assistant’s name, address, and Tax Schedule D Number (where applicable)

Shoot/booking dates

Assistant’s invoice number

Photographer’s/Studio name and order number

Client/Agency/Product

Fee

Expenses itemised

Total owed

Payment terms

VAT number (if registered)

All expenses incurred on behalf of the Photographer/Studio or Client should be agreed in advance and are payable

immediately the shoot is completed. Fees and mileage for the use of an Assistant’s car should be agreed at the time

of confirmation.

Location Work

The Photographer/Studio is responsible for the cost of accommodation and meals whilst on location, but personal

expenses (e.g. telephone calls) are the responsibility of the Assistant. Medical and travel insurance should be

discussed with the Photographer/Studio before the shoot begins.

Weather-permitting bookings should be agreed with the Assistant at the time of confirmation, but postponement

due to bad weather will result in the assistant, as a Photographer’s/Studio’s expense, being paid 50% of the fee. The

Photographer/Studio or the Client may have weather insurance to cover these events.