COMMUNICATIONS: Media by Vision’s primary mode of communication is email.  Please allow 24-48 hours to respond to your contact e-mails/messages.  The best contact means include e-mail (info@mediabyvisionnl.ca), phone (709-730-5621) and Facebook Messenger @mediabyvisionnl; that said, we highly recommend e-mail over all other forms of communication.

ADULT/PARENT PRESENCE AND PARTICIPATION: The parent(s) and/or legal guardian(s) of the high school senior shall be in attendance for all communications and events.  Parent(s) and/or legal guardian(s) are encouraged to accompany their child/children; however, are not required.  

PRICING AND PAYMENTS:  All prices for packages are outlined on our web site. Payments will NOT be changed upon signing of contractual agreement(s).  No products will be delivered until the entire amount is paid in full. At this time, we only accept valid credit card(s) that are provided during the sign-up process. Media by Vision will e-mail client(s) to notify them of all deposits/payments before payments are withdrawn.

BOOKING POLICIES: Media by Vision’s total portrait session fee includes a non-refundable payment of 50% of the total package and will be withdrawn not long after the sign-up form is completed (as outlined above). The remaining 50% of the total package will be paid within seven (7) days of booking date. Example - Person A books a wedding package for January 8th 2026 on April 15th 2025. 50% of the package fee will be charged within a couple of days of booking (we will e-mail you to let you know); the remaining 50% is charged to the credit card on file from the sign-up form on or around January 1st. Receipts will be e-mailed to you after each payment processing.

After the final payment is made, there are no refunds provided unless there is a very valid case. Please contact us at info@mediabyvisionnl.ca - we are not in the business of taking people’s money and not completing the work, but we also have to respect our time and resources.

If an individual books, pays a deposit and cancels between the booking and the seven (7) day period for final payment, there will not be a final payment but the deposit will not be refunded. Example - Person A books a wedding package for January 8th 2026 on April 15th 2025. Person A cancels December 25th 2025. 50% of the package fee will be charged within a couple of days of booking (we will e-mail you to let you know). The remaining 50% will not be charged to Person A, but the initial 50% deposit will not be refunded. 

Receipts will be e-mailed to clients after each payment processing (to the e-mail provided on the sign-up form).

RESCHEDULING AND LATE ARRIVALS: If Client requests to reschedule a photographic portrait session, Media by Vision may apply the initial payment to a rescheduled session if notice is given at least seven (7) days prior to the scheduled portrait session. 

Please be courteous and notify us if you are going to be late for a photo shoot. Where Media by Vision is a package-based photography company, there will not be a “late fee” or additional cost for coming late; however, please value Kelsey’s time in the event that this does happen.

If weather conditions are not desirable for the portrait session based on Photographer recommendations, the portrait session will need to be rescheduled and the portrait session fee will be transferred to rescheduled portrait session date.  Due to liability and equipment damages, this decision will be at Photographer’s discretion. 

LOCATION AND TRAVEL: Photographic sessions will take place on location (weddings and sports photography), or at a specified location (family photography). If a client specifies a certain location to be used during the portrait session, the Client is responsible for all location fees involved such as location access fees, parking, and other expenditures directly required for fulfillment of this agreement. Example - Person B wishes to have photos taken on the ice at a hockey rink. Person B would be responsible for paying for the ice time and/or arena rental fee, in addition to the photography package. 

For wedding photography, travel and expenses are already factored into the package pricing. There is no additional cost to the individual for fuel, accommodations, meals or any other expenses related to the photo shoot. 

COOPERATION: Photographer is not responsible for behaviour of parties involved with the shoot, except for Photographer’s personnel.  If the desired outcome of your portrait session is jeopardized by the behaviours of parties involved except for Photographer’s personnel, Photographer cannot be held responsible.  The Client will assist and cooperate with the Photographer in obtaining the desired photographs, including but not limited to specifying persons and/or scenes to be photographed; taking time to pose for photographs at the Photographer's direction; providing a person to guide the Photographer to desired persons and/or scenes; pre-shoot consultations and questionnaires, etc.  The Photographer will not be responsible for photographs not taken as a result of the Client's failure to provide reasonable assistance or cooperation.

COMPLETION SCHEDULE: Wedding portrait session proofs will be processed and available for delivery and viewing between six (6) and eight (8) weeks from the event date. Sports and family portrait session proofs will be processed and available for delivery and viewing between two (2) and five (5) weeks of the event date. Completion schedules and delivery of products will be determined by the Photographer. Kelsey prides herself in getting photos back to individuals in a timely fashion; depending on workload, times could be quicker than advertised above.

PHOTOGRAPHIC MATERIALS AND ARTISTIC RIGHTS: All photographic materials, including but not limited to negatives, transparencies, proofs, and previews, will be the exclusive property of the Photographer.  The Photographer retains the right of discretion in selecting the photographic materials released to the Client.  The Client will receive proofed prints and an accompanying online viewing and ordering gallery to select from and will not receive any photographic materials not presented to the Client.  The Photographer also retains the right to adjust the photographs in post-processing as the Photographer deems within their creative control. 

COPYRIGHT AND REPRODUCTIONS: The Photographer shall retain copyright ownership of all works created during portrait sessions, including but not limited to all images in their original and processed formats.  It is understood that any duplication or alteration of original images is strictly prohibited without the written permission of the Photographer.  Alterations include, but are not limited to, application of filters, cropping, or modifications of any kind.

CLIENT USAGE: The Client shall only use the photographic prints, including digital files, in accordance with the permissions within portrait session agreements.  The Client’s prints are for personal use only and shall not be submitted to contests or reproduced for commercial use. The Client shall not make, or provide authorization to a third-party to make, reproductions of works resulting from portrait sessions without express permission of the Photographer. Additional prints and/or digital files may be purchased between third parties and the Photographer with the permission of the Client.  Accordingly, if the Photographer provides a digital file print release, the Client must act in accordance with the release.      

SOCIAL MEDIA: The Client may share web/blog post links and social media albums through use of the share functions and dissemination of direct links. 

It would be greatly appreciated if clients - when sharing photos on social media - give photo credits and/or leave Media by Vision watermarks intact. It would also be greatly appreciated if clients would “tag” Media by Vision in posts pertaining to photographs taken by Media by Vision at events, but it is not mandatory.