Christmas Mini Sessions – Terms & Conditions

These Terms & Conditions apply specifically to Christmas Mini Sessions provided by Sarah Walton Photography.
They should be read in conjunction with the full Terms & Conditions, available here:
👉 www.sarahwaltonphotography.co.uk/terms-and-conditions

Where there is any conflict between these Terms and the full Terms & Conditions, these Christmas Mini Terms will take precedence for Christmas Mini Sessions only.

Please read both documents carefully before booking. By booking a Christmas Mini Session and paying your deposit, you confirm that you have read, understood, and agree to be bound by both these Christmas Mini Session Terms & Conditions and the Photographer’s full Terms & Conditions.

1. Definitions and Agreement

1.1 The Photographer means Sarah Walton, trading as Sarah Walton Photography.
1.2 The Client(s) means the person(s) engaging the Photographer’s services, including the lead contact, their child(ren), and any other persons attending or participating.
1.3 These Christmas Mini Sessions Terms & Conditions form part of the overall agreement between the Client(s) and the Photographer and should be read in conjunction with the Photographer’s full Terms & Conditions, available at www.sarahwaltonphotography.co.uk/terms-and-conditions. Where there is any inconsistency between the two, these Christmas Mini Terms will take precedence for all Christmas Mini Sessions.
1.4 No variation is valid unless agreed in writing by the Photographer.

2. Session Fees & Package Fees (Christmas Minis)

2.1 Deposit & Balance

  • A £49 non-refundable deposit is payable at booking to secure your date/time.
  • The deposit is deducted from the minimum package priced at £149 (includes 3 digital images).
  • The £100 balance of the minimum package is due no later than 1 week before your session. An invoice will be issued after booking. Sessions cannot proceed without full payment.

2.1A Late Payment of Balance

The remaining balance of the minimum package (£100) must be received no later than 7 days before your session date. If the balance is not received by this deadline, the session will be cancelled without notice, and the £49 deposit will be forfeited in full.
The Photographer is under no obligation to reschedule or hold the session slot once payment deadlines have passed. Any subsequent rebooking will require a new deposit and payment of the full package fee at the current rate.

2.2 What’s Included / Duration / Location

  • Up to 30 minutes in the studio (Steeton, West Yorkshire, BD20 6RL).

  • Images are created on the snowy “outdoor” themed set as advertised.

  • Bookings are for one sibling group / one family (max 3 children per session).

Each session also includes a small festive gift for each child and a digital Facebook timeline cover collage, which will be sent alongside your purchased digital images.

Session Duration & Timing
Each Christmas Mini Session lasts up to 30 minutes, starting at the scheduled session time. Your session will finish at the booked end time, even if you arrive late or need extra time to get ready. Any time spent on getting changed, giving snacks or drinks, settling children, or preparing before shooting begins will be included within your 30-minute session. Please arrive promptly and ready to start, as sessions cannot be extended beyond the allocated time (see Section 10 – Arrival & Late Arrival Policy).

Set Design & Substitution
The Christmas Mini Sessions take place on the Photographer’s indoor “snowy outdoor” themed set, designed and styled to match the promotional images shown. While every effort will be made to ensure the set, props, and decorations appear as advertised, the Photographer reserves the right to make reasonable substitutions or alterations to the background, props, or styling if required (for example, due to damage, wear, lighting adjustments, or availability). Such changes will not affect the session fee or constitute grounds for cancellation, refund, or reshoot.

2.3 Eligibility & Grouping

  • Babies should be sitting confidently to take part. Sessions are generally not suitable for under-8-month-olds or children unable to sit unaided, unless a parent will hold/support the child (and be willing to be photographed) or an older sibling (typically age 6+) can safely hold them for the duration.

  • Cousins/friends must book two consecutive sessions; a small number of “together” photos may be taken between the individual sessions.

2.4 Special Requirements / Additional Needs

  • If your child(ren) has additional needs (e.g., sensory, light/sound sensitivity, health considerations), please inform the Photographer before the session. The last slot of the day is recommended.

2.5 Non-transferable / Non-cancellable

  • Session slots are non-transferable, non-changeable and non-refundable, subject only to the Sickness Policy (Section 13) and Client Cancellation provisions herein (Section 15).

3. Viewing & Ordering & Delivery (Christmas Minis)

3.1 Online Proof Gallery
A proof gallery link will be emailed to the address provided at booking approximately 2 weeks after your session.
You can expect around 15 images to choose from. Your gallery will remain open for 24 hours to allow you to select your favourites and place your order. Proof images are not fully edited.

3.2 Photographer’s Selection & Proof Gallery Size
The proof gallery will contain approximately 15 images; however, the exact number may vary depending on the cooperation of participants, session flow, and other factors. The selection and presentation of images are entirely at the Photographer’s discretion, and the Photographer’s decision regarding which images are included in the gallery is final. Not every image captured during the session will be shown, and unedited or rejected images will not be available for viewing or purchase. The Client(s) acknowledges that the number of proofs is approximate and cannot be guaranteed.

3.3 Upgrades
Clients may choose to upgrade their package when viewing the gallery. Upgrade prices are in addition to the £149 minimum package. Payment for upgrades is due immediately at the time of ordering, and all payments are non-refundable.

3.4 Finality of Orders
Once an order has been placed for any upgrades, additional digital images, prints, or products, all sales are final. Due to the bespoke nature of photographic products, orders cannot be cancelled, changed, or refunded after payment has been received. Work on editing, design, or production will not commence until full payment has been made in cleared funds.

3.5 Editing & Delivery
After you place your order, your chosen digital images will be fully edited, and a snow overlay will be added to a couple of images (not all).
Purchased digital images are delivered by download link within 2 weeks of order (to your booking email). Download links remain active for 30 days. Delivery times are estimates and may vary slightly during peak season, but the Photographer will communicate any significant delay.

3.6 Reference to Full Terms
All general provisions in Sections 4–7 of the full Terms & Conditions (Image Selection, Orders, Fulfilment & Collection, Digital Delivery, Colour Management) apply unless expressly modified above.

4. Studio Policies Specific to Christmas Minis

4.1 Arrival, Late Arrival & No Show

  • Please arrive on time; sessions run to a strict schedule.

  • If you are up to 20 minutes late, the session time lost will be deducted from your 30-minute slot.

  • If you are more than 20 minutes late or do not attend, the session will be cancelled without notice and no fees are refundable.

  • If running late (even a few minutes), please text 07956 114 916.

4.2 Use of Cameras & Recording Devices

  • No photos or video during the session without prior permission (to avoid distracting children).

  • On occasion, and where appropriate, the Photographer may request your permission to capture short behind-the-scenes video clips on a smartphone for use on the Photographer’s social media and marketing platforms. These clips are created solely for promotional purposes, are not included in your package or order, and will not be provided to you as files or downloads.

4.3 Party Size / Accompanying Adults

  • Due to space and to keep the set calm, max two adults may accompany the children unless otherwise agreed in advance.

5. Intellectual Property & Usage

All intellectual-property provisions in Section 11 of the full Terms & Conditions apply.
In summary:

5.1 The Photographer retains full copyright of all images.
5.2 Where a digital package is purchased, a personal-use print release will be provided. Images must not be edited, filtered, cropped/manipulated, used commercially, or entered into competitions without prior written consent.
5.3 Copying, scanning, screenshotting, or printing from the website, socials, Pixieset or proofs is prohibited (including purchased prints/products).
5.4 Consent for Use (Model Release): You will be asked at the session whether you consent to selected images being used for portfolio, website, social media, printed marketing, competitions, and training/education. Consent can be withdrawn by emailing hello@sarahwaltonphotography.co.uk.

6. Creative Licence

6.1 The Photographer retains full creative/artistic discretion over posing, composition, styling, and number of images captured. While requests are welcomed, the Photographer cannot guarantee any specific image, background, or grouping due to time, child cooperation and safety considerations.

7. Cancellations, Rescheduling & Illness (Christmas Minis)

7.1 Client Cancellations / Reschedules
The £49 booking deposit is strictly non-refundable in all circumstances, as it secures your session date and time and covers pre-session preparation.

If the package balance (e.g. the Tinsel Package) has been paid in advance, this payment is non-refundable once paid, except where the Photographer cancels the session (see 7.2).

If the Client(s) needs to reschedule due to illness or an emergency, they must contact the Photographer as soon as possible. The Photographer will make every effort to offer an alternative date within 7 days, subject to availability. Sessions may be rescheduled once only and must fall within the same Christmas Mini event period.

If a suitable new date cannot be offered within 7 days, or if the Client(s) cancels without sufficient notice or fails to attend, the £49 deposit will be retained in full, and the package payment may also be retained, in whole or in part, to cover the Photographer’s reasonable costs, lost booking, and pre-session work already undertaken.

For viral or contagious illnesses (including sickness or diarrhoea), the Client(s) must observe a 48-hour symptom-free period before attending. Please do not attend the studio if anyone in your party is unwell.

7.2 Photographer Cancellations
In the unlikely event that the Photographer must cancel a session due to illness or unforeseen circumstances, the Client(s) will be contacted immediately and offered one of the following options:

  • A new date within 7 days (subject to availability); or

  • A transfer of all payments to another session type within 6 months; or

  • A full refund of all payments made.

The Photographer’s liability in such circumstances is limited to the return or transfer of fees paid. No further compensation shall be due.

8. Fulfilment, Printing & Colour Management

8.1 Christmas Mini packages do not include prints.
8.2 Standard fulfilment timelines and colour-management provisions in Sections 5 and 7 of the full Terms & Conditions apply.

9. Behaviour & Cooperation

Parents/guardians are responsible for their child(ren)’s behaviour, health, and safety at all times. While every effort will be made to achieve a varied gallery, results depend on cooperation within the short mini-session timeframe. Lack of cooperation does not entitle the Client to a reshoot or refund. Rescheduling due to cooperation issues is at the Photographer’s discretion; where a full gallery has been achieved, no reschedule will be offered.

10. Retention of Digital Files

Digital images purchased from your Christmas Mini Session will be delivered via a secure online download link sent to the email address used at booking. The link will remain active for 30 days from the date it is issued, after which it will automatically expire.

Clients are strongly advised to download and save their images immediately upon receipt, and to create at least one backup copy – ideally on both a computer and an external or cloud drive.

All digital delivery, link expiry, retention, and archival retrieval follow the provisions outlined in Sections 5.7 and 29–30 of the Photographer’s full Terms & Conditions.

Edited files are securely stored by the Photographer for a minimum of three months after delivery. During this period, clients may contact the Photographer if they wish to purchase additional images or place a product order. After this three-month period, files may be archived or permanently deleted at the Photographer’s discretion. Retrieval of archived files (where available) may incur a retrieval fee, and the Photographer cannot guarantee long-term file availability.

Clients are solely responsible for the safe storage and backup of their images after download, as the Photographer cannot replace lost, deleted, or corrupted files without charge.

11. Data Protection & Privacy

All data handling and use of third-party processors are governed by the full Terms & Conditions (Section 31) and the Photographer’s published Privacy Policy. Consent for promotional image use is requested at the session and may be withdrawn at any time by emailing hello@sarahwaltonphotography.co.uk.

12. Charges

All prices follow the current Standard Price List and may be updated periodically. Future orders will be charged at the rates in effect at the time of ordering.

13. Complaints

Complaints and product-related issues follow the same procedure and timescales set out in Section 28 of the full Terms & Conditions.

14. Miscellaneous

14.1 These Terms & Conditions, together with the Photographer’s full Terms & Conditions, represent the complete and exclusive agreement between the Client(s) and the Photographer for Christmas Mini Sessions.
14.2 The Photographer reserves the right to amend or update these Terms from time to time.
14.3 Governing Law: England & Wales. Jurisdiction: The courts of England & Wales shall have exclusive jurisdiction.
14.4 For any matters not expressly covered in these Christmas Mini Terms, the Photographer’s full Terms & Conditions shall apply in full.