Vacation Rental Photography Services Agreement

Vacation & Commercial Rental Photography Services Agreement

R/E Media UTAH
5875 Walden Ridge Drive, Salt Lake City, UT 84123
(801) 819-8141
images@photoslc.com

Terms for Photography of Vacation Rentals, Long-Term Rentals, and Commercial Properties

Definitions

The Photographer refers to R/E Media UTAH and/or Dave Koch, the author and copyright holder of The Works. The Works refers to all photographic, video, and visual deliverables — including any and all stills, footage, edits, and derivatives — created and provided by The Photographer in any form or medium. The Client refers to the person or entity commissioning The Works. All terms outlined herein apply equally to vacation rental, long-term rental, multi-family, commercial, or promotional property listings.

Contract Authority and Superseding Terms

The Photographer operates solely under the terms of this agreement. Any external contracts, platform terms, or licensing conditions imposed by The Client, property management portals, or hosting platforms (such as Airbnb, VRBO, or Booking.com) are expressly rejected unless explicitly amended and signed into this agreement by The Photographer. No third-party terms supersede this agreement without written authorization.

Scheduling and Retainer

All appointments are scheduled upon receipt of a non-refundable retainer, which reserves The Photographer’s time. The retainer is not a licensing fee and is held separately from the final invoice. Confirmed bookings are subject to these terms. Last-minute bookings may incur additional fees.

At the Shoot

The Client is responsible for ensuring the property is clean, staged, and photo-ready. If a representative is not present, The Photographer’s interpretation of the space will be considered final. Unprepared spaces or delays may result in additional fees or require a reshoot at The Client’s expense.

Deliverables

The Works will be delivered in high-resolution JPG format via digital download (Dropbox or equivalent). Standard dimensions are optimized for web platforms and listing use. RAW files and unedited versions of The Works are not provided. One round of basic edits is included. Additional or advanced edits may incur extra charges.

License Grant for Rental and Commercial Use

Upon full payment of the invoice, The Photographer grants The Client a non-exclusive, non-transferable commercial-use license to use The Works for the sole purpose of promoting the property as a vacation rental, long-term rental, or commercial offering. This includes use on Airbnb, VRBO, Booking.com, property management websites, OTAs, social media, and printed promotional materials.

This license is valid for a period of five (5) years from the date of delivery or until the property is sold, transferred, or no longer listed for rent—whichever occurs first. Continued use after this term requires a new licensing agreement.

Restrictions and Usage Conditions

• This license may not be sold, transferred, assigned, or sublicensed to any third party, including but not limited to: real estate agents, stagers, designers, property managers, or future owners, without the written consent of The Photographer.
• If ownership or control of the property changes, the new owner must negotiate a new license before any continued use of The Works.
• The Works may not be used to advertise unrelated properties or as general branding material for The Client or any business entity not tied directly to the property in question.
• No editing, altering, or manipulation of The Works (e.g., virtual staging, twilight conversion, or heavy retouching) is allowed without prior approval. Cropping and resizing for format compliance is permitted.

Unauthorized Use & Enforcement

Any unauthorized use of The Works beyond the licensed scope — such as by third parties, after license expiration, or for general branding — constitutes copyright infringement. The Photographer reserves the right to revoke the license and pursue enforcement under U.S. copyright law.

If a third party inquires about use of The Works, The Client is required to refer them directly to The Photographer for proper licensing. The Client may not grant access or rights to The Works under any circumstances.

Refunds, Cancellations, and Reshoots

Retainers are non-refundable. Cancellations within 24 hours of the scheduled shoot may incur a cancellation fee. If a shoot is delayed, unworkable due to property conditions, or canceled after arrival, The Client forfeits the retainer and may owe the full invoice amount.

If dissatisfied, The Client must notify The Photographer within 7 days. A re-edit or reshoot may be offered at The Photographer’s discretion. If satisfaction cannot be achieved, a refund of up to 50% may be granted — but only if The Works have not been used. Upon refund, all rights to use The Works are revoked.

Data & Privacy

All client information, access codes, and private details will be treated as confidential. The Photographer agrees not to share any client information or project data outside the scope of service fulfillment, unless required by law.

Agreement Binding

By commissioning The Works from The Photographer, The Client agrees to be bound by these terms. Any changes must be negotiated and confirmed in writing before services are rendered.