Meridian Visuals, LLC
Terms & Conditions
These terms apply to all sessions booked with Meridian Visuals, LLC — Corporate Headshots, LinkedIn Headshots, and Acting/Theatrical sessions — as well as any add-on services.
Booking a session, paying a retainer, or attending a scheduled session constitutes acceptance of these terms.
01Booking & retainer
1.1A 50% non-refundable retainer is required to reserve your date and time. No date is held until the retainer is received.
1.2The retainer is applied toward your session total. The remaining balance is due on or before the day of the session, prior to image delivery.
1.3Session rates follow the current published pricing guide. Rates are subject to change, but the rate quoted at the time of booking is honored for that session.
1.4Prices are quoted exclusive of any applicable New Jersey sales tax, which is added where required by law.
1.5Accepted payment methods are provided at booking. Returned payments and chargebacks are subject to a $35 fee.
02Travel policy
Meridian Visuals, LLC is an on-location service by default — professional backdrop and studio lighting are transported to your workplace, home, or chosen venue. This section applies to all three session types.
| One-way distance from Morristown, NJ 07960 | Travel fee |
|---|---|
| 0 – 25 miles | Included |
| 26 – 40 miles | +$40 |
| 41 – 60 miles | +$75 |
| 61+ miles | Custom quote |
How distance is measured
2.1Distance is calculated as one-way driving distance from ZIP code 07960 to the confirmed session address, using the standard recommended route in Google Maps at the time of booking. Straight-line distance is not used.
Travel fees are per booking, not per person
2.2The travel fee is charged once per session date and location — not per individual photographed. Group and team sessions of any size incur a single travel fee for that location.
2.3Each additional address, building, or campus visited constitutes a separate travel charge, even on the same day. Multi-day engagements are assessed a travel fee for each day of service.
2.4If the session address changes after booking, the travel fee is recalculated based on the new address. Any increase is due prior to the session; any decrease is credited to the balance.
Tolls, parking & access
2.5Tolls and paid parking are billed to the client at cost and added to the final invoice.
2.6The client arranges accessible, legal parking reasonably near the entrance. Equipment includes backdrop stands, lighting, and cases, and cannot be carried long distances. Where no complimentary parking is available, garage or metered parking is reimbursed at cost.
2.7The client ensures loading access, elevator access where applicable, and building or security clearance for the photographer and equipment prior to arrival.
Sessions beyond 60 miles
2.8Sessions beyond 60 miles are quoted individually and may include mileage, tolls, additional travel time, and — where round-trip travel exceeds a reasonable same-day window — lodging. A written custom quote is provided and must be approved in writing before the date is held.
Refundability & delays
2.9Once the photographer has departed for the session location, the travel fee is non-refundable, regardless of whether the session proceeds.
2.10Reasonable buffer time is built into all travel. In the event of an unforeseen delay — accident, road closure, severe weather — the client is notified promptly, and the session either starts late with full session time preserved where scheduling permits, or is rescheduled at no penalty to either party.
03Studio option
3.1A local rented studio space may be arranged in place of on-location service for +$150, coordinated on the client's behalf.
3.2Studio bookings are subject to third-party availability and are confirmed only once the space is secured.
3.3Studio sessions are subject to the rented facility's rules regarding access times, occupancy, and conduct. Studio time begins and ends at the reserved hours; overtime charged by the venue is passed through at cost.
3.4If the studio is located outside the complimentary 25-mile radius, the travel policy in Section 2 applies.
04Location requirements
4.1The client provides a suitable space of approximately 10 ft × 10 ft with at least 8 ft of ceiling clearance and access to a standard electrical outlet.
4.2Setup and breakdown require approximately 15–20 minutes each, in addition to the booked session time.
4.3The client secures permission to photograph at the chosen location. Venue permits, location fees, and facility charges are the client's responsibility.
4.4If the provided space is unsuitable and no reasonable alternative is available on site, the session may be treated as a cancellation under Section 5.
05Scheduling, rescheduling & cancellation
5.1Rescheduling is permitted at no charge with at least 48 hours' notice, subject to availability, once per booking. Subsequent reschedules incur a $50 fee.
5.2Client cancellation at any time forfeits the 50% retainer. Cancellations made less than 24 hours before the session, and no-shows, are subject to the full session fee.
5.3Late arrival does not extend session time. Sessions run for the duration purchased, beginning at the scheduled start time. Arrivals more than 15 minutes late may be treated as a no-show.
5.4Group sessions are scheduled in per-person time slots. Individuals who miss their slot may be photographed only if time permits; missed slots are not refunded.
5.5Cancellation by Meridian Visuals, LLC due to illness, equipment failure, or emergency results in a rescheduled date or, at the client's election, a full refund including the retainer.
06Session conduct & deliverables
6.1Each package includes the session length, number of retouched images, background options, and turnaround stated in the current pricing guide. Additional retouched images are available at $30 each.
6.2Image selection is made through a private online gallery. Selections should be submitted within 14 days of gallery delivery; turnaround timelines begin upon receipt of selections.
6.3Retouching included in all packages is natural and professional-standard: blemish and stray-hair removal, minor skin evening, and color and exposure correction. Substantive body reshaping, background replacement, and composite work are not included and may be quoted separately.
6.4Turnaround times — 3–5 or 5–7 business days by package — are measured in business days from receipt of final selections. Rush delivery in 48 hours is available for $85 and must be requested at booking.
6.5Unedited, raw, and unselected files are not delivered or sold under any circumstance.
6.6Galleries remain live for 60 days. Clients are responsible for downloading their files within that window. Archive retrieval after expiration, where files remain available, is $50.
07Add-on services
7.1Hair & makeup artist on-site ($225) must be requested at least 7 days in advance and is subject to artist availability. This add-on is non-refundable within 72 hours of the session, as the artist's time is reserved.
7.2Extra outfit or background change ($55) and additional acting looks (+$90 each) should be requested at booking where possible, and are accommodated in-session only if time permits.
7.3Add-on fees are additive to the base session rate and any applicable travel fee.
08Copyright & usage rights
8.1Meridian Visuals, LLC retains full copyright to all images created, in accordance with U.S. copyright law.
8.2Clients receive the usage rights stated in their package — including a full print and commercial usage release for Corporate Headshots, and web and print delivery formatted for the relevant platforms in the LinkedIn and Acting packages.
8.3Delivered images may not be materially altered, re-edited, re-filtered, or cropped in a way that misrepresents the work, and may not be resold or licensed to third parties without written permission.
8.4Credit is appreciated but not required for personal or professional use.
8.5Meridian Visuals, LLC reserves the right to use delivered images for portfolio, website, and social media promotion unless the client requests otherwise in writing prior to the session. Clients photographed under a corporate engagement may be subject to their employer's own restrictions, which the client communicates in advance.
09Liability
9.1In the unlikely event of total equipment failure, data loss, or other circumstance preventing delivery, liability is limited to a full refund of amounts paid. Meridian Visuals, LLC is not liable for indirect or consequential damages, including missed professional opportunities.
9.2The client is responsible for the safety of the session location. Meridian Visuals, LLC is not liable for injury or property damage arising from conditions at a client-provided location.
9.3Personal belongings brought to a session remain the client's responsibility.
10Force majeure
Neither party is liable for failure to perform due to circumstances beyond reasonable control, including severe weather, natural disaster, power outage, public health orders, or government action. In such cases the session is rescheduled in good faith, with all payments credited toward the new date.
11Privacy
Client contact information and images are used solely to fulfill the session and are not sold or shared with third parties, except as needed for service delivery — such as the online gallery platform — or as required by law. Private galleries are password-protected and shared only with the client.
12General
12.1These terms are governed by the laws of the State of New Jersey.
12.2These terms, together with the current pricing guide and any written custom quote, constitute the full agreement between the parties and supersede prior discussions.
12.3Any modification must be agreed in writing.
12.4If any provision is found unenforceable, the remaining provisions remain in effect.
Questions before booking? Reach out and we'll walk through anything here — including a travel quote for your specific address.