Terms & Conditions

These Terms & Conditions govern all services provided by White Sands Weddings. By booking our services, signing a contract, or using our website, you agree to be bound by the terms outlined below. Please read them carefully before booking.

1. About These Terms

These Terms & Conditions ("Terms") constitute a legally binding agreement between you ("Client," "you," or "your") and Mighty Oakes Productions LLC, doing business as White Sands Weddings ("White Sands Weddings," "we," "us," or "our"), a limited liability company registered in the State of Florida.

These Terms apply to all photography and videography services provided by White Sands Weddings, including but not limited to wedding day coverage, engagement sessions, elopements, destination weddings, and any other services we offer. They also govern your use of our website at whitesandsweddings.com.

These Terms are intended to be read alongside your individually signed service contract, which may contain additional or more specific terms. In the event of a conflict between these general Terms and your signed contract, your signed contract will control.

2. Booking, Contracts & Retainer

2.1 How to Book

Your wedding date is not reserved, held, or protected in any way until both of the following conditions have been met: (1) a signed service contract has been executed by all parties, and (2) the non-refundable retainer fee has been received and confirmed. Verbal agreements, email discussions, inquiries, or consultations do not constitute a booking and do not reserve your date.

2.2 Non-Refundable Retainer

A non-refundable retainer fee is required at the time of booking to secure your wedding date. The retainer amount will be specified in your service contract. This retainer compensates White Sands Weddings for reserving your date exclusively — turning away all other inquiries for that day — and is earned in full upon receipt, regardless of whether services are ultimately rendered.

2.3 Contract Execution

Your service contract will be delivered digitally for review and signature. By signing the contract, you confirm that you have read, understood, and agreed to all terms contained within it and within these Terms & Conditions. If you have questions about any provision before signing, please contact us prior to execution.

2.4 Date Exclusivity

Once your booking is confirmed, White Sands Weddings will not accept another booking for the same date. We commit our full team and resources to your wedding day. This exclusivity is a core part of what you are booking and is reflected in our pricing and retainer structure.

3. Payment Terms

3.1 Payment Schedule

Your total investment will be outlined in your service contract. Payments are typically structured as follows: a non-refundable retainer due at booking to secure your date, and the remaining balance due no later than 30 days prior to your wedding date. Specific payment amounts and due dates will be confirmed in your contract. Any deviation from this schedule must be agreed upon in writing.

3.2 Late Payments

If the remaining balance is not received by the due date specified in your contract, White Sands Weddings reserves the right to suspend or cancel services without refund of the retainer. We will make reasonable efforts to contact you before taking this action. A late payment fee may apply as specified in your contract.

3.3 Accepted Payment Methods

We accept payment via the methods specified at the time of invoicing. These may include credit or debit card, bank transfer (ACH), or other methods made available through our payment processor. All payments are processed in U.S. dollars. Payment processing fees, if any, will be disclosed at the time of payment.

3.4 Pricing & Package Changes

The pricing confirmed in your signed contract is locked for your event. Any additions or upgrades to your package requested after contract execution are subject to availability and current pricing at the time of the request. We will confirm any additions in a written amendment to your contract.

3.5 Taxes

All applicable taxes, if any, will be included in your invoice as required by Florida state law and any other applicable jurisdiction.

4. Cancellation & Rescheduling Policy

4.1 Cancellation by Client

In the event that you need to cancel your booking, please notify us in writing as soon as possible. The following cancellation terms apply:

• The non-refundable retainer is forfeited in all cancellation scenarios, regardless of timing
• Cancellations made more than 90 days before the wedding date: retainer only is forfeited; no additional fees apply
• Cancellations made between 30 and 90 days before the wedding date: 50% of the remaining contract balance is due
• Cancellations made fewer than 30 days before the wedding date: the full remaining contract balance is due

These fees reflect the reality that late cancellations prevent us from rebooking your date. The specific terms in your signed contract will govern in the event of any conflict with the above.

4.2 Rescheduling by Client

If you need to reschedule your wedding date, please notify us in writing as soon as possible. We will do our best to accommodate your new date based on availability. If your new date is available, your retainer and any payments made will be transferred to the new date, subject to a rescheduling fee as specified in your contract. If your new date is not available, the cancellation policy in Section 4.1 will apply.

Rescheduling requests made within 30 days of the original wedding date are subject to full contract balance being due, as our resources have already been committed.

4.3 Cancellation by White Sands Weddings

In the rare event that White Sands Weddings must cancel your booking due to a genuine emergency, illness, or circumstance beyond our control, we will make every reasonable effort to find a qualified replacement photographer and/or videographer of comparable skill and style. If a suitable replacement cannot be found and services cannot be rendered, a full refund of all payments made will be issued. White Sands Weddings' liability in this scenario is limited to the refund of payments received and does not extend to any other costs, damages, or expenses incurred by the client.

4.4 Postponements Due to Force Majeure

Please see Section 12 for terms related to postponements or cancellations resulting from events beyond either party's control.

5. Services & Coverage

5.1 Scope of Services

The specific services to be provided — including coverage hours, number of photographers and/or videographers, deliverables, and any additional services — will be detailed in your signed service contract. Services not explicitly listed in your contract are not included.

5.2 Coverage Hours

Coverage begins and ends at the times specified in your contract. If coverage is requested beyond the contracted hours on the day of the event, additional overtime fees will apply at the rate specified in your contract, billed in one-hour increments. Overtime coverage is subject to availability and team capacity on the day of the event and is not guaranteed.

5.3 Artistic Discretion

White Sands Weddings is hired for our distinct artistic style, approach, and creative vision. While we welcome shot lists, inspiration boards, and communication about your vision and priorities, we retain full creative and artistic discretion in how we capture, compose, and edit your wedding day. Our delivered images and films will reflect our signature style as presented in our portfolio. If you have specific stylistic expectations, please discuss them with us prior to booking to ensure we are the right fit.

5.4 Shot Lists

We welcome a list of important family groupings and specific formal portraits to ensure no key combinations are missed. However, extensive prescriptive shot lists for candid, documentary, or artistic coverage can limit our creative movement and ultimately reduce the quality and variety of your final product. We respectfully reserve the right to use our professional judgment in how we allocate time and attention throughout your day.

5.5 Venue & Location Access

It is the client's responsibility to ensure that White Sands Weddings has the necessary permissions, clearances, and access to photograph and film at all locations on the wedding day, including the ceremony venue, reception venue, and any other locations. If access is restricted or denied by a venue or property owner, White Sands Weddings will do its best to work within those constraints but cannot be held responsible for incomplete coverage resulting from access restrictions we were not informed of in advance.

6. Photography & Videography Deliverables

6.1 Photographs

The number of edited photographs delivered will depend on the length of coverage and the flow of your wedding day. While we do not guarantee a specific number of images, our typical delivery ranges will be communicated during the booking process and may be referenced in your contract. Delivered images will be professionally edited in our signature style, including color correction, exposure adjustment, and tonal refinement.

6.2 Video Films

Video deliverables — including highlight films, ceremony films, and any other video products — will be specified in your contract. Final films will be edited and color-graded in our signature cinematic style, including music selected by our team unless otherwise agreed. Client-requested music is subject to licensing and copyright restrictions; see Section 6.4 for details.

6.3 Editing Style & Consistency

All delivered images and films are edited to our signature aesthetic. We do not provide heavy-handed retouching, body modification, or filters that fundamentally alter the natural appearance of subjects unless specifically contracted. Requests for significant style alterations after delivery are outside the scope of standard services and may be quoted as a separate service.

6.4 Music Licensing

Music used in wedding films is subject to copyright law. White Sands Weddings uses properly licensed music through licensed music libraries to ensure your film can be shared on social media and video platforms without copyright strikes or muting. If you request specific songs for your film, we cannot guarantee their use due to licensing restrictions. We will always recommend licensed alternatives that match your desired mood and style.

6.5 Gallery Delivery

Final photo galleries are delivered via an online gallery platform (currently Pixieset, Pic-Time, or similar). Download instructions will be provided at delivery. It is the client's responsibility to download and back up all delivered files. Gallery links are active for the period specified in your contract or delivery email. White Sands Weddings is not responsible for files that are not downloaded before the gallery expiration date.

7. Delivery Timelines

7.1 Standard Delivery

Delivery timelines for photographs and video films are specified in your service contract. Standard timelines are as follows unless your contract states otherwise:

• Sneak peek images (if included in your package): within 1–2 weeks of your wedding date
• Full edited photo gallery: within 6–8 weeks of your wedding date
• Highlight wedding film: within 8–12 weeks of your wedding date
• Full ceremony or reception films (if included): within 10–16 weeks of your wedding date

7.2 Peak Season Timelines

During peak wedding season (typically April through October along the Gulf Coast), delivery timelines may extend by up to 2–4 additional weeks. We will communicate any anticipated delays proactively.

7.3 Rush Delivery

Rush delivery requests may be accommodated at an additional fee based on availability. Rush requests must be made in writing and confirmed by White Sands Weddings prior to the wedding date.

7.4 Revisions

Minor revision requests (such as adjustments to color tone or brightness on a small number of images) may be submitted within 14 days of gallery delivery and will be addressed at our discretion. Extensive re-editing, style changes, or large-scale revision requests are outside the scope of standard services and may be quoted separately.

8. Copyright, Licensing & Image Usage

8.1 Copyright Ownership

All photographs and video films created by White Sands Weddings are the exclusive copyrighted property of Mighty Oakes Productions LLC under United States copyright law (17 U.S.C. § 101 et seq.). Copyright ownership remains with White Sands Weddings regardless of who commissioned or paid for the work.

8.2 Client Personal Use License

Upon receipt of final payment, White Sands Weddings grants you a non-exclusive, non-transferable, royalty-free license to use your delivered images and films for personal, non-commercial purposes. Permitted personal uses include printing photographs for personal or family use, sharing images and films on personal social media profiles, creating personal albums or gifts, and displaying prints in your home.

8.3 Prohibited Uses

Without prior written permission from White Sands Weddings, you may not:

• Use images or films for commercial purposes, advertising, or business promotion
• Sell, license, or transfer images or films to any third party
• Submit images or films to competitions, publications, or press under your own name
• Apply filters, heavy crops, or alterations that materially change the images before sharing publicly in a way that misrepresents our work
• Remove or alter any watermarks, metadata, or copyright information embedded in delivered files

8.4 White Sands Weddings Portfolio Use

Unless you have specifically requested otherwise in writing in your signed contract, White Sands Weddings retains the right to use images and films from your wedding for portfolio display, website use, social media, blog features, styled submissions to wedding publications, and other business promotion purposes. We will always present your images with care and professionalism.

8.5 Credit & Attribution

When sharing images or films publicly — including on social media, personal blogs, or when submitting to publications — we kindly request that you credit White Sands Weddings as the photographer and/or videographer. This is not legally required under your personal use license but is greatly appreciated and supports our small business.

9. Client Responsibilities

9.1 Accurate Information

It is your responsibility to provide accurate and complete information about your wedding day, including the timeline, venue addresses, the names and roles of key family members, and any special moments or priorities. Incomplete or incorrect information may result in missed coverage opportunities for which White Sands Weddings cannot be held responsible.

9.2 Timeline Cooperation

A realistic wedding day timeline is essential to great photography and videography. We strongly recommend building buffer time into your timeline for getting ready, travel between locations, and unexpected delays. If the timeline runs significantly behind schedule, it may result in reduced coverage time for certain moments, such as formal portraits or golden hour sessions. White Sands Weddings is not responsible for coverage gaps resulting from timeline delays outside our control.

9.3 Guest and Family Cooperation

During formal portrait sessions and key moments, it is helpful to designate a family member or coordinator who can assist in organizing groups for photographs. Uncooperative guests or extended delays in assembling groups will reduce the time available for portraits. We appreciate your help in keeping the day moving.

9.4 Venue Rules & Restrictions

Please inform us in advance of any venue rules regarding photography or videography, including restrictions on flash, lighting equipment, drone usage, access to certain areas, or specific ceremony restrictions. We will do our best to work within those constraints, but cannot guarantee coverage quality when significant restrictions have not been communicated in advance.

9.5 Unplugged Ceremonies

We strongly encourage unplugged ceremonies — asking guests to put away phones and cameras during the ceremony. Guest devices in the aisle, raised above heads, or in front of our lenses can obstruct key moments and compromise the quality of your coverage. We support you in making this request of your guests and can suggest ceremony announcement language if needed.

9.6 Safe Working Conditions

You agree to ensure that White Sands Weddings team members are provided with safe and reasonable working conditions throughout the event. This includes access to water and a meal during events exceeding six hours of coverage. In the event of a genuinely unsafe situation — including hostile guests, dangerous conditions, or conduct that endangers our team — we reserve the right to discontinue coverage without refund.

10. Raw Footage & Unedited Files

Raw, unedited image files and raw video footage are the exclusive property of White Sands Weddings and are not included in any package unless explicitly stated in your signed contract as a specific add-on. We do not sell, transfer, or provide access to unedited files as a standard practice. This applies to all RAW photo files, unedited video clips, and any intermediate production files.

The reason for this policy is professional: unedited files do not represent the finished, polished standard of our work. Releasing unedited files publicly would misrepresent our brand and the quality of our artistry. We appreciate your understanding of this boundary.

11. Travel & Destination Weddings

11.1 Local Coverage Area

White Sands Weddings is based in Destin, Florida. Travel within a reasonable radius of our home base (as defined in your contract) is included in standard pricing. Events beyond this radius are subject to travel fees.

11.2 Travel Fees

For weddings requiring significant travel — including destination weddings outside the Gulf Coast region, domestic travel requiring flights, and international destination weddings — travel costs including flights, accommodations, ground transportation, and applicable per diem expenses will be itemized and included in your contract or quoted separately. Travel fees are non-refundable once travel has been booked.

11.3 Destination Wedding Logistics

For destination weddings, it is the client's responsibility to provide accurate information about the venue, local conditions, transportation logistics, and any permits required for photography and videography on location. White Sands Weddings is not responsible for complications arising from incomplete or inaccurate destination information.

11.4 International Travel

For international weddings, the client is responsible for ensuring that White Sands Weddings team members are permitted to work in the destination country. Any visa requirements, work permits, or local documentation required for us to legally provide services in another country must be identified and arranged in advance. White Sands Weddings will cooperate fully in providing any required documentation from our end.

11.5 Travel Disruptions

In the event of travel disruptions beyond our control — including flight cancellations, severe weather delays, or other transportation failures — White Sands Weddings will make every reasonable effort to reach your destination and provide coverage. If arrival is delayed or impossible due to circumstances outside our control, our liability is limited to a prorated refund for uncovered time. Travel insurance is strongly recommended for destination weddings.

12. Force Majeure & Circumstances Beyond Our Control

Neither party shall be held liable for failure to perform their obligations under this agreement if such failure results from circumstances genuinely beyond their reasonable control, including but not limited to: natural disasters, hurricanes, tropical storms, severe weather events, government-mandated restrictions or closures, pandemics or public health emergencies, declared states of emergency, acts of war or terrorism, power failures, or other extraordinary events that make performance impossible or unlawful.

12.1 Client-Initiated Postponement Due to Force Majeure

If your wedding must be postponed due to a qualifying force majeure event, we will work with you in good faith to reschedule to a mutually available date. Your retainer and all payments made will be credited toward the rescheduled date. If no mutually available date can be agreed upon within 12 months of the original date, the retainer will be considered earned and no refund will be issued for it, though any payments beyond the retainer may be refunded at our discretion.

12.2 Performance Impossibility

If White Sands Weddings is unable to perform services on your wedding day due to a force majeure event (such as a hurricane evacuation order), we will make every reasonable effort to arrange a qualified substitute. If substitute coverage cannot be arranged and services cannot be performed, a full refund of all payments received will be issued. This represents the full extent of our liability in such circumstances.

13. Equipment & Technical Limitations

White Sands Weddings uses professional-grade photography and videography equipment and carries backup equipment to guard against equipment failure. In the unlikely event of equipment malfunction, we will use all available backup equipment to continue coverage.

However, we cannot guarantee specific technical results under all conditions. Photography and videography are inherently affected by available light, venue conditions, weather, and other environmental factors. We will always apply our full professional skill and experience to deliver the best possible results, but certain limitations — such as very low light without permission to use artificial lighting, highly restrictive venue policies, or uncontrollable environmental conditions — may affect image quality. These factors do not constitute a breach of contract.

14. Second Shooters, Associate Artists & Team Members

Depending on your package, your wedding day coverage may include second photographers, second videographers, or other associate team members from the White Sands Weddings creative team. The composition of your team for your specific event will be communicated in advance. All team members are selected, trained, and supervised by White Sands Weddings and work under our creative direction and quality standards.

In the event that a specific team member named in your contract is unable to attend due to illness, emergency, or other unforeseen circumstance, White Sands Weddings reserves the right to substitute a qualified team member of comparable skill. We will notify you of any changes as soon as possible. This does not constitute a breach of contract.

15. Outdoor, Beach & Weather Conditions

White Sands Weddings serves many couples on the Gulf Coast at outdoor venues, beach ceremonies, and waterfront locations. Outdoor weddings are subject to natural lighting conditions, weather, and environmental factors that are entirely outside our control. We do not offer refunds or discounts due to weather conditions, including overcast skies, rain, wind, harsh midday light, or other natural conditions that may affect the aesthetic of your images.

We embrace natural conditions as part of the authentic coastal storytelling we provide and will always work creatively within the environment of your day. If your ceremony or event is canceled or postponed due to weather, the cancellation and rescheduling policies in Section 4 will apply.

For couples planning beach ceremonies, please be aware that beach access, parking, and conditions can vary. It is your responsibility to confirm any permits required for your beach ceremony location. White Sands Weddings is not responsible for coverage limitations arising from restricted or inaccessible beach locations.

16. Limitation of Liability

16.1 Maximum Liability

In the event of any claim arising from or related to services provided by White Sands Weddings — including any claim of negligence, breach of contract, or failure of services — our total liability to you shall not exceed the total amount of payments received from you under your service contract. We are not liable for any indirect, incidental, consequential, special, or punitive damages.

16.2 No Guarantee of Specific Results

While we will apply our full professional skill and experience to your wedding, photography and videography are creative services subject to the conditions of your specific event. We cannot guarantee specific results, a specific number of images, specific lighting conditions, or that every desired moment will be captured. Weddings are live, unpredictable events and some moments may be missed despite our best efforts.

16.3 File Loss or Corruption

In the unlikely and catastrophic event of total or significant loss of image or video files due to equipment failure, media corruption, or other technical failure beyond our control, our liability is limited to a refund of payments received. We maintain backup protocols and redundant storage during and after your event to minimize this risk, but cannot guarantee against all possible scenarios of data loss.

16.4 Third-Party Actions

White Sands Weddings is not responsible for coverage missed or compromised due to the actions of other guests, other vendors, venue staff, or any third party present at your event, including guests blocking shots, other photographers creating interference, or venue staff restricting access without prior notice to us.

17. Model Release & Portfolio Use

By signing a service contract with White Sands Weddings, you grant us a perpetual, worldwide, royalty-free license to display, reproduce, and distribute images and films from your wedding for the purposes of portfolio display, website and blog use, social media promotion, editorial submissions, advertising, and other business purposes — unless you have specifically and explicitly requested in writing that your images be kept private.

This model release applies to you and your partner as the contracting parties. For images featuring other identifiable individuals — including minor children — we exercise professional discretion and will not use images in a manner that is harmful or embarrassing. If a family member or guest has a specific concern about their appearance in our portfolio, please contact us and we will address it in good faith.

If you wish to restrict our use of your images for portfolio or marketing purposes, you must communicate this in writing before or at the time of contract signing. Post-delivery restrictions may be accommodated at our discretion.

18. Social Media & Online Sharing by Clients

You are welcome and encouraged to share your delivered photographs and films on your personal social media profiles. When sharing our work publicly, we kindly ask that you:

• Credit White Sands Weddings in your post caption or tag our official accounts
• Share images in their delivered quality without applying heavy external filters that significantly alter the color or aesthetic
• Not represent our images as your own photography or claim them as the work of another photographer or videographer

We ask that you do not submit our images or films to wedding blogs, publications, or directories under your own name without first coordinating with us, as we manage editorial submissions on behalf of our portfolio and brand. We are happy to coordinate joint submissions and will always ensure you are credited as the couple.

19. Vendor Referrals

White Sands Weddings may recommend other wedding vendors — including planners, venues, florists, DJs, hair and makeup artists, and others — as a courtesy to our clients. These recommendations are based on our professional experience and genuine belief in the quality of those vendors' work. However, all vendor relationships are independent, and White Sands Weddings is not responsible for the actions, performance, quality, or conduct of any third-party vendor we refer. Clients should independently evaluate and contract with any referred vendor.

Some vendor referrals may involve a professional referral relationship or affiliate arrangement. We will always disclose material financial relationships if they exist and will never recommend a vendor we do not genuinely believe in for the sake of a referral fee.

20. Website Terms of Use

20.1 Permitted Use

You may use our website at whitesandsweddings.com for personal, non-commercial purposes — specifically to learn about our services, view our portfolio, read our blog, and submit an inquiry. You may not use our website for any unlawful purpose, to scrape or harvest content, to attempt unauthorized access to our systems, or to interfere with the operation of our website.

20.2 Intellectual Property

All content on our website — including photographs, video films, written content, blog posts, logos, branding elements, and design — is the intellectual property of Mighty Oakes Productions LLC and is protected by U.S. copyright law. You may not reproduce, download, republish, or distribute any website content without our prior written permission.

20.3 Accuracy of Information

We make reasonable efforts to ensure that information on our website is accurate and up to date. However, pricing, availability, packages, and other details are subject to change. Information on our website does not constitute a binding offer. All services are subject to your individual signed contract.

20.4 Disclaimer of Warranties

Our website is provided "as is" without warranty of any kind. We do not guarantee that the website will be available at all times, error-free, or free from viruses or other harmful components. We are not liable for any damages arising from your use of or inability to use our website.

21. SMS Communications

By providing your phone number and opting in to SMS communications with White Sands Weddings, you consent to receive text messages from us related to your inquiry, booking, and wedding day coordination. SMS communications are governed in full by our Privacy Policy, which is incorporated into these Terms by reference. Please review our Privacy Policy at whitesandsweddings.com/privacy-policy for complete details on SMS opt-in, opt-out, message frequency, and carrier rates.

To opt out of SMS communications at any time, reply STOP to any message from us. Reply HELP for assistance.

22. Governing Law & Dispute Resolution

22.1 Governing Law

These Terms & Conditions and all service contracts between you and White Sands Weddings are governed by and construed in accordance with the laws of the State of Florida, without regard to its conflict of law provisions.

22.2 Informal Resolution

In the event of any dispute, claim, or controversy arising from or relating to these Terms or our services, the parties agree to first attempt to resolve the matter through good-faith communication. Please contact us directly in writing, and we will make a genuine effort to reach a reasonable resolution within 30 days.

22.3 Mediation

If informal resolution is unsuccessful, the parties agree to attempt mediation before pursuing litigation. Mediation shall be conducted by a mutually agreed-upon mediator in Okaloosa County, Florida, with costs shared equally between the parties.

22.4 Jurisdiction

If mediation is unsuccessful and legal action is necessary, both parties consent to the exclusive jurisdiction of the state and federal courts located in Okaloosa County, Florida. The prevailing party in any legal proceeding shall be entitled to recover reasonable attorney's fees and costs.

22.5 Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable, the remaining provisions will continue in full force and effect. The invalid provision will be modified to the minimum extent necessary to make it enforceable.

22.6 Entire Agreement

These Terms, together with your individually signed service contract and our Privacy Policy, constitute the entire agreement between you and White Sands Weddings with respect to our services. They supersede all prior discussions, negotiations, and understandings.

23. Changes to These Terms

White Sands Weddings reserves the right to update these Terms & Conditions at any time. The effective date at the top of this page will be updated to reflect any changes. For clients with active signed contracts, the version of these Terms in effect at the time of contract execution will govern that booking. Updated Terms apply to new bookings made after the update date.

We recommend reviewing these Terms periodically. Material changes will be noted on our website.

24. Contact Us

If you have questions about these Terms & Conditions or any aspect of your booking, please reach out. We are always happy to clarify and discuss.

Disclaimer: These Terms & Conditions were prepared for Mighty Oakes Productions LLC d/b/a White Sands Weddings and reflect our current business practices as of the effective date above. This document does not constitute legal advice. We recommend periodic review with a licensed attorney familiar with Florida contract law, intellectual property law, and any regulations applicable to your specific services and client base. Your individually signed service contract governs the specific terms of each booking and may supersede certain provisions of these general Terms.