Booking terms and conditions

Last updated: 3 November 2026

These terms explain how booking with us works. “We” and “us” means Colin Stewart Events, the trading name of Colin Stewart, a sole trader based in Glasgow. “You” means the person who books. If you have any questions, email colin@colinstewartevents.com before you book.

1. Booking your date

Your date is secured once we’ve confirmed your booking in writing and received your £100 deposit. Until then, the date is still available to others. The deposit counts towards your total and is non-refundable, because once it’s paid we turn away other bookings for that date.

2. Paying the balance

The balance is due two weeks before your event. If it isn’t paid by then, we’ll get in touch, and if it’s still unpaid we may treat the booking as cancelled. We accept cash or bank transfer.

3. Changing your date

You can move your booking to another date within three months of the original date, as long as you give us at least one month’s notice and we’re free on the new date. Your deposit moves across to the new date.

With less than one month’s notice, or if we can’t find a suitable date within three months, we can’t move the booking. It’s treated as cancelled, and section 4 applies. If you’d like to change the hours or services, we’ll send you an updated quote.

4. If you cancel

Please tell us in writing.

• Your £100 deposit is non-refundable, whenever you cancel.
• If you cancel more than two weeks before your event, there’s nothing more to pay.
• If you cancel within two weeks of your event, the balance is not refunded.

5. If we can’t be there

In the unlikely event that serious illness or an emergency stops us attending, we’ll tell you straight away and try to arrange a suitable replacement photographer, with your agreement. If we can’t, we’ll refund everything you’ve paid, including the deposit.

6. Travel

We’re based in Glasgow and travel up to two hours away. Travel time is charged; we’ll agree the cost with you and include it in your quote. Any parking, tolls or accommodation for late finishes far from Glasgow are agreed with you in advance too.

7. On the day

• Please share timings, key moments and any must-have photos with us at least a week before your event.
• We follow the venue’s rules. Some venues limit flash, where we can stand or when we can film, which can affect what we capture.
• If the event runs over and you’d like us to stay, extra time is charged at a rate we’ll agree with you, if we’re able to.
• We may stop work if we feel unsafe or are treated abusively, without a refund for the remaining time.

8. Your photos, video and audio

• Photos are usually delivered within 14 days. We’ll agree the timing with you up front. Delivery times for content creation and the audio guest book are set out in your quote.
• We choose and edit the best images as one consistent set. We don’t supply unedited files.
• Your gallery is delivered by a secure link and stays online for 60 days, so please download it promptly and keep a backup. We keep a backup for up to three months, unless the photos are used on our website or social media or you ask us to keep them longer. We can’t guarantee to have copies after that.
• Prints are available. Print pricing is on request.

9. Copyright and how you can use your photos

We own the copyright in the photos, video and recordings we create. You can print them, keep them and share them online for personal use. A credit to Colin Stewart Events is always appreciated. Please don’t sell them, use them commercially or enter them into competitions without asking us first, and please don’t add filters or re-edit them, as that changes our work.

10. How we use your photos

We’d love to show some of your photos on our website and social media. We’ll ask your permission first, and only show photos of children with a parent or guardian’s permission. You can say no, or change your mind later, and we’ll take them down.

11. Your guests

Please let your guests know there will be photography, filming and, if booked, audio recording at your event. If anyone would rather not be photographed, tell us and we’ll do our best to leave them out.

12. Things outside our control

We bring backup equipment and take great care, but we can’t be responsible for things outside our control, such as weather, venue restrictions, guests’ behaviour, or events running late. If something stops us delivering what you booked, our liability is limited to the amount you’ve paid us. Nothing in these terms limits our liability for death or personal injury caused by our negligence, or affects your legal rights as a consumer.

13. If you’re unhappy

Please tell us within 7 days of receiving your gallery, and we’ll do our best to put things right.

14. The law

These terms are governed by Scots law, and any dispute will be dealt with by the Scottish courts.