Terms & Conditions for In-Person Workshops & Training Events

Institute of Wedding Photographers (IOWP)

Last updated: November 2025

Introduction

These Terms and Conditions (“Terms”) apply to bookings for in-person photography workshops, portfolio-building days, practical photography training, multi-day courses and international photography workshops (“Workshops”) organised by the Institute of Wedding Photographers (IOWP), including events promoted in association with One Vision Photography & Videography.

Throughout these Terms, “we”, “us” and “our” refer to the business identified as the event organiser in your booking confirmation. “You” and “participant” refer to the person making or attending the booking, as applicable.

By completing a booking, you agree to these Terms, subject to your statutory rights.

Please read them carefully before booking.

1. Bookings and Payments

1.1 Booking Confirmation

Your place on a Workshop is confirmed once we have accepted your booking and received the required payment or agreed deposit.

A booking confirmation will be sent to the email address provided.

Workshop places are limited and are allocated subject to availability.

1.2 Payment Methods

We accept the following payment methods where available:

• Credit or debit card

• Bank transfer

• Approved instalment payment plans

Payment options will be displayed or confirmed before booking.

1.3 Instalment Plans

Where instalment payments are offered:

• Payment dates and amounts will be agreed when booking.

• Unless otherwise agreed, the full balance must be paid no later than 30 calendar days before the Workshop.

• Participants must ensure payments are made on time.

• If a payment is missed, we will contact you and provide a reasonable opportunity to resolve the outstanding balance.

• If payment remains outstanding, we may cancel the booking after giving written notice.

Any refund or outstanding payment liability following cancellation will be assessed under Section 2, including our reasonable losses and any applicable statutory rights.

Instalment payments are not automatically non-refundable.

1.4 Pricing

All prices are displayed in pounds sterling (GBP), unless otherwise stated.

Prices include VAT where applicable.

We reserve the right to change advertised prices for future bookings. Any price change will not affect a confirmed booking unless you agree to a change.

1.5 Booking Information

Participants are responsible for providing accurate contact details.

We will use the email address supplied during booking to communicate important information, including joining instructions, venue details and any changes to the Workshop.

2. Cancellations, Refunds and Transfers

2.1 Cancellation by the Participant

We understand that circumstances can change and you may no longer be able to attend.

If you need to cancel, please notify us in writing at info@iowp.co.uk as soon as possible.

Our Workshops involve advance planning, limited places, venue arrangements, models, trainers and other costs.

Where a participant cancels, we may retain or charge a reasonable amount to cover losses directly arising from the cancellation, subject to applicable consumer law.

Any cancellation charge will take account of:

• Costs reasonably incurred in connection with your booking.

• Costs we can avoid or recover following cancellation.

• Whether we can successfully fill your place.

• Any other direct loss reasonably resulting from the cancellation.

We will take reasonable steps to minimise our losses and will not charge more than is fair and legally recoverable.

Where appropriate, we will refund any balance remaining after reasonable cancellation charges.

2.2 Statutory Cancellation Rights

Some bookings made online, by telephone or away from business premises may qualify for a statutory cancellation period under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

Certain services relating to leisure activities on specified dates may be exempt from that right. However, not every photography training course or workshop necessarily qualifies for the exemption.

Where a statutory cancellation right applies, we will honour it and provide the required cancellation information.

Nothing in these Terms removes or restricts your statutory rights.

2.3 Transferring Your Booking

If you are unable to attend your booked Workshop, you may request to:

• Transfer your place to another person.

• Transfer to another available Workshop date.

Transfers are subject to availability and our agreement.

We will consider reasonable transfer requests wherever possible.

A reasonable administration fee of up to £25 may apply where additional administration is required. Any fee will be explained before the transfer is confirmed and will not exceed our reasonable additional costs.

If the replacement Workshop is more expensive, you will be asked to pay the difference before confirming the transfer.

If it is less expensive, any price adjustment will be agreed with you.

Transfers do not remove any statutory rights.

2.4 Cancellation by IOWP

Although we make every effort to deliver Workshops as advertised, circumstances may occasionally require us to cancel an event.

Reasons may include:

• Insufficient participant bookings.

• Trainer illness or unavailability.

• Venue closure or unexpected venue restrictions.

• Serious health and safety concerns.

• Severe weather or significant travel disruption.

• Circumstances beyond our reasonable control.

If we cancel a Workshop before it begins, you will be offered:

Option 1 – Full Refund

A full refund of all amounts paid to us for the cancelled Workshop.

Option 2 – Transfer to Another Workshop

The opportunity to transfer to another available Workshop, subject to your agreement.

You are not required to accept a transfer or credit instead of a refund.

Refunds will be processed without undue delay, normally within 14 calendar days of confirming your refund choice, using the original payment method wherever possible.

2.5 Minimum Attendance Requirements

Some Workshops require a minimum number of participants to ensure that the event is financially viable and delivers the intended training experience.

We reserve the right to cancel a Workshop where the required minimum number of bookings has not been reached.

For UK Workshops, we aim to confirm whether the event will proceed at least 14 calendar days before the scheduled start date.

For international or residential Workshops, we aim to provide confirmation at least 30 calendar days before the start date, wherever reasonably possible.

These are our intended confirmation periods. Where an exceptional situation requires a later cancellation, we will notify participants as soon as reasonably practicable.

If a Workshop is cancelled due to insufficient attendance, participants will receive the refund or transfer options outlined in Section 2.4.

2.6 Rescheduling a Workshop

If we need to move a Workshop to another date, we will notify participants as soon as possible.

You will be offered:

• The opportunity to attend the rescheduled Workshop; or

• A full refund if you do not wish to accept the new date.

A replacement date will not be imposed without your agreement.

2.7 Travel, Accommodation and Other Expenses

Unless expressly included in your booking, participants are responsible for arranging and paying for their own:

• Travel and transport

• Accommodation

• Meals and refreshments

• Parking

• Childcare

• Other personal expenses

We strongly recommend booking refundable travel and accommodation wherever possible and considering suitable travel insurance.

Where a Workshop is cancelled or rescheduled, we do not undertake to reimburse independently arranged expenses unless we are legally responsible for those losses.

Nothing in this clause excludes or limits any liability that cannot lawfully be excluded, including any legally recoverable losses resulting from our breach of contract or negligence.

2.8 Non-Attendance

If you do not attend a Workshop without notifying us, this will generally be treated as a participant cancellation.

Any refund entitlement will be determined under these Terms and applicable law.

We cannot guarantee that missed training can be repeated or provided on another date.

3. Workshop Content and Delivery

3.1 Workshop Programme

We aim to deliver the training, activities and experience described at the time of booking.

Workshop programmes may include:

• Photography techniques and practical demonstrations

• Camera and lighting training

• Off-camera flash and creative lighting

• Wedding photography portfolio development

• Business, marketing and pricing education

• Practical sessions with models or couples

• Group discussions and individual guidance

The precise content will depend on the Workshop booked.

3.2 Changes to the Programme

We may make reasonable adjustments to the programme where necessary.

These may include changes to:

• The order of activities

• Shooting locations

• Models or couples

• Equipment demonstrations

• Timings

• Trainers or guest speakers

We will aim to maintain the overall purpose and quality of the Workshop.

If a proposed change materially alters the essential nature of the Workshop, we will inform you and explain your options, which may include a refund.

3.3 Weather and Outdoor Photography

Some Workshops include outdoor photography.

Weather conditions cannot be guaranteed.

We may adjust shooting locations, lighting techniques or activities to accommodate the weather and maintain participant safety.

Poor weather alone will not automatically result in cancellation where the Workshop can still be delivered substantially as agreed.

3.4 Training Outcomes

Our Workshops are designed to improve photographic skills, confidence, creativity and business knowledge.

However, individual results will vary depending on experience, participation and application of the training.

We do not guarantee specific business income, client bookings, awards, qualifications or commercial success.

This does not affect our obligation to provide the training with reasonable care and skill.

4. Photography, Portfolio Use and Image Rights

4.1 Photographs Taken During Workshops

Participants may use photographs they personally take during authorised Workshop sessions for:

• Their photography portfolio

• Personal or business websites

• Social media

• Photography advertising and marketing

• Demonstrating their photographic skills

These permissions are subject to any model releases, venue restrictions and additional usage conditions communicated before or during the Workshop.

4.2 Copyright Ownership

Subject to applicable law and any separate written agreement, participants retain copyright in the original photographs they create during the Workshop.

IOWP does not automatically acquire copyright ownership of participant photographs.

4.3 Model Credits and Usage Restrictions

Where a model release or specific usage agreement requires credit, participants must comply with those requirements.

Participants must respect the rights, privacy and agreed permissions of all models and couples.

Photographs must not be used in a misleading manner, including falsely representing a styled Workshop photograph as an actual client wedding.

4.4 Restricted Commercial and Educational Use

Without prior written permission from IOWP and any other relevant rights holders, Workshop photographs must not be used:

• As stock photography offered for sale or licensing.

• To advertise or deliver competing photography workshops.

• As teaching materials within paid courses.

• To create commercial photography training videos.

• In commercial educational products or training programmes.

Normal portfolio use and promotion of your own photography services remain permitted under Section 4.1.

4.5 Sharing Images With IOWP

We may invite participants to share their Workshop photographs for our website, social media or promotional materials.

Submitting photographs for promotional use is voluntary.

We will seek appropriate permission before using participant photographs outside any licence expressly agreed during booking or submission.

Copyright remains with the photographer unless otherwise agreed in writing.

5. Models, Locations and Photography Permissions

5.1 Models and Couples

Some Workshops feature professional models, real couples or styled wedding photography sessions.

We will aim to arrange appropriate permissions for the intended Workshop photography.

Where required, usage permissions and restrictions will be provided to participants.

Participants must not photograph models outside authorised shooting sessions without permission.

5.2 Model Releases

Where applicable, model release information will be provided before or during the Workshop.

Participants must comply with any limitations on image usage.

Where the intended commercial use is not covered by the release, participants are responsible for obtaining any additional permission required.

5.3 Photography Locations

Workshops may take place at public locations, private venues, historical buildings, hotels or other suitable locations.

Some venues may impose restrictions on:

• Photography equipment

• Flash photography

• Tripods and lighting stands

• Drone operation

• Commercial photography

• Access to specific areas

Participants must follow all venue rules and instructions from the Workshop organiser.

5.4 Location Changes

We may change a photography location where access becomes unavailable, permissions change or safety concerns arise.

Where possible, we will provide a suitable alternative that preserves the intended training experience.

6. Behaviour, Conduct and Safety

6.1 Professional Behaviour

All participants are expected to behave respectfully and professionally towards:

• Other photographers

• Models and couples

• Trainers and staff

• Venue employees

• Members of the public

Harassment, discrimination, bullying, threatening behaviour or inappropriate conduct will not be tolerated.

6.2 Removal From a Workshop

We reserve the right to remove a participant whose behaviour creates a serious safety risk or significantly disrupts the Workshop.

Where reasonably possible, we will explain the concern and provide an opportunity to correct the behaviour.

Where immediate removal is necessary, we may ask the participant to leave without further warning.

Any refund entitlement will be assessed fairly, taking account of the circumstances, services already provided and applicable law.

6.3 Health and Safety

Participants must follow reasonable health and safety instructions throughout the Workshop.

Photography activities may involve:

• Walking between locations

• Outdoor environments

• Uneven ground

• Lighting stands and electrical equipment

• Low-light photography

• Working near roads or public spaces

Participants should take reasonable care for their own safety and that of others.

We will take reasonable steps to organise and deliver Workshops safely.

6.4 Accessibility and Medical Requirements

If you have accessibility requirements or a medical consideration that may affect participation, please contact us before booking or as soon as reasonably possible.

We will discuss reasonable adjustments where appropriate.

Participants are not required to disclose unnecessary medical information.

7. Equipment and Personal Belongings

7.1 Equipment Requirements

Participants are responsible for bringing the equipment recommended for their Workshop.

This may include:

• Camera body

• Suitable lenses

• Fully charged batteries

• Memory cards

• Flash equipment and triggers

• Tripod or lighting accessories

• Suitable clothing and footwear

Any specific requirements will be communicated before the Workshop.

7.2 Equipment Responsibility

Participants remain responsible for the reasonable care and security of their equipment and personal belongings.

We recommend suitable equipment insurance.

IOWP will not normally be responsible for loss, theft or damage caused by circumstances outside our reasonable control.

However, nothing in these Terms excludes liability for loss or damage caused by our negligence or other circumstances for which we are legally responsible.

7.3 Use of Lighting and Other Equipment

Participants must operate equipment safely and follow the manufacturer's instructions.

Lighting stands, flashes, cables and other accessories must be positioned so they do not create unreasonable risks.

Participants must not use equipment in a way that endangers others or breaches venue restrictions.

8. Intellectual Property and Training Materials

8.1 Ownership of Training Materials

All original training materials supplied by IOWP, including presentations, worksheets, course notes, instructional videos, diagrams and educational resources, remain the intellectual property of IOWP or their respective rights holders.

8.2 Personal Learning Use

Participants may use supplied training materials for their own learning and professional development.

Unless written permission has been granted, participants must not:

• Reproduce or distribute training materials commercially.

• Sell or sublicense the materials.

• Upload paid training materials to public websites.

• Repackage the materials into their own training courses.

• Share restricted course content with non-participants.

8.3 Recording Workshops

Audio recording, video recording, live streaming or filming training sessions is not permitted without prior written permission.

This restriction includes recording teaching presentations and demonstrations for redistribution.

Personal photographs may be taken where the trainer and venue permit them.

9. International Workshops

9.1 International Events

Additional arrangements may apply to Workshops held outside the United Kingdom, including our Italy photography Workshops.

Any event-specific conditions will be provided before booking.

Where there is a conflict between these general Terms and clearly disclosed event-specific conditions, the event-specific conditions will apply only to the extent permitted by law.

9.2 Travel Arrangements

Unless expressly stated otherwise in the Workshop description, participants are responsible for:

• Flights

• Airport transfers

• Accommodation

• Passports and applicable entry requirements

• Travel insurance

• Personal spending

• Meals not included in the Workshop package

9.3 Travel Insurance

We strongly recommend comprehensive travel insurance covering cancellation, medical expenses, personal belongings and relevant photography equipment.

9.4 International Workshop Cancellation

If IOWP cancels an international Workshop before it begins, participants will be entitled to a refund of the Workshop payments made to us or may voluntarily choose an alternative date.

Responsibility for additional losses will be determined under applicable law.

9.5 Package Travel Regulations

Where an international Workshop booking includes additional travel services, such as accommodation or transport, additional legal protections may apply, including the Package Travel and Linked Travel Arrangements Regulations 2018 where relevant.

Where applicable, the necessary information and protections will be provided separately.

10. Liability

10.1 Our Responsibilities

We will provide our Workshops with reasonable care and skill and comply with our applicable legal obligations.

10.2 Personal Injury

Nothing in these Terms excludes or restricts our liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation or any other liability that cannot lawfully be excluded.

10.3 Financial and Business Losses

We do not guarantee that attending a Workshop will result in increased earnings, additional bookings or business growth.

Where legally permitted, we will not be responsible for losses that are not a reasonably foreseeable consequence of our breach of contract or negligence.

Nothing in these Terms excludes liability for losses that are legally recoverable.

10.4 Travel and Accommodation

Unless included in the Workshop booking, participants arrange travel and accommodation independently.

We recommend refundable bookings and appropriate insurance.

Our responsibility for additional costs resulting from cancellation or disruption will be determined by applicable law and the circumstances of the event.

10.5 Statutory Rights

Nothing in these Terms affects your rights under the Consumer Rights Act 2015 or any other applicable consumer protection legislation.

11. Events Beyond Our Reasonable Control

We are not responsible for delays or disruptions to the extent that they are caused by circumstances beyond our reasonable control and could not reasonably have been avoided.

Examples may include:

• Severe weather

• Natural disasters

• Government restrictions

• Major transport disruption

• Serious venue emergencies

• Public health emergencies

• Other extraordinary events affecting the safe delivery of the Workshop

We will notify participants as soon as reasonably possible and take reasonable steps to minimise disruption.

Where the Workshop cannot be delivered, we will explain the available options, including refunds or rescheduling as required by law.

Participants will not be required to accept a replacement date where they are legally entitled to a refund.

12. Complaints and Customer Support

We want every photographer attending our Workshops to enjoy a positive, welcoming and valuable learning experience.

If you are unhappy with any part of your experience, please contact us.

Email: info@iowp.co.uk

We encourage participants to raise concerns as soon as reasonably possible, preferably within seven days of the Workshop, so we can investigate promptly.

We will acknowledge complaints within a reasonable period and aim to resolve them fairly.

The suggested seven-day reporting period does not remove or limit statutory rights or prevent a complaint being made later.

13. Personal Information and Privacy

We collect and process personal information necessary to administer bookings, provide Workshop information, process payments and communicate with participants.

Personal information will be handled in accordance with applicable UK data protection legislation and our Privacy Policy.

We will not use participant contact details for unrelated marketing without an appropriate lawful basis.

13.1 Promotional Photography and Video

Photographs and video may be captured during Workshops for promotional purposes.

Where required, we will seek appropriate permission before using identifiable images of participants in promotional material.

Participants who have concerns about appearing in photographs or videos should contact us before the event.

14. Changes to These Terms

We may update these Terms from time to time to reflect changes in our Workshops, business operations or legal requirements.

The version applicable to your booking will normally be the version provided or made available when your booking was confirmed.

We will not retrospectively impose changes that unfairly reduce your contractual or statutory rights.

15. Governing Law and Disputes

These Terms are governed by the laws of England and Wales, subject to any mandatory consumer protections that apply to the participant.

Any dispute will be dealt with by the courts having jurisdiction under applicable law.

Nothing in this clause removes a consumer's right to bring proceedings in another court where the law permits.

16. Contact Information

Institute of Wedding Photographers (IOWP)

Email: info@iowp.co.uk

Website: www.iowp.co.uk

United Kingdom

For questions regarding bookings, payments, transfers, cancellations or Workshop arrangements, please contact us using the email address above.

Thank you for choosing the Institute of Wedding Photographers.

Our aim is to provide enjoyable, supportive and professional photography training that helps photographers develop their skills, confidence, creativity and businesses.

We look forward to welcoming you to one of our Workshops.