How do you manage your contracts and licenses with clients and publishers?

1 Types of contracts

A contract is a legally binding agreement between you and your client or publisher that outlines the details of your assignment, such as the objectives, deliverables, deadlines, payments, and expectations. There are different types of contracts, depending on the nature and complexity of your project. For example, you may use a standard contract template that covers the basic aspects of your work, or a customized contract that addresses specific issues or clauses. You may also use a letter of agreement, which is a simplified form of contract that summarizes the main points in a brief and informal way.

2 Types of licenses

A license is a permission that you grant to your client or publisher to use your images for a specific purpose, duration, and territory. There are different types of licenses, depending on the level of control and compensation that you want to retain over your images. For example, you may use a royalty-free license, which allows unlimited use of your images for a one-time fee, or a rights-managed license, which restricts the use of your images to a specific context, time, and place, and requires additional fees for any changes or extensions. You may also use a creative commons license, which is a free and flexible license that lets you share your images with certain conditions, such as attribution, non-commercial use, or no derivatives.

3 Negotiating contracts and licenses

Negotiating contracts and licenses with clients and publishers can be a daunting task, particularly if you are new to the field or unfamiliar with the legal terms and implications. It's important to understand and communicate your value, rights, and expectations in a professional manner. To help you negotiate contracts and licenses effectively, research the market, your client or publisher, and your own goals and boundaries. Compare similar projects and photographers to identify what you can offer and what you need in return. Be open to compromise and collaboration, while still sticking to your principles and standards. Use clear language when drafting or reviewing a contract or license, defining the scope, terms, and fees of your project precisely. If necessary, consult a lawyer or a professional association for advice. Present or sign the contract confidently, explaining the rationale of your proposal and highlighting your value and expertise. Don't be afraid to ask questions or request changes if something is unclear or unfair.

4 Managing contracts and licenses

Managing contracts and licenses with clients and publishers is an ongoing process that requires attention and organization. To ensure efficient management, it is important to keep records of all contracts, licenses, and related correspondence, invoices, receipts, or proofs of delivery. Store them in a secure and accessible place such as a cloud service or hard drive. Additionally, use a system to track and update the status and details of your contracts and licenses. Follow up with your clients or publishers regularly to ensure satisfaction with your work and compliance with the terms of your contracts. If there are any issues or disputes, address them promptly and professionally. Furthermore, document any changes or extensions to your contracts or licenses in writing and obtain the consent of both parties. Monitor expiration dates and decide whether you want to renew or terminate them. If you want to renew them, contact your clients or publishers in advance to negotiate new terms and fees. Lastly, if you want to terminate them, inform your clients or publishers in advance and follow the procedures and conditions outlined in your contracts and licenses.

5 Avoiding legal risks

As an architectural photographer, you may face some legal risks when working with clients and publishers, such as copyright infringement, breach of contract, defamation, privacy violation, or trespassing. To avoid these risks, it is essential to obtain permission from the owner or manager before photographing any building or property. Additionally, be aware of any restrictions or regulations that may apply and follow the rules and instructions of the authorities or staff. Lastly, verify the accuracy and authenticity of all images and information before publishing or submitting them. Cite your sources and give credit where it is due.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?