Booking Terms, Policies & Client Guidelines
Last updated: October 2026 · USA & Nigeria
1. DEPOSITS
ALL DEPOSITS ARE STRICTLY NON-REFUNDABLE UNDER ANY CIRCUMSTANCE, including cancellation, postponement beyond the reschedule allowance, weather, or change of plans. The only exception is item 15 (PIVOLTA fails to attend). A 50% deposit is required. Your date is secured ONLY after the deposit is received; dates are not held without it, and an unpaid date may be offered to another client.
2. PRICING POLICY
Published prices are “starting from”. A final written quote is sent after we review your booking form. Price depends on: hours of coverage, crew size, location and travel, add-ons (drone, films, photobooks, live stream, Magazine Feature), rush delivery, and peak dates (public holidays, New Year's Eve, December weekends and similar dates carry a 20% surcharge). Quotes are valid for 14 days. USA bookings are priced and paid in US dollars (USD); Nigeria bookings in naira (NGN). USA: any applicable sales tax is added to the invoice. Nigeria: VAT is added where applicable. Payment processing fees are included in the quoted price unless stated otherwise.
3. BALANCE POLICY AND PROCEDURE
Balance due: USA 7 days before the event; Nigeria 3 days before. Payment methods: USA by card via Lemon Squeezy or Stripe; Nigeria via Paystack (card, transfer, USSD) or bank transfer to the Koral Image account on the invoice. Coverage will not start if the balance is unpaid. Overtime is agreed with the host's point of contact on the day and billed then or within 48 hours. Unpaid balances or overtime: final photos and films are withheld until paid in full. A receipt is issued for every payment. Procedure: (1) Submit the booking form. (2) Receive a written quote within 2 business days. (3) Accept the quote and these terms. (4) Pay the 50% deposit; we confirm your date in writing with a receipt. (5) Send run of show and shot list 7 days before. (6) Pay the balance by the due date; receipt issued. (7) Event day coverage. (8) Overtime settled on the day or within 48 hours. (9) Delivery of files.
4. HOST RESPONSIBILITIES
The host will: name one point of contact on the day (name and phone); send the run of show/schedule and shot list (key people, must-have moments) at least 7 days before; arrange venue access and any permits or permissions to film; provide meals and water for the crew on events over 4 hours (or a meal allowance: USA $25 per crew member, Nigeria ₦10,000 per crew member); provide safe parking; provide access to power outlets; provide a secure place for equipment; introduce the crew to key people (celebrants, family heads, VIPs, MC/planner); start on time. Time lost to late starts counts toward booked hours.
5. TRAVEL AND ACCOMMODATION
Applies beyond 40 miles of Atlanta (USA) or outside Lagos (Nigeria). The host books and pays for accommodation, or reimburses it. Minimum standard: safe, clean, reputable hotel (3-star or equivalent), a separate room for each crew member, close to the venue. Flights, intercity and ground transport are charged at cost. Per diem: USA $60 per crew member per day; Nigeria ₦20,000 per crew member per day. Travel days may be billed at half the day rate. Book travel events at least 30 days ahead (60 days for international).
6. SECURITY AND SAFETY
The host ensures a safe venue and crew security, and secure storage for equipment. PIVOLTA may stop coverage if crew safety is threatened (violence, harassment, unsafe conditions); in that case no refund of the deposit or balance is due. Nigeria: for events ending after dark, the host provides a security escort or safe transport for the crew and equipment, or the crew leaves before dark. USA: for late events, safe, well-lit parking or a rideshare allowance. Damage to equipment caused by guests or the host's party is the host's liability.
7. OTHER VENDORS AND EXCLUSIVITY
Tell us on the form whether other photographers, videographers or media will cover the event and whether PIVOLTA is the exclusive/official media. If other vendors are present, the host coordinates positions so crews do not block each other. Shots blocked by guest phones, other vendors or venue restrictions are not PIVOLTA's liability. If PIVOLTA is the official/exclusive media, other media should not take priority positions, and their published images should credit “Official coverage: PIVOLTA Magazine”. Exclusive bookings may include first-publication rights for the Magazine Feature.
8. CANCELLATION
The deposit is forfeited in every case. Cancellation 30+ days before: nothing more owed. 8–29 days: 75% of the total owed. 7 days or fewer: 100% owed. Cancellations must be in writing to info@pivolta.org.
9. RESCHEDULING
One free reschedule to a date within 12 months of the original, subject to availability; the deposit carries over to the new date. Further changes or dates we cannot cover are treated as cancellations.
10. WEATHER AND FORCE MAJEURE
Outdoor events must name an indoor backup or rain date. If weather, natural disaster, government order, unrest or similar events beyond anyone's control stop the event, the booking moves to a new date within 12 months (deposit carried over). Deposits are not refunded.
11. DELIVERY
Sneak peeks within 48–72 hours (Premier or rush); full photo gallery within 7 days; highlight film within 14 days; full-length edit within 21 days. Rush delivery available at extra cost. Files are kept online for 90 days; please download and back them up.
12. IMAGE USAGE RIGHTS
Clients may use delivered images and films for personal and own promotional use with credit to PIVOLTA. PIVOLTA keeps copyright and may use images for its portfolio, website, social media and magazine unless the client requests privacy in writing before the event. Magazine Feature bookings agree to publication. Sponsored features are labelled; PIVOLTA keeps editorial control.
13. PRIVACY
Personal details are used only to manage the booking and are not sold. Private or sensitive moments (e.g. funerals, minors) are handled with discretion; tell us any people or areas not to photograph.
14. CONDUCT
Crew will act professionally. Harassment or abuse of the crew may end coverage without refund. The crew does not drink alcohol while working.
15. NO-SHOW BY PIVOLTA (THE ONLY EXCEPTION TO THE DEPOSIT RULE)
If PIVOLTA cannot attend, we send an equally qualified replacement crew; if we cannot, we refund all amounts paid, including the deposit.
16. LIABILITY
PIVOLTA's total liability for any claim is limited to the amount paid for the booking. We are not liable for missed moments caused by schedule changes, venue rules, other vendors or guests, or for indirect losses.
17. COMMEMORATIVE MAGAZINES AND PRINT ORDERS
Every magazine requires the client's written approval of a final proof (digital) before publishing or printing; please check names, titles, dates and spellings carefully. Up to 2 rounds of corrections are included; further rounds are billed. Once the client approves the proof and the order is sent to press, print orders are NON-REFUNDABLE and cannot be changed or cancelled. Errors approved on the proof are not reprinted free; reprints and extra copies are charged at the current per-copy price plus delivery. Minimum print orders: USA 10 copies, Nigeria 50 copies. Shipping and delivery are charged at cost.
18. DISPUTES AND GOVERNING LAW
Raise any issue in writing to info@pivolta.org within 14 days of delivery; we will try to resolve it in good faith. USA bookings are governed by the laws of the State of Georgia, USA. Nigeria bookings are governed by the laws of the Federal Republic of Nigeria.
Questions? Email info@pivolta.org. PIVOLTA Magazine is a publication of Koral Image LLC, Atlanta, Georgia.
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