Video & Photography FAQ

What types of events do you cover?

Conferences, keynotes, corporate retreats, galas, golf tournaments, product launches, networking mixers, faith and community events.

What is a Non-Refundable Retainer

At the time of booking a Half deposit is required and is non refundable. The full payment must be completed on the day of the shoot or before.

What is included in the Photo/Video shoot?

Each package is customized to meet your specific needs, typically including a set number of edited photos or a finalized video. You can also enhance your package with add-ons like additional edits or extended shoot time. Detailed options will be shared with you during the booking process.

How do you plan the coverage?

Before the event we review your run-of-show (the event schedule) and a shot list: key speakers, sponsors, VIPs, awards and must-have moments. A [15-minute] call makes sure nothing important is missed.

Can you record full speeches and keynotes with clean audio?

Yes. We [connect to the venue’s sound system / mic the speaker directly] so every word is clear. Phone footage and camera microphones can’t match that.

How many photographers or videographers will you bring?

It depends on the size of the event and how many things happen at once. Most events need [1–2]; multi-room conferences may need more. We’ll recommend a crew size with your quote.

Can you set up a headshot station?

Yes, as an add-on. Attendees love free professional headshots, and it gives your event a real perk.

Turn Around Time

Proofs are typically returned to clients within 1-5 days following the session. During peak graduation season, this timeframe may extend to 5-10 days. Once clients select images for editing, the turnaround time for edited images is 5-14 business days, unless rush editing services are purchased.

Additional edits and video work are completed subsequent to the delivery of the initial package of photos. Video projects may take up to 30 days to be completed; however, the usual delivery timeframe is between 10-20 business days.

For creative shoots offered free of charge, there is no set time limit for completion. When charged, the turnaround is generally 1-2 months.

RESCHEDULING

Rescheduling is permitted with at least 48 hours' notice before your shoot date, and your deposit will be applied to the new booking. Changes made with less than 48 hours' notice or repeated rescheduling may incur additional fees.

What about outdoor events and weather?

For outdoor events like golf tournaments, we follow your rain plan. If the event is postponed, [your deposit moves to the new date].

Do You Travel?

Absolutely * for an additional fee.

How far in advance should we book?

4–8 weeks for most events, earlier for spring conference season / weekends. Short notice is sometimes possible, so ask.

How many people can I bring to my shoot?

For outdoor photo sessions, I recommend limiting the group to 2-4 individuals to ensure the focus remains on capturing high-quality images. Larger groups may detract from the effectiveness of the session, resulting in fewer photos. However, the decision on group size is ultimately yours, and you are welcome to bring more participants if you prefer.

For indoor studio shoots, please limit attendance to 2-3 guests who are not being photographed. This helps maintain a controlled environment conducive to high-quality photo production.

How do we get our photos/videos? Will they be available online?

The photos/videos will be delivered via an online gallery or Wetransfer depending on size of the files.

Content Usage & Copyright Policy

All photos, videos, and creative works produced by QDot Productions are protected under U.S. copyright law. Unless otherwise stated in writing, QDot Productions retains full copyright ownership of all raw and final delivered content. Clients are granted a limited, non-exclusive, non-transferable license to use the final delivered content for personal, internal, or promotional use only. Raw files (unedited images or video footage) are not included in any standard package. They remain the property of QDot Productions. Requests for raw footage or images must be made in writing and may include a separate licensing fee.

If a client wishes to obtain full ownership and exclusive rights to their content (including raw footage), this must be negotiated in advance and will include a buyout fee based on the value and usage of the project.

Credit & Promotion

QDot Productions reserves the right to use any content created during a project for marketing, social media, portfolio, or promotional purposes, unless a written agreement states otherwise.

We kindly ask for public credit when appropriate (e.g., “Video by QDot Productions” or tagging @QDotProductions on Instagram).