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March Media Photoshoot Policies & Scheduling Guidelines

At March Media, we value the time, care, and energy that go into every photoshoot—on both sides of the lens. Our sessions are often booked well in advance to allow for thoughtful planning, travel, and coordination. Clear communication and intentional scheduling help us deliver the smooth, personalized experience our clients have come to expect.

To keep things fair and transparent, we’ve outlined our cancellation, rescheduling, and image policies below. We appreciate you taking a moment to review them.

  • To secure your photoshoot date and reserve our creative team’s time, full prepayment is required at least one week (7 days) before your scheduled shoot. This allows us to plan and allocate resources specifically for your session.

    If full payment is not received by this deadline, your booking may be subject to cancellation or rescheduling.

    This policy helps us manage our schedule effectively and continue delivering the high-quality, personalized service you deserve.

  • We get it—life happens. If you need to change or cancel your session, we simply ask for as much notice as possible so we can continue serving all our clients effectively.

    Cancellation Policy

    • More than 10 days’ notice
      No cancellation fee. Your deposit can be refunded or transferred to a future session within 6 months.

    • Within 3–9 days of the shoot
      50% of the session fee will be retained as a cancellation fee. The remaining balance can be applied to a future session within 6 months.

    • Less than 72 hours’ notice or no-shows
      The full session fee will be retained. No refund or credit will be issued.

    Rescheduling Policy

    • More than 10 days’ notice
      No fees, no stress.

    • Within 3–9 days of the shoot
      Beyond your one complimentary reschedule, additional changes may be subject to a $100 + GST non-refundable rebooking fee.

    • Less than 72 hours’ notice
      The session is considered a cancellation, and the cancellation policy will apply.

    Please note: All rescheduling is subject to availability. The more notice you can give, the better—we’ll always do our best to accommodate you!

  • Photoshoots outside Greater Vancouver are subject to travel fees:

    • Travel starts at $50 + GST, based on distance (calculated in kilometers from Vancouver).

    • A custom quote will be provided at booking for extended travel.

    This helps cover time, mileage, and ensures we can deliver the same level of care wherever we go.

  • If your session involves a rented studio:

    • Studio bookings and rental costs are not included in March Media's pricing.

    • Clients are responsible for all third-party studio arrangements, payments, and communications.

    • March Media is not responsible for studio policies, fees, cancellations, or availability.

    Please review the studio’s terms carefully before booking.

  • Edited digital images will be delivered within:

    • 7–10 business days for mini sessions

    • 10–12 business days for full sessions

    You’ll have 7 business days from delivery to review your gallery and request any edits or revisions.

    While most clients are happy with the quality of the work as delivered, we’re always open to making reasonable adjustments to ensure you’re fully satisfied.

    Please note:

    • Revisions are intended for minor adjustments (e.g., exposure tweaks, light retouching).

    • Extensive editing requests requiring more than two hours of additional work may incur extra fees, which will be quoted before work begins.

    • If no feedback is received within the 7-day window, the gallery will be considered final and approved.

    • Reopening files after this period may be subject to a $100 + GST admin fee.

    We appreciate your understanding—editing is a detailed, time-intensive process, and these guidelines help us maintain a high standard of quality and care for every client.

  • Need your images in a hurry? We can offer expedited editing for those on a tighter timeline.

    • A rush fee of $100 + GST applies for image delivery within 3 business days of your shoot.

    • Rush requests must be made prior to your shoot date to ensure we can accommodate the faster turnaround.

    Let us know as early as possible, so we can prioritize your project accordingly.

  • Due to the custom nature of photography services, all bookings are final once the shoot has taken place.

    That said, your satisfaction matters. If you have concerns about your images, we’ll always do our best to address them within reasonable expectations and editing guidelines.

    Our goal is for every client to walk away feeling confident and excited about their photos.

  • If an emergency, illness, or extreme weather prevents your shoot from moving forward, please let us know as soon as possible. We’ll do our best to reschedule your session without penalty, subject to availability and reasonable circumstances.

  • Every photoshoot requires thoughtful preparation—from concept development to gear setup and travel coordination. Short-notice cancellations or reschedules not only affect our team but also prevent others from booking those time slots.

    We truly appreciate your understanding and cooperation in helping us deliver a well-prepared, high-quality experience for everyone we work with.

Thank You

We are committed to providing a professional, respectful, and enjoyable photoshoot experience. These policies help us continue to serve you (and all of our clients) with the care, quality, and attention you deserve.

Thanks for being here—we can’t wait to create something beautiful together.

Have questions? Reach out—we're happy to walk you through anything you'd like clarified.

Photoshoot Resources

STYLING SERVICES

Need assistance choosing your outfits & accessories for your shoot? We recommend Marissa Stack Styling mstackk@gmail.com

MAKEUP SERVICES

Interested in booking professional makeup services for your shoot? We recommend:

Amanda from Beauty By Lolli

Paige Griffith Makeup

Shayla from Rose Quartz Beauty

PHOTO STUDIOS

We can offer assistance recommending photo studios for your session, email us at hello@marchmedia.ca

Preparing for your photo session…

After you’ve booked your photoshoot with us, you may have questions on how to prepare for your session. Here are some tips and tricks to make the most of your session.

  1. Define Your Vision: Before the shoot, take some time to think about the look and feel you want to achieve. Consider your brand’s aesthetic, target audience, and the message you want to convey through the photos. Feel free to gather inspiration from magazines, websites, or social media to help communicate your vision to us.

  2. Plan Your Outfits: Choose outfits that reflect your personal style and align with your branding and marketing materials. Avoid busy patterns or logos that may distract from the main focus. For mini sessions, please bring 1-3 outfits and for full sessions, please bring 3-5 outfits.

  3. Prepare Props and Accessories: If your shoot involves props or accessories, make sure to gather them ahead of time and bring them to the shoot. This could include items like products, signage, or branded materials that will enhance the visual storytelling.

  4. Consider Location and Lighting: Think about where you’d like the photoshoot to take place and how the lighting will affect the mood of the images. Whether it’s indoors or outdoors, make sure the location provides a clean and uncluttered backdrop that complements your brand.

  5. Get Camera Ready: In the days leading up to your shoot, please be sure to take care of your skin and moisturize. We also recommend a fresh hair trim, beard trim or shaving the night before your session. A good night’s sleep can do wonders for your energy and appearance on the day of the shoot. Make sure to get plenty of rest so you can look and feel your best in front of the camera.

  6. Enjoy Your Shoot: Last but not least, remember to relax and enjoy the experience! Trust in our expertise to guide you through the process, and don’t be afraid to let your personality shine. While we take our work seriously, you can expect a calm, fun and laid back atmosphere at your shoot.

By following these simple steps, you’ll be well-prepared to rock your photoshoot and come away with stunning images that truly represent you and your brand. If you have any questions or need further assistance, don’t hesitate to reach out. We can’t wait to bring your vision to life!

See you at the shoot! - Rosemary & Team