Chicago, IL 60622 · EIN 87-4412098
Chicago, IL 60604 · EIN 36-5578210
This Agreement is entered into in good faith between the parties identified above, setting forth the exclusive engagement of Elena Vasquez Photography as the preferred visual chronicler of events hosted at The Grand Ballroom for a period of twelve consecutive months, beginning on the Effective Date.
Scope of Engagement
The Photographer is retained on an exclusive basis to provide professional event photography services at The Grand Ballroom. The Venue guarantees a minimum of two (2) contracted events per calendar month, inclusive of weddings, galas, corporate receptions, and private functions hosted on the premises.
Each event shall include up to eight (8) hours of active coverage, a pre-event consultation, and digital delivery of no fewer than four hundred (400) edited, high-resolution images within twenty-one (21) calendar days of the event.
Retainer & Payment Terms
The retainer covers the two (2) guaranteed monthly events and shall be paid regardless of whether the Venue schedules the full allocation. Additional events beyond the monthly minimum shall be billed at a preferred rate of $1,250 per event.
Exclusivity
During the term of this Agreement, The Grand Ballroom shall not engage, endorse, or recommend any other photography vendor for events it directly hosts or sponsors. Clients booking the Venue independently retain the right to select their own photographer; however, the Venue agrees to present Elena Vasquez Photography as its featured and preferred partner in all marketing collateral, tours, and client-facing materials.
Equipment, Gear & Liability
The Photographer shall supply, maintain, and operate all equipment necessary to perform the services, including cameras, lenses, lighting, backup bodies, and storage media. The Photographer confirms ownership and insurance of the following working kit:
- Two (2) Sony Alpha 1 mirrorless bodies with redundant dual-card recording
- Primary lens set: 24–70mm f/2.8 GM, 70–200mm f/2.8 GM, 35mm f/1.4, 85mm f/1.4
- Profoto B10X strobes (×3) with modifiers, and on-camera flash backups
- Commercial equipment insurance coverage of not less than $75,000 (Hiscox Policy #HX-4418-EV)
The Venue shall not be held liable for damage to, or loss of, the Photographer's equipment except in cases of gross negligence by Venue staff. The Photographer agrees to maintain general liability coverage of no less than $1,000,000 naming The Grand Ballroom, Inc. as additionally insured.
Image Rights & Usage
The Photographer retains full copyright of all images produced under this Agreement. The Venue is granted a non-exclusive, royalty-free license to use up to fifty (50) images per event for marketing, website, and editorial purposes, with credit line "Photography by Elena Vasquez" displayed where reasonably practicable.
Termination
Either party may terminate this Agreement with sixty (60) days' written notice. Early termination by the Venue without cause shall trigger a kill fee equal to two (2) months of retainer. This Agreement shall automatically renew for successive twelve-month terms unless either party provides notice of non-renewal at least thirty (30) days prior to expiration.