Photography Terms and Conditions

Our Commitment to Photographers

At The Gathering Table, our goal is to provide photographers with creative, affordable spaces where they and their clients can create beautiful images and memorable experiences.

We value the trust photographers place in us and strive to operate with fairness, consistency, and flexibility whenever possible. The following guidelines simply help us care for the property, protect our animals, and ensure a positive experience for every photographer and guest who visits The Gathering Table.

Refunds & Rescheduling

We understand that weather, illness, and unexpected circumstances sometimes require a change of plans. Although we do not offer refunds for weather or client cancellations, we are generally happy to accommodate one reschedule when possible.

To qualify for a reschedule:

• Requests must be made at least 2 hours before your scheduled session.

• Your reschedule is not confirmed until you receive a response and confirmation from The Gathering Table. Please do not assume your message has been received. We are often assisting guests or working around the property and may not immediately see calls, texts, emails, or social media messages.

• Reschedules are subject to availability, approval, and any seasonal booking policies.

• Credits and rescheduled sessions must be used within six (6) months of the original appointment.

• Credits and rescheduled appointments may not be applied toward Christmas photography sessions.

• Rescheduled sessions may be used for a different photography setting of equal or greater value (the price difference must be paid if selecting a higher-priced session).

Animal Sessions (Crosswinds Barnyard Friends)

Sessions involving Crosswinds Barnyard Friends require advance travel and preparation by their team. Because of this, reschedule requests must be confirmed by The Gathering Table before the animals begin traveling to the venue. If we do not see and confirm your request before the animals are dispatched, the session will be considered missed and will not be eligible for rescheduling or credit.

If you are unsure which future session you'd like to book, we are happy to keep the value of your eligible session as a credit and schedule your new appointment at a later date.

Reservation Time

Your reservation time includes:

• Client arrival

• Photography time

• Moving any venue props

• Returning all props and furniture to their original locations

• Gathering personal belongings before your reservation ends

Please be respectful of your scheduled start and end times so the next photographer can begin promptly.

Need additional setup time or a custom reservation length? Just let us know—we're happy to accommodate whenever possible.

Caring for the Venue

Please help us keep The Gathering Table beautiful for everyone.

Photographers are welcome to move lightweight props and furniture as needed during their session. We simply ask that everything be returned to its original location before leaving.

Photographers are responsible for any damage caused by themselves, their clients, assistants, or guests during their reservation.

Animal Photography

Animals are one of the things that make The Gathering Table unique, but they are also living creatures with minds of their own.

While we will always do our best to position and manage our animals, we cannot guarantee that they will:

• Pose in a specific location

• Look toward the camera

• Remain still

• Cooperate with a particular pose or interaction

The safety and well-being of our animals will always take priority over obtaining a particular photograph.

Photographer Responsibility

Photographers are responsible for communicating venue expectations to their clients.

Please ensure that clients:

• Arrive on time

• Supervise children at all times

• Treat the property, animals, and other guests respectfully

• Clean up after themselves

• Follow any posted venue guidelines

Photographers may be held responsible for damage caused by members of their party.

Reserved Set Access

Your reservation includes access only to the photography setting(s) you have reserved.

Please do not use other venue sets that have not been booked, even if they appear to be unoccupied. If you would like access to multiple settings, we'd be happy to create a custom package for you.

Styled Shoots, Content Days, Film Productions & Workshops (click here for more details)

Standard reservations include one photographer and their client(s)/model(s).

Ticketed events, styled shoots, mentor sessions, content days, workshops, branding events, and multi-photographer sessions require prior approval and must be booked under our collaborative/event pricing structure.

If you have a creative idea, we'd love to hear about it!

Weather Conditions

Our outdoor photography spaces are designed to be enjoyed in a variety of weather conditions. Light rain, cloudy skies, wind, seasonal changes, and natural variations in lighting are all part of photographing outdoors.

Because weather forecasts frequently change and conditions can vary significantly throughout the day, the decision to proceed with a session ultimately rests with the photographer and their client. While we are always happy to answer questions about current conditions at the venue, we are unable to predict whether rain will occur or advise whether a session should proceed based on weather forecasts.

If severe weather creates unsafe conditions or requires us to close the property, we will gladly work with you to find an appropriate solution in accordance with our rescheduling policy.

Lighting Considerations

Natural lighting changes throughout the day, throughout the seasons, and even with changing weather conditions. Because every photographer has a unique shooting style and artistic preference, we cannot guarantee or recommend that a particular location will have ideal lighting at a specific time.

We encourage photographers to visit the property before booking if they would like to evaluate lighting, sun direction, shade, and the layout of the different photography spaces. We're always happy to schedule a tour so you can determine which settings and times best fit your style and your clients' needs.

We love seeing the creativity photographers bring to The Gathering Table and are grateful to be a small part of your business. If you have questions, special requests, or a unique vision for your session, please don't hesitate to reach out. We're always happy to collaborate whenever we can.