Fill Out Your Photography Order Form

When completing the Photography Order form, many individuals make common mistakes that can lead to complications. One of the most critical errors happens when people overlook the submission deadline. The deadline is clearly stated as February 15, 2020, but some may forget to check the date. This could result in a loss of desired photography services, as late submissions are often not accepted.

Another frequent issue is failing to provide accurate contact information. When filling out the Contact at Booth section, it is essential to include a name and a reliable way to reach that person. Without this, communication may falter, leading to misunderstandings about logistics or services needed.

Many individuals also neglect to specify the correct Booth number. A missing or incorrect booth number can create confusion during the event. Service providers may struggle to locate you or could end up delivering services to the wrong exhibitor.

A common oversight involves the digital file delivery section. Clients often forget to specify how many views of their exhibit they want delivered. This can lead to delays in processing or receiving fewer photos than expected. Double-checking this detail is vital for ensuring you receive all the images needed.

The form also includes a section for credit card information, and accuracy is crucial here. Failing to include the correct expiration date or CCV number can result in payment issues, leading to delayed services. Similarly, not providing the zip code associated with the credit card can lead to transaction failures.

Moreover, many forget to sign the form. The signature serves as a confirmation of the order and agreement with the terms. Without this, the order may not be processed, and clients could face potential service interruptions.

People often skip reading the back of the Booth Space Agreement Form for additional details about photographers. The reverse side may provide critical information that affects the overall photography experience at the conference.

Another mistake involves not specifying any special photographic services that may be needed, which are not listed on the form. If a unique requirement exists, it is advisable to reach out for clarification before the conference, rather than waiting until the last minute.

Many also neglect to provide an email address. While it may seem minor, this information is critical for receiving confirmations and communications regarding your order. Ensuring that this section is filled out can save considerable confusion later.

Lastly, clients sometimes fail to keep a copy of the completed order form. Retaining a copy serves as a reference and helps track your submissions and engagements with the photography team. Having full documentation can assist in resolving disputes or misunderstandings that may arise.

In addition to the Photography Order form, several other documents are commonly used in conjunction with photography services, particularly for events like conferences. Each of these documents plays a unique role in ensuring that all parties understand their responsibilities and the specifics of the services provided.

• Contract for Services: This document outlines the scope of work, including deliverables, timelines, and service expectations. It serves as a legally binding agreement that protects both the photographer and the client by clearly detailing the terms under which the photography services will be performed.
• Model Release Form: This form grants the photographer permission to use images of individuals for promotional purposes. By signing it, subjects allow their likeness to be used in various media, such as websites, portfolios, and marketing materials.
• Invoice: After services are rendered, an invoice details the costs incurred for the photography services. It includes itemized charges, such as session fees and additional services. This document helps clients understand their financial obligations and serves as a record of the transaction.
• Payment Authorization Form: This document is used to obtain the client's permission to process a payment for the services rendered. It typically includes payment details, such as the type of credit card, card number, and expiration date, ensuring secure transactions.
• Booth Space Agreement Form: Specifically relevant at trade shows, this form is typically completed by exhibitors. It often includes information about the space allocated to each exhibitor and may also reference photography services relevant to their booths.

These documents collectively facilitate a smooth working relationship between clients and photographers. They ensure that everyone is informed, agreements are honored, and expectations are met, ultimately contributing to a successful photographic experience.

• Invoice: An invoice, like the Photography Order form, serves as a formal document outlining services rendered and the total price. Both include payment information and require confirmation from the buyer to proceed.
• Contract for Services: A contract for services details the obligations of both the service provider and the client. Similar to the Photography Order form, it specifies the services to be provided, conditions of delivery, and payment terms.
• Service Agreement: A service agreement outlines the terms and conditions for a specific service. Both documents ensure that the client understands what to expect from the service while protecting the service provider's rights.
• Order Confirmation: An order confirmation acknowledges receipt of a request for services and typically includes a summary of the order. This is akin to the Photography Order form, which also needs confirmation to finalize the arrangement.
• Event Registration Form: An event registration form gathers information about attendees and often includes payment options. Like the Photography Order form, it collects essential details in advance to facilitate smooth service delivery during the event.

When filling out the Photography Order form, consider the following guidelines to ensure accuracy and clarity.

• Do complete all required fields, including company name, booth number, and contact information.
• Do read through the entire form before submission to avoid any errors or omissions.
• Don't submit the form after the deadline of February 15, 2020, as this may affect service availability.
• Don't forget to double-check the credit card information for accuracy to prevent processing issues.

Understanding the Photography Order form is crucial for exhibitors at the Pittsburgh Conference. However, there are several common misconceptions that can lead to confusion. Here are eight misconceptions clarified.

1. Photographic services can be arranged any time during the conference. Many believe they can finalize photography arrangements at the event. In reality, orders must be submitted by February 15, 2020, to ensure services are provided.
2. All photography included in the form is free of charge. While this might seem tempting, there are fees associated with obtaining digital files. Each view of the exhibit costs $125.00, plus applicable sales tax for Pennsylvania residents.
3. View(s) of the exhibit will be delivered in person. This misconception arises from the anticipation of printed photos. Instead, digital files are delivered via FTP, allowing for quick and easy access.
4. You can request any type of photography service during the conference. It’s important to note that specific services must be arranged before the conference date. On-the-spot requests may not be accommodated.
5. Only exhibitors need to submit an order form. All attendees interested in photography services should complete an order form. This ensures that everyone receives the necessary services.
6. Questions or issues can be addressed solely at the conference. While direct contact is available during conference week at 412-551-2230, it is also possible to call the Pittsburgh studio for any inquiries or complaints beforehand.
7. There is no need for a credit card if you are submitting the form. Payment must be arranged through a credit card unless another payment method is specified. Make sure to complete the payment information section on the order form.
8. The order form is the only source for information about photographers. Exhibitors should also refer to the reverse side of the Booth Space Agreement Form for additional information. Important details might be overlooked if only the order form is consulted.

By addressing these misconceptions, exhibitors can better navigate the Photography Order form and ensure they receive the services they desire during the conference.

Here are some key takeaways for filling out and using the Photography Order Form:

• Submit your order before February 15, 2020 to ensure timely service.
• Roy Engelbrecht Photography, Inc. is the official photographer for the Pittsburgh Conference.
• All photographic services will be performed using high-resolution digital cameras.
• Digital files will be delivered through FTP for convenience.
• For special photography requests not listed, contact the studio before the conference.
• Reach the team directly during Conference Week at 412-551-2230.
• Fill in all required information accurately in the order form to avoid delays.
• Exhibitors should check the reverse side of the Booth Space Agreement Form for additional details.

Following these guidelines will help ensure a smooth photo order process for your event.