Terms and Conditions

Terms and Conditions for Photography at Whitewood Farm

Effective Date: September 30, 2024

“Terms” Refers to the following terms and conditions.
“Owners” Refers to Whitewood Farm L.L.C, the proprietors of the property.
“The Farm” Denotes the property located at 2800 NE 100th Street, Oklahoma City, OK 73131.
“Permit” Signifies the purchased permission for access to The Farm.
“Photographer” Designates the individual named on the permit, responsible for photography.
“Session” Indicates the designated time block purchased by the Photographer for photography/videography.
“Client” Encompasses all individuals accompanying the Photographer during the Session.

1. Operational Hours

  1. The Farm is open daily from sunrise to sunset.
  2. Photographers are responsible for verifying sunrise and sunset times when reserving their Session.
  3. Periodically, The Farm may be closed for Owner-hosted events.

2. Booking and Payment:

  1. To secure a Session, a valid permit payment is required.
  2. Permits for Sessions are available for purchase in 1-hour intervals.
  3. Costs for Session permits are determined by the prevailing price at the time of purchase.

3. Rental Period:

  1. Sessions commence and conclude at the times specified in the booking confirmation.
  2. The entrance gate should not be unlocked more than 5 minutes before the Session start time.
  3. The gate must be secured within 5 minutes after the Session end time.
  4. Overage fees will be imposed for early entry, delayed departure, or leaving the gate unlocked beyond the purchased Session duration.
  5. Overage fees must be settled prior to the subsequent Session start time or Permit purchase, whichever comes first.

4. Cancellation and Rescheduling:

  1. Photographers may reschedule Sessions for cancellations made more than 8 hours before the Session start time.
  2. Cancellations within 8 hours of the Session start time are considered “no-shows” and may necessitate, at the Owners’ discretion, purchasing a new Permit.
  3. Owners bear no responsibility for circumstances beyond their control, encompassing equipment malfunctions, power outages, adverse weather conditions, emergencies, or Force Majeure events.
  4. Refunds will not be granted after the purchase of a Permit under any circumstance.

5. Usage of The Farm:

  1. Sessions are exclusive to the Photographer listed on the Permit. Other uses require prior written approval.
  2. Modifications to The Farm are not permitted without Owners’ consent.
  3. All areas must be returned to their initial condition after the Session.
  4. Arrangements for prop deliveries must be confirmed in written form prior to their arrival.
  5. Pets are welcome at The Farm but must be leashed or crated when not actively being photographed.
  6. Clients are responsible for cleaning up after their pets.
  7. Failure to maintain suitable conditions may result in additional cleaning fees, payable before the next Session or Permit purchase.

5. Usage of Outside Area of the Farm:

  1. Permits for the outside area include The Farm grounds and access to the barn.
  2. Entry into the Conex, blue garden shed, and the house (including the front porch), and areas marked “private” are not permitted with an outside area Permit.

6. Entrance and Gate Code:

  1. Access is through the gate marked “Photography at Whitewood Farm”
  2. The gate code will be emailed one day before the Session.

7. Parking:

  1. A maximum of four (4) vehicles are allowed.
  2. Carpooling is required if the Session involves more people.
  3. Only off-street parking within the “Photography at Whitewood Farm” is allowed with outside permits
  4. At no time is parking allowed in the field.
  5. Mini-sessions must be scheduled to avoid parking violations.

8. Prohibited Items:

The following items are prohibited:

  1. Smoking,
  2. Nudity,
  3. Open alcohol containers,
  4. Glitter,
  5. Non-biodegradable confetti, and
  6. Balloon releases

Photographer and Clients may not enter the fully fenced half-acre yard surrounding the house.

9. Photographer Liability and Insurance:

  1. Photographer and Clients are responsible for their belongings.
  2. Owners are not liable for injuries, losses, or damage.
  3. Photographer must have liability insurance and provide proof upon request.

10. Conduct:

  1. Excessive noise disrupting neighbors is not allowed.
  2. Music and sound must comply with noise ordinances.
  3. Photographer is accountable for all accompanying individuals.
  4. Owners representative may be present at Session
  5. Owner or Owner representative may halt the shoot for dangerous, illegal, or disruptive activities. However, Owners assume no responsibility to act in such cases.
  6. Both Photographer and Client agree to hold Owners harmless for any action, legal or otherwise, that results from actions during Sessions.

11. Indemnification:

  1. Both the Photographer and Client indemnify the Owners against any claims.

12. Termination:

  1. Owners may terminate a Session for breaches or disruptive activities.

13. Disclaimer of Liability:

  1. Exercise caution during Sessions due to natural hazards.
  2. Owners are not liable for injuries, damages, or losses.
  3. Photographer should take appropriate precautions.
  4. Both Photographer and Client may use The Farm at their own risk and waive the right to seek legal redress for mishaps, accidents, and/or loss while at The Farm.
  5. Both Photographer and Client are solely responsible for any legal infractions they make during their time at The Farm, including parking tickets, and all other violations or citations, and legal action resulting from conduct while at the Session.

14. Miscellaneous:

  1. These Terms supersede prior agreements.
  2. Modifications require written agreement.

By purchasing the Permit and confirming the Session, Photographer acknowledges understanding and agreement to these Terms.