Purchase Order Photographer in United States Houston –Free Word Template Download with AI
Professional Photographer Services — United States Houston
Document Reference: PO-HOU-2025-04782
1. Purchasing Entity (Buyer) Company Name: Gulf Coast Media & Events LLCAddress: 1200 Main Street, Suite 450, United States Houston, TX 77002
Phone: (713) 555-0187
Email: [email protected]
Tax ID (EIN): 74-2839105
Authorized Representative: Margaret T. Ellison, Director of Procurement 2. Supplier / Service Provider (Seller) Company Name: Lone Star Visual Arts & Photography Co.
Address: 3450 Westheimer Road, Unit 210, United States Houston, TX 77027
Phone: (281) 555-0342
Email: [email protected]
Tax ID (EIN): 74-5567231
Authorized Representative: Daniel R. Whitfield, Lead Photographer & Owner 3. Scope of Services — Photographer Engagement
This Purchase Order is issued by Gulf Coast Media & Events LLC to formally engage the services of a professional Photographer, Daniel R. Whitfield of Lone Star Visual Arts & Photography Co., for a comprehensive corporate photography project to be conducted in United States Houston. The Photographer shall deliver high-resolution commercial-grade imagery for the buyer's annual "Gulf Coast Innovation Summit 2025," a three-day conference scheduled to take place at the George R. Brown Convention Center, located in the heart of United States Houston. The Photographer is expected to cover all keynote addresses, panel discussions, networking receptions, and the closing gala dinner. This Purchase Order governs all terms, deliverables, compensation, and obligations between the two parties for the duration of the engagement.
4. Line Items & Pricing Schedule| Item # | Description of Photographer Services | Quantity | Unit Rate (USD) | Extended Price (USD) |
|---|---|---|---|---|
| 01 | Lead Photographer — Full-day coverage (10 hours) for Day 1: Opening Ceremony & Keynote Sessions at George R. Brown Convention Center, United States Houston | 1 Day | $2,400.00 | $2,400.00 |
| 02 | Lead Photographer — Full-day coverage (10 hours) for Day 2: Panel Discussions, Workshops & Networking Events, United States Houston | 1 Day | $2,400.00 | $2,400.00 |
| 03 | Lead Photographer — Full-day coverage (10 hours) for Day 3: Closing Keynote, Awards Ceremony & Gala Dinner, United States Houston | 1 Day | $2,400.00 | $2,400.00 |
| 04 | Second Photographer (Assistant) — Full-day coverage for all three days to capture candid, wide-angle, and detail shots | 3 Days | $1,200.00 | $3,600.00 |
| 05 | Post-production: Professional editing, color correction, and retouching of up to 500 final images per day | 3 Batches | $850.00 | $2,550.00 |
| 06 | High-resolution digital delivery (minimum 6000x4000 px) via secure cloud platform within 5 business days of event conclusion | 1 Package | $1,200.00 | $1,200.00 |
| 07 | Printed portfolio (20x30 inch archival prints) — 15 selected images for buyer's corporate lobby display in United States Houston office | 15 Prints | $85.00 | $1,275.00 |
| 08 | Travel, parking, and on-site logistics within the United States Houston metropolitan area (up to 25 miles from venue) | 3 Days | $150.00 | $450.00 |
| Subtotal: | $16,275.00 | |||
| Texas Sales & Use Tax (8.25%): | $1,342.69 | |||
| TOTAL AMOUNT DUE (USD): | $17,617.69 | |||
- Acceptance: This Purchase Order shall become a binding agreement upon written acceptance by the Photographer or the Photographer's authorized representative. The Photographer acknowledges receipt of this Purchase Order and agrees to all terms herein.
- Performance Period: The Photographer shall render all services between September 15, 2025, and September 17, 2025, at the George R. Brown Convention Center, United States Houston, TX 77002. The Photographer must arrive no later than 7:00 AM on each event day for setup and lighting calibration.
- Deliverables: The Photographer shall deliver a minimum of 1,500 edited, high-resolution images across the three-day event. All images shall be watermarked-free and carry full commercial usage rights transferred to the buyer upon final payment.
- Payment: Payment of the total amount of $17,617.69 USD shall be made via ACH bank transfer within thirty (30) calendar days of the date of final invoice issuance. Late payments shall accrue interest at a rate of 1.5% per month.
- Cancellation: The buyer may cancel this Purchase Order with a minimum of fourteen (14) days' written notice prior to the event start date. In the event of cancellation, the Photographer shall be compensated for 50% of the total contract value as a non-refundable deposit.
- Insurance: The Photographer shall maintain a minimum of $1,000,000 in general liability insurance and $500,000 in equipment insurance for the duration of the engagement in United States Houston. Certificates of insurance shall be provided to the buyer no later than seven (7) days before the event.
- Intellectual Property: Upon full and final payment, all copyrights and reproduction rights to the delivered images shall transfer exclusively to Gulf Coast Media & Events LLC. The Photographer retains the right to use up to five (5) images in a personal portfolio for self-promotional purposes, subject to prior written approval from the buyer.
- Confidentiality: The Photographer agrees to maintain strict confidentiality regarding all proprietary information, trade secrets, and attendee identities observed during the event in United States Houston. No images shall be published, shared, or distributed on social media platforms without express written consent from the buyer.
- Governing Law: This Purchase Order shall be governed by and construed in accordance with the laws of the State of Texas, United States. Any disputes arising hereunder shall be resolved through binding arbitration in United States Houston, TX, in accordance with the rules of the American Arbitration Association.
- Force Majeure: Neither party shall be liable for failure to perform obligations due to acts of God, natural disasters, government mandates, or other events beyond reasonable control, provided that the affected party notifies the other within forty-eight (48) hours of the occurrence.
- Entire Agreement: This Purchase Order, together with any attached exhibits or addenda, constitutes the entire agreement between the parties regarding the Photographer services described herein and supersedes all prior negotiations, representations, or agreements.
For and on behalf of the Buyer:
Gulf Coast Media & Events LLC
Name: Margaret T. EllisonTitle: Director of Procurement
Signature: _________________________
Date: _________________________
For and on behalf of the Seller / Photographer:
Lone Star Visual Arts & Photography Co.
Name: Daniel R. WhitfieldTitle: Lead Photographer & Owner
Signature: _________________________
Date: _________________________ ⬇️ Download as DOCX Edit online as DOCX
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