Enterprise-Ready from Day One
We speak procurement. Here's everything you need to approve us as a vendor.
Our Commitment to You
Peace of mind — before, during, and after the event.
We promise to be responsive, reliable, and proactive at every stage: from the first inquiry through final delivery and beyond. We take great pride in the quality of service and images we deliver, and we continually invest in refining our skills, our workflow, and our technology to serve you better.
If for any reason you are not satisfied with our work, we will do what it takes to make it right. We intend for every client to be a long-term partner — and that starts with earning your trust on the very first engagement.
About Our Business
Established. Registered. Enterprise-Experienced.
Vetter Event Group is a registered California business with 16 years of continuous operation in event photography. We're Bay Area-based and travel-ready nationwide.
- Business entity:Jim Vetter Photography LLC d/b/a Vetter Event Group
- Years in business:16 years (established 2010)
- Geographic coverage:Bay Area home base, nationwide travel capability
- Team:Lead photographer + curated roster of vetted associate photographers and Digital Asset Managers
- Response time:We respond to all inquiries within 24 hours — before and after booking
- Venue experience:Experienced at major Bay Area and Las Vegas convention venues including MGM Grand, Moscone Center, and Chase Center
- Background verification:Team members are available for background check procedures required by enterprise clients
Insurance & Compliance
Fully Insured & Documented
We carry comprehensive insurance coverage that meets or exceeds the requirements of Fortune 500 companies, major venues, and enterprise event programs. A Certificate of Insurance with Additional Insured endorsement is available within 24 hours of your request.
| Coverage Type | Limit |
|---|---|
| Commercial General Liability | $1,000,000 per occurrence / $2,000,000 aggregate |
| Products-Completed Operations Aggregate | $2,000,000 |
| Personal & Advertising Injury | $1,000,000 |
| Damage to Rented Premises | $100,000 |
| Medical Expense | $5,000 per person |
| Workers' Compensation | $1,000,000 per accident |
Carriers: AIX Specialty Insurance Company (Liability) · Hartford Casualty Insurance Company (Workers' Compensation)
COI with Additional Insured endorsement provided within 24 hours. No waiting, no chasing — just tell us who to name and we'll have it in your inbox.
Additional coverage lines (automobile liability, professional liability/E&O, umbrella) may be available. Contact us for details specific to your requirements.
Our Process
How We Work
From first conversation to post-delivery support, here's what to expect.
Step 1
You Reach Out
Tell us about your event — dates, venue, scope, and any specific requirements. We respond within 24 hours.
Step 2
We Scope and Quote
You'll receive a clear proposal with itemized pricing, team composition, and deliverables. No hidden fees, no vague estimates.
Step 3
Contract and Booking
Once approved, we send the formal Statement of Work and deposit invoice. Your dates are secured as soon as the deposit is received.
Step 4
Pre-Event Planning
We schedule a planning call to align on goals, shot list priorities, key moments, VIP protocols, and logistics.
Step 5
Coverage and Delivery
On event day, our team arrives early and works the full program. Priority images delivered same-day with on-site DAM. Full galleries within 72 hours.
Step 6
Post-Delivery Support
We remain available after delivery for follow-up requests — additional edits, format conversions, re-delivery, or licensing questions.
Image Ownership & Usage Rights
Clear Ownership, No Surprises
Usage rights are clearly defined in writing before any engagement begins — no ambiguity, no post-event disputes.
We provide a dedicated Statement of Work and contract for every project. For standard engagements, every package includes a comprehensive commercial usage license covering websites, social media, internal communications, press, and marketing materials.
If your organization has specific intellectual property requirements, or if your campaign requires extended licensing for print advertising, billboards, or resale, we are happy to structure the agreement to meet those needs prior to booking.
All rights are fully documented in your contract before the event. We don't surprise you with per-image licensing fees after delivery. What's in the agreement is what you get.
Cancellation & Rescheduling
Cancellation & Rescheduling Policy
Events change. We build flexibility into every engagement.
- Rescheduling: If your event date moves, we'll work with you to accommodate the new date at no additional charge, subject to availability.
- Cancellation: Our deposit (30% of project total) is non-refundable and secures your date on our calendar. Cancellations made 14+ days before the event forfeit the deposit only. Cancellations within 14 days are subject to the full project fee unless the date can be rebooked.
- Force majeure: Neither party is held responsible for cancellations caused by circumstances beyond reasonable control — pandemics, natural disasters, government restrictions, or similar events. In these cases, we'll work together on rescheduling, credit, or a pro-rata refund.
Full terms are detailed in our Services Agreement, available upon request.
Data Security & Privacy
Data Security & Confidentiality
We work regularly in environments that require strict confidentiality — executive events, product launches, board meetings, and NDA-protected programs. Our team understands the protocols and takes data security seriously.
- NDA-ready: We execute non-disclosure agreements as standard practice for sensitive events.
- Privacy compliance: We're familiar with CCPA and GDPR requirements as they apply to event photography, including attendee consent and data handling.
- Secure delivery: Images are delivered through private, access-controlled online galleries. No public links, no unprotected transfers.
- Data redundancy: Triple-backup workflow — on-site, cloud, and off-site. Images are never in a single point of failure at any stage.
- Image archiving: All event images are archived securely for 12 months following delivery. Extended archiving available upon request.
- Team contingency: Every engagement is backed by vetted associate photographers with documented backup protocols. Your event will be covered — period.
- Image control: All images can be reviewed and approved before distribution. We work with your team on any photography restrictions.
Delivery Format & Standards
What You Receive
Format & Platform
- Standard format: High-resolution JPEG. TIFF, PNG, or other formats available upon request.
- Delivery platform: Private, password-protected online gallery with direct download access. External drive delivery available.
- File naming: Consistent naming convention across all deliverables. Custom naming available upon request.
Timing & Quality
- Standard turnaround: 72 hours from the close of each event day for the full gallery.
- Same-day delivery: Available with on-site Digital Asset Manager — priority selects delivered throughout the event day.
- Faster options: 48-hour rush (+$500/day), 24-hour delivery (+$950/day), and same-day within 6 hours (+$1,450/day) available as add-ons.
- Color & editing: Professional color correction, exposure adjustment, and cropping applied to every delivered image. Consistent editing style across photographers. Advanced editing available at a premium.
Documentation
Vendor Documentation
We maintain current documentation for enterprise vendor onboarding. The following are available upon request:
- Certificate of Insurance (COI) with Additional Insured endorsement
- W-9 (Tax Identification)
- Business license / LLC registration
- Non-Disclosure Agreement (client-provided)
- Standard Services Agreement
- Client references (corporate event clients and agency partners)
- Portfolio samples by event type
We are happy to participate in your Vendor Management System (SAP Ariba, Coupa, or similar), and can complete registration promptly.
Payment
Payment Terms
| Term | Detail |
|---|---|
| Deposit | 30% of project total, due upon booking (non-refundable) |
| Balance | 70% due at the close of the event |
| Accepted Methods | ACH transfer, check, credit card, Zelle |
| Invoicing | Detailed, itemized invoices provided for all engagements |
| Net 30 | Available for established agency and enterprise relationships |
For multi-event or retainer agreements, we offer custom billing schedules and terms.
Common Questions
Frequently Asked
What happens if our photographer gets sick or has an emergency?
Every booking includes documented backup coverage. If Jim or a confirmed associate photographer can't make it, we activate our backup protocol immediately — your replacement will be fully briefed on the event details. In 16+ years, we've never missed a shoot.
Can you provide a Certificate of Insurance?
Yes. We carry $1M per occurrence / $2M aggregate general liability coverage and can provide a COI with Additional Insured endorsement within 24 hours of your request.
How quickly will we receive our images?
Standard delivery is 72 hours. Faster options include 48-hour rush (+$500/day), 24-hour delivery (+$950/day), and same-day within 6 hours (+$1,450/day).
Are you comfortable with NDAs and confidential events?
Yes — we regularly work in NDA and high-security environments, including product launches with unreleased technology and executive gatherings where discretion is expected.
Have more questions? See our full FAQ
Ready to Get Started?
Tell us about your event and we'll respond with a clear proposal within 24 hours. Or request any of the documentation listed above — we'll have it in your inbox the same day.