Terms & Conditions for Santa by the Bay
Last updated: 10/10/2026
Company: Lost in Film
Welcome to Santa by the Bay! We're excited to help you and your family create beautiful Christmas memories by the water in Portarlington.
To make sure everyone has a fun, safe and enjoyable experience, please read our Terms & Conditions before booking.
1. Bookings & Payments
All bookings must be made through our online booking system or directly with Santa by the Bay.
Full payment is required at the time of booking to secure your preferred date and time.
Booking times are allocated on a first-come, first-served basis.
Walk-in appointments are welcome, subject to availability. Pre-booking is strongly recommended as places are limited.
All prices are in Australian dollars (AUD) and include GST where applicable.
2. Session Times & Arrivals
Standard photo sessions are approximately 5 minutes.
Combined photo and drone packages are allocated approximately 10 minutes.
Please arrive at least 5 minutes before your scheduled appointment.
As bookings run back-to-back, late arrivals may have their session shortened or, if we cannot accommodate them, may miss their appointment.
If you're running late, please contact us as soon as possible. We'll do our best to accommodate you, although this cannot be guaranteed.
3. Cancellations & Rescheduling
We understand that plans can change, especially with little ones!
We ask for at least 24 hours' notice if you need to cancel or reschedule your booking.
Where sufficient notice is provided, we will happily arrange an alternative available session or provide a refund.
For cancellations within 24 hours, any cancellation charge will be limited to reasonable costs or losses arising from the cancellation.
If you cannot attend due to illness or unforeseen circumstances, please get in touch. We'll do our best to find a suitable solution.
If you miss your appointment without notifying us, a refund may not be available, subject to your rights under Australian Consumer Law.
4. Weather & Outdoor Conditions
Santa by the Bay is an outdoor photography experience, and the weather can sometimes be unpredictable.
Sessions are subject to suitable weather conditions.
Light cloud, mild wind or overcast skies will not necessarily result in cancellation.
In the event of heavy rain, strong winds, thunderstorms or unsafe conditions, we may postpone or cancel sessions.
If Santa by the Bay cancels your session due to weather, you will be offered an alternative available appointment or a full refund.
Safety will always be our priority, especially when children and drone equipment are involved.
5. Drone Fly-Away Videos
Our personalised drone fly-away videos are a fun and unique way to capture your Christmas experience!
Drone flights are subject to weather, location restrictions, safety requirements and applicable CASA regulations.
Flights may not proceed during unsuitable wind, rain or other unsafe conditions.
Drone flight paths, height, duration and creative outcomes are determined by the operator to ensure safe operation.
If your photo session can proceed but your purchased drone video cannot be safely captured, we'll offer to reschedule the drone component or refund the drone component's cost.
Personalised names or messages will be included as provided at the time of booking. Please check spelling carefully.
6. Photos, Editing & Digital Delivery
Your selected package determines the number of edited images and other deliverables included.
All included photographs will be professionally selected and edited in our signature Santa by the Bay style.
Digital photos and videos are generally delivered through an online gallery or download link within 48 hours of your session.
On rare occasions, delivery may take slightly longer due to technical difficulties or unforeseen circumstances. We will communicate any significant delays.
RAW, unedited photographs and original video footage are not included.
Final image selection, composition and editing style are at the photographer's creative discretion.
Additional images or products may be available for purchase, where offered.
7. Children, Families & Pets
We want every family to have a relaxed, enjoyable and memorable experience.
Children must remain under the supervision of their parent or responsible guardian at all times.
Parents and guardians are responsible for ensuring children are safe and comfortable throughout the session.
We understand that some children may feel shy or nervous around Santa. We'll always do our best to make the experience fun and comfortable, but we cannot guarantee that every child will smile or participate.
Children will never be forced to sit with, touch or interact with Santa.
Pets are welcome where permitted, provided they are appropriately supervised and controlled.
Please let us know in advance if your family has any accessibility requirements or special considerations.
8. Photography Consent & Image Usage
By booking a session, you give Santa by the Bay permission to photograph or film the people included in your booking for the purpose of creating and delivering your purchased images and videos.
Your privacy matters to us.
Your purchased photographs and videos are intended for your family's personal use.
We may occasionally wish to share photographs or videos on our website, social media, advertisements or other promotional materials.
We will only use identifiable images of you or your children for promotional purposes where appropriate separate consent has been obtained from a parent or legal guardian.
You are under no obligation to agree to promotional use of your family's images.
Declining promotional consent will not affect your booking or the service you receive.
9. Copyright & Personal Use
Santa by the Bay / Lost in Film retains copyright in the photographs and videos created during your session.
Customers receive permission to download, print and share their purchased digital images and videos for personal, non-commercial use.
Images must not be sold, licensed for commercial purposes or used in advertising without prior written permission.
We kindly ask that photographs and videos are not heavily altered, filtered or edited in a way that misrepresents our work.
10. Safety & Responsibility
Santa by the Bay takes reasonable precautions to maintain a safe environment for all visitors.
As sessions take place outdoors near the beach, please be mindful of uneven ground, sand, water, weather conditions and other natural hazards.
Parents and guardians must supervise their children at all times.
Customers are responsible for their personal belongings.
Nothing in these Terms & Conditions excludes or limits any rights or protections that cannot lawfully be excluded under Australian law.
11. Changes or Unexpected Circumstances
In the unlikely event of staff illness, equipment failure, permit restrictions or another circumstance outside our reasonable control, we may need to reschedule or cancel a session.
If we are unable to provide your booked session, we will offer a suitable alternative or a refund for services not provided, in accordance with applicable law.
12. Australian Consumer Law
Our services come with guarantees that cannot be excluded under the Australian Consumer Law.
Nothing in these Terms & Conditions limits your statutory rights to an appropriate remedy where our services fail to meet applicable consumer guarantees.
13. Contact Us
If you have any questions regarding these terms, please contact us through our contact form.
We can't wait to welcome your family for a little Christmas magic by the bay!