Last updated: May 2025

These terms and conditions govern all bookings made with Joshua Andrew Potter for wedding photography and cinematography services. By paying the non-refundable retainer — or by accepting a confirmed portfolio collaboration — you confirm that you have read, understood, and agreed to the following terms in their entirety.

Part One

Collections & Services

1.What Is Included

All collections are tailored to your wedding. The examples below represent standard inclusions; your specific collection will be confirmed in writing at the time of booking.

Photography

• 800+ editorial images (subject to a 10% tolerance — see Section 21)
• Digital copy on USB
• 20 sample prints
• Online download gallery
• Luxury presentation box
• Full day coverage from bridal preparations through to the first dance

Cinematography

• 12-minute cinematic wedding film
• 1-minute highlight trailer
• Full ceremony recording (up to 45 minutes, included at no extra charge)
• Full speeches recording (up to 45 minutes, included at no extra charge)
• Full first dance
• Multi-camera production
• Digital copy on USB
• Full day coverage

Photography & Cinematography Combined

• Everything included in both packages above
• Custom Lion Box & Luxury USB
• Full day coverage

2.Coverage Hours

Standard coverage runs from bridal preparations through to the first dance, typically between 10:00am and 10:00pm. Coverage times will be confirmed for each booking. Additional time beyond the agreed period is available at an additional charge (see Additional Services).

3.Combined Package — Service Availability

Where a combined Photography and Cinematography package has been booked, and it becomes necessary for me to provide only one of the two services, the value of the retainer may be applied in full against either the photography or cinematography package individually. If you elect not to proceed with either service independently, the retainer will be forfeited, as your date will have been held exclusively for you.

On the day, I may assist the lead cinematographer with certain technical elements of the videography — including tripod setup and drone operation — as part of normal production workflow.

Part Two

Payment & Cancellation

4.Retainer

A non-refundable retainer of £500 is required to secure your wedding date. Your date is not held or reserved until this payment has been received. Payment is made via the website.

5.Final Balance

The remaining balance is due in full no later than six weeks prior to your wedding date. Please let me know in advance if you anticipate any delay. If payment is not received within this period, the booking will be forfeited and the date released without refund of the retainer.

6.Cancellation by You

You may cancel your booking at any time before the six-week payment deadline without financial penalty beyond the forfeiture of the non-refundable retainer. Cancellations made within six weeks of the wedding date will incur a cancellation charge of 50% of the total contracted fee, less the retainer already paid. This reflects the reality that the date cannot reasonably be rebooked at short notice. Cancellation must be communicated in writing (email is sufficient) to be effective.

7.Cancellation by Me

In the event that I need to cancel your booking, a full refund of all monies paid — including the retainer — will be issued. I will make every reasonable effort to recommend or source a suitably qualified alternative professional with as much notice as possible, particularly in the event of illness or personal bereavement.

8.Rescheduling

If you need to change your wedding date, please contact me as early as possible. Rescheduling is accommodated where availability permits and is not treated as a cancellation, provided the change is agreed in writing more than six weeks before the original date. A rescheduling fee may apply for requests made at short notice. Where a new date cannot be agreed, standard cancellation terms apply.

9.Cancellation Protection

Optional cancellation protection is available for £250, providing coverage of up to £1,000 in qualifying cancellation circumstances. This is recommended for peace of mind and is available to add at the time of booking.

10.Government Restrictions & Extraordinary Circumstances

In the event that a government-imposed restriction prevents your wedding from proceeding as planned — or materially limits attendance — the following will apply:

• The original retainer will be forfeited.
• A new retainer of £500 will be required to secure an alternative date.
• The full outstanding balance will become due no later than six weeks before the rescheduled date.
• I will do my utmost to accommodate a new date, subject to availability.

Part Three

On the Day

11.Catering

A hot meal is required for myself and any assisting crew during your reception. Supplier meal rates are typically available through your venue — please ensure this is arranged in advance. This allows me to maintain the energy and focus your day deserves from start to finish.

12.Equipment

No member of the wedding party, guests, or venue staff should move, touch, or interfere with any equipment being used on the day. You accept responsibility for ensuring appropriate event insurance is in place to cover potential damage caused by third parties to equipment used during the assignment.

13.Venue Permissions & Access

To ensure the best possible coverage, I strongly encourage you to secure the following permissions in advance:

• Microphone access: Permission from the registrar, vicar, or celebrant for a lapel microphone to be worn during the ceremony. Without this, there may be limited or no audio of the officiant during the ceremony recording.
• Ceremony access: Permission to position cameras at or near the front of the ceremony room for full coverage of key moments.
• Drone: Permission from the venue to operate drone equipment on their grounds. Drone use is also subject to UK Civil Aviation Authority (CAA) regulations and cannot take place where it is legally prohibited. I reserve the right to decline drone use where safety or regulatory compliance cannot be assured.

I accept no liability for reduced coverage resulting from permissions that have not been obtained.

14.Schedule & Timeline

You are responsible for providing a clear schedule or running order for the day in advance. Where possible, I recommend building short buffer periods between key moments to allow for natural delays. I will work to capture everything within the agreed coverage period; however, significant overruns may affect the availability of certain shots. I cannot be expected to capture every detail of the day. Where time is limited, I will prioritise the most important moments as agreed.

15.Guest Conduct & Interference

The presence of other cameras, mobile phones, and tablets — particularly during the ceremony — can obstruct shots and affect the final product. I strongly encourage you to consider an "unplugged" ceremony, where guests are asked to put devices away so I can capture clean, unobstructed images and footage. I accept no liability for photographs or footage compromised by guests, other photographers, or videographers not working under my direction.

I also ask that all parties at the wedding conduct themselves respectfully toward me and any assisting crew throughout the day. I reserve the right to withdraw services where conduct becomes threatening, abusive, or unsafe, without refund.

16.Suppliers

The quality of the final images and film can be influenced by other suppliers working on the day — including florists, hair and make-up artists, and venue staff. I encourage you to choose professional, experienced suppliers whose work reflects the standard of coverage you are seeking.

17.Delays & Disruptions

As a live event, your wedding day is subject to factors outside my control, including adverse weather, schedule overruns, restricted access, and unforeseen technical challenges. I will do everything within my ability to adapt and capture the best possible result; however, the quantity or quality of deliverables may occasionally be affected by such circumstances.

In the event that I am delayed en route to your wedding due to circumstances outside my reasonable control, I will notify you as soon as possible. Any impact on coverage will be discussed with you directly, and where appropriate, a partial refund may be offered.

18.Lighting Conditions

Different lighting environments have a direct impact on the look and quality of photographs and footage. In low-light conditions, images may appear softer or exhibit visible grain. In venues with older LED lighting systems — particularly historic churches — a visual artefact known as "banding" or "strobing" may appear as dark horizontal lines in footage and stills. This is a technical limitation of the lighting equipment in those spaces and is not something that can be corrected in post-production. Colour grading will also vary from wedding to wedding depending on the environments encountered.

19.Travel

Travel within a reasonable distance is included as part of the booking. For weddings requiring significant travel or overnight stays, any associated costs will be discussed and agreed in advance. Destination weddings are considered on an individual basis and may incur additional charges for flights, accommodation, and associated expenses.

Part Four

Post-Production & Delivery

20.Music & Song Licensing

A curated music guide of over 300 licensed tracks will be sent to you after booking. You are welcome to choose songs from this guide for use in your wedding film. Final song selections must be submitted no later than 14 days before the wedding. I will provide feedback where necessary and reserve the right to advise against tracks that may present licensing difficulties.

21.Editing & Creative Direction

All post-production decisions — including editing, sequencing, colour grading, and overall creative direction — remain solely at my professional discretion. This reflects my established artistic style and ensures a consistent quality of output.

Feedback is always welcome. One complimentary revision session of up to one hour is included within every package. Requests for significant re-editing beyond this allowance will be assessed individually and, where agreed, charged at £100 per hour.

Please note that colour grading will vary between weddings based on the lighting and environmental conditions specific to your day — it is not possible to exactly replicate the look of another wedding's imagery.

22.Delivery

Your completed images and/or film will be delivered within 100 days of your wedding date. During quieter periods, delivery is typically within 30 days; during busy seasons this may extend to approximately three months. You will be notified when your content is ready. Delivery is made via the method included in your collection — USB, online gallery, or both.

23.File Storage & Backup

I take every reasonable precaution to back up your files throughout the editing process. Raw files are retained for a reasonable period following delivery of the finished product but are not kept indefinitely. Once your content has been delivered and confirmed as received, it is your responsibility to create your own backups. I cannot guarantee the recovery of delivered files beyond the initial delivery period.

24.Post-Delivery Quality

Following delivery, no refund will be issued unless the final product demonstrably fails to meet the standard evidenced by prior examples of my work.

• Photography: The standard package includes 800+ images, with a permitted tolerance of 10% (minimum 720 images). Should fewer than 720 images be delivered, a refund of £1 per image below that threshold will be issued.
• Film: The standard film is approximately 12 minutes in length. Where technical or access issues on the day result in a materially shorter film, a partial refund may be offered at my discretion.
• Ceremony, speeches & first dance: These are included as specified. In the event of a technical failure or access restriction, these elements may require trimming; a partial refund may be considered where appropriate.

25.Returning Defective Content

If you believe any delivered content to be defective, please contact me directly before making any assessment. Any content believed to be faulty must be returned so that I can inspect it. Where content is found to be functional upon return, a re-delivery charge of £50 will apply.

Part Five

Legal

26.Copyright & Intellectual Property

All photographs, footage, and edited deliverables produced during your wedding remain the intellectual property and copyright of Joshua Andrew Potter, pursuant to the Copyright, Designs and Patents Act 1988.

Upon delivery, you are granted a non-exclusive, perpetual personal licence to use all delivered material for private, non-commercial purposes — including printing, sharing with family and friends, and personal social media use. Commercial use, publication, or transfer of any material to a third party for commercial gain requires prior written consent and is subject to a licensing fee.

27.Portfolio & Marketing Use

I reserve the right to use images and footage from your wedding in my portfolio, website, social media channels, and marketing materials, unless you have expressly requested otherwise in writing at the time of booking. If you would prefer your wedding to remain private, please inform me and I will respect that preference fully. Note: for portfolio collaborations, marketing use is a condition of the arrangement and cannot be opted out of — see Section F of the Collaboration Terms above.

28.Social Media & Tagging

Where images or clips from your wedding are shared on my social media platforms, I will aim to credit you where appropriate. You are warmly encouraged to share your images on social media and to tag my accounts when doing so — it is genuinely appreciated and helps other couples find my work. I ask that images shared publicly are not digitally altered, cropped, or filtered in a way that misrepresents the original style of work.

29.Data Protection & Privacy (GDPR)

Any personal information you provide — including names, contact details, and wedding information — will be collected and processed solely for the purposes of fulfilling your booking and communicating with you about your wedding. Your data will not be shared with any third party without your consent, except where required by law. You have the right to access, correct, or request deletion of your personal data at any time by contacting me directly. By proceeding with a booking or collaboration, you consent to your data being held and used in accordance with these terms and applicable UK data protection legislation, including the UK GDPR and the Data Protection Act 2018.

30.Independent Contractor Status

I operate as an independent contractor and am not employed by my clients. Nothing in these terms constitutes or should be construed as an employment relationship. I am solely responsible for all income tax, National Insurance contributions, and any other applicable levies arising from fees received. These terms are personal to Joshua Andrew Potter and may not be transferred or subcontracted without written agreement, except in the event of illness or incapacity, in which case a qualified alternative professional may be appointed.

31.Assistant Photographer / Cinematographer

Where an assistant photographer or cinematographer is engaged as part of your package, their involvement is coordinated entirely through me. All queries, communications, and concerns should be directed to Joshua Andrew Potter. The assistant bears no direct contractual obligations to the client.

32.Insurance

I hold professional indemnity and public liability insurance. Details are available upon request. You are encouraged to ensure that your venue holds adequate event insurance to cover damage to third-party equipment. You may also wish to take out wedding insurance independently to cover a broader range of circumstances.

33.Force Majeure

Neither party shall be liable for failure to perform their obligations where this results from circumstances genuinely beyond their reasonable control — including, but not limited to, the death or critical illness of a close family member, incapacitating personal injury or illness, or natural disaster. Both parties agree to notify the other as soon as practicable should such an event arise.

34.Limitation of Liability

In the unlikely event of equipment failure, data corruption, or any other unforeseen technical issue that results in partial or total loss of images or footage, my liability shall be limited to a refund of the fees paid for the affected portion of the service. I will not be liable for any indirect, consequential, or incidental losses. This does not affect your statutory rights.

35.Waiver

Any failure or delay by either party to enforce any provision of these terms shall not constitute a waiver of that provision or of the right to enforce it at any future point.

36.Dispute Resolution

In the event of a dispute, both parties agree to first attempt resolution through direct, good-faith discussion. If this is unsuccessful, both parties agree to engage in mediation before pursuing any formal legal action. The costs of mediation shall be shared equally unless otherwise agreed.

37.Governing Law

These terms are governed by the laws of England and Wales. Any unresolved disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

38.Changes to These Terms

I reserve the right to update these terms from time to time. The version in effect at the time of your booking or confirmed collaboration will apply to your agreement. Any material changes will be communicated to existing clients where relevant.

Part Six

Additional Services & Charges

The following supplementary services and products are available upon request. All charges are confirmed in writing before any additional work commences.

Service	Fee
Social Media Content Pack	From £500
Raw Image Files	£500
Raw Footage Files	£500
Copyright Transfer — UK	£500
Copyright Transfer — Destination	£1,000 (subject to approval)
Additional Editing	£100 per hour
Additional Coverage Time	£100 per hour
Photo Prints	Varies by quantity & specification
Wedding Album (Folio 10″ × 10″)	£500
Cancellation Protection	£250 (covers up to £1,000)
Additional Photographer — UK	£500
Additional Photographer — Europe	£1,000
Additional Videographer — UK	£500
Additional Videographer — Europe	£1,000
Additional USB Drive	£50
Additional Box & USB	£100
Vertical Trailer (Social Media)	£100
Vertical Film (Social Media)	£250
Re-delivery (no fault found on return)	£50
All prices are subject to change. Prices confirmed at the time of booking will be honoured for your event.

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By paying the non-refundable retainer — or by accepting a confirmed portfolio collaboration — you confirm that you have read and agreed to these terms in full. These terms constitute the entire agreement between you and Joshua Andrew Potter for the services booked.