BOOKING TERMS & CONDITIONs

Please note that this document has been written based on my years of experience within the industry & my colleagues years of experience. It is highly unlikely that either party will need to refer to anything within the document but can be used as a guide if there is an issue. If you have any concerns or questions please feel free to drop me a message so I can clarify why certain points are in this document. Im confident you will love what I produce for you & we will have an amazing time if you decide to go ahead - Josh.

The purpose of this document is to record the terms agreed for a Videography &/or photography assignment.

PACKAGES

PHOTOGRAPHY

Package: Please note packaging items are subject to change.

  • 1000 IMAGES (but can be within 10% up or down of this figure)

  • DIGITAL COPY ON USB  

  • 20 SAMPLE PRINTS

  • ONLINE DOWNLOAD

  • CUSTOM LION BOX

  • BRIDAL PREP - FD

CINEMATOGRAPHY

Package: Please note packaging items are subject to change.

  • • 10 MINUTE FILM

  • • 1 MINUTE TRAILER

  • • FULL CEREMONY (up to 45 minutes included)

  • • FULL SPEECHES (up to 45 minutes included)

  • • FULL FIRST DANCE

  • • MULTICAMERA PRODUCTIONS

  • • DIGITAL COPY ON USB

  • • FULL DAY COVERAGE

PHOTOGRAPHY + CINEMATOGRAPHY

Package: Please note packaging items are subject to change.

  • 1000 IMAGES (but can be within 10% up or down of this figure)

  • 20 SAMPLE PRINTS

  • ONLINE DOWNLOAD

  • 10 MINUTE FILM

  • 1 MINUTE TRAILER

  • FULL CEREMONY (up to 45 minutes included)

  • FULL SPEECHES (up to 45 minutes included)

  • FULL FIRST DANCE

  • MULTI CAMERA PRODUCTION

  • CUSTOM LION BOX

  • DIGITAL COPY ON USB

  • FULL DAY COVERAGE

The terms of this Agreement are:

To be present on the day of the clients wedding & to provide the client with the package the client selects from the list above.

Typical times of attendance: PREP - FIRST DANCE (10am-9pm)

1) Retainer / Payment / Refund

  • Non refundable retainer of £500 payable via website to secure booking.

  • Full Payment 6 weeks prior to date of wedding (please inform if payment is delayed).

  • If the client fails to pay before the wedding the booking will be forfeit.

  • Damages for cancellation by the Client shall be half of the final balance payment (50%). This is the £500 deposit + the additional amount due (this will come into effect 6 weeks before the wedding).

  • Damages for cancellation by Joshua Andrew Potter shall be - £0

(Additional cost for cancellation coverage) FULL REFUND GIVEN

  • The retainer shall be paid within seven days after the date of the Commission.

2) Booking the photo & film package

  • If I am not able to provide you with both photo & film after booking the deposit can be used against either my photo or film package.

  • If you decide not to proceed with selecting either of my other packages separately you will still lose the deposit as I will still be available to either film or photograph the wedding.

  • Please note I will assist David with some elements of the video work on the day, for example, tripod set up & drone shots.

3) Food

  • A hot meal is required. Supplier rates are available with your venue.

4) Damaged Equipment

  • No member of the wedding party or staff shall move or touch the equipment used by the cinematographer/photographer.

  • You as the client are responsible for making sure there is adequate insurance for the event.

5) Contact with Joshua Andrew Potter

  • The final product will be finished as soon as possible. The client recognises that producing photos & film work can take a considerable amount of time before the product is finished.

6) Issues on the day

  • Weather, time delays & crowds causing disruption to the days events cannot be within the control of Joshua Andrew Potter. If delays/disruptions do occur this may affect the quality/quantity of the finished product.

  • The Client acknowledges that this is a live event & a wide variety of problems can occur, from audio/video/photo issues etc depending on the situation refunds are unlikely to be given.

  • Please secure permission from the registrar/vicar to be mic’d up during the ceremony. If the client does not secure permission there may be no audio of the registrar/vicar speaking during the ceremony.

  • Please try & secure permission for access to the front of the ceremony room whilst the ceremony takes place.

  • Please try to secure permission to use the drone at the venues.

  • Please note that not all cameras may be used if there is not enough space in the venue(s).

7) Lighting

  • The client acknowledges that different lighting conditions/weather conditions can impact the quality of the finished product.

  • There is a photography/film term known as ‘banding’ (or strobing) where dark lines can appear on footage & photographs under LED lighting conditions usually found in old churches. The client acknowledges that this may impact their photos/film.

  • The client acknowledges that in dark lighting conditions film/photos may appear grainy/out of focus/unusable.

8) Arriving Late

  • If a situation occurs that means I arrive late to to the wedding such as:

traffic/weather etc the client acknowledges that these things can happen & may only be entitled to a partial refund. Im happy for further discussions if this occurs.

9) Song Licensing

  • A song selection guide of over 300 tracks will be sent out to the client. The client is able to look through & pick songs for their wedding film. Joshua Andrew Potter will then give feedback. Songs must be chosen at the very latest 2 weeks after the wedding.

10) Editing

  • All editing decisions remain with Joshua Andrew Potter.

  • Feedback is welcome & will make changes where possible for free.

  • If the client requests to have a more substantial re-edit made Joshua Andrew Potter will first tell the client if this is possible. This will result in a charge.

  • The client acknowledges that the grading of photos & film work can vary from wedding to wedding. The weather & indoor lighting environments are the biggest factors when it comes to colour correcting.

11) Charges

  • The client acknowledges that further charges may apply for any changes to the T’s + C’s, or finished material.

12) Delivery Times

  • Within 365 Days after the date of the wedding, Joshua Andrew Potter shall send the final product.

  • Usually sent within 1-2 months but during busy periods can be up to 6 months.

13) Expectations

  • Joshua Andrew Potter & his colleague cannot be expected to capture all details from the day.

14) Safety

  • Please make sure that all parties at the wedding conduct themselves in a safe & friendly manner.

15) After the wedding

  • After the assignment has been completed there will be no refund unless the product is not of a similar high standard to previous examples of work shown (to be judged by Joshua Andrew Potter).

  • The Photography package consists of 1000 photographs, however on some occasions it is possible to fall short of this figure depending on things like the weather etc I allow for 10% of this figure which means that you may be provided with 900 photographs. If you are provided with less than 900 there will be a refund of £1 per photo that is missing from the package.

  • The videography package consists of a 10 minute film. The client may be provided with a shorter film based on issues that arise on the day. A partial refund may be given.

  • The videography packages consists of the full ceremony, speeches & first dance. If there is an issue on the day these may also need to be cut or trimmed based on the issue.

16) Joshua Andrew Potter’s obligations

  • Joshua Andrew Potter agrees to devote his full time attention & ability for the duration of the Assignment.

  • Within the scope of the Assignment Joshua Andrew Potter will record whatever events the Client reasonably request.

  • Joshua Andrew Potter will personally bear the cost of all expenses incurred by him in work on an Assignment, within reason. If there are expenses that occur that are not within reason a charge will be sent to the client.

  • This document is personal to Joshua Andrew Potter and may not be re-assigned except as a result of illness.

17) David Dougherty’s obligations

  • David Dougherty has no obligations in regards to this contract. All questions must go through Joshua Andrew Potter.

18) Joshua Andrew Potter status

  • Joshua Andrew Potter is an independent contractor.

  • Joshua Andrew Potter acknowledges that this agreement does not constitute an employment contract between the Client and Joshua Andrew Potter.

  • The Client acknowledges that this agreement does not constitute an employment contract between Joshua Andrew Potter and the client.

  • Joshua Andrew Potter agrees that he will be responsible for his own income and other tax liability and national insurance in respect of his fees and he hereby agrees to indemnify clients in respect of any claim that may be made by any tax authority against clients in respect of income or other tax or national insurance relating to Joshua Andrew Potters services under this agreement.

19) Cancellation of agreement

  • This agreement may be cancelled without penalty by either party (other than the non-refundable deposit) at any time before the 6 weeks deadline.

  • This agreement may be cancelled without penalty (other than the non-refundable deposit) by either party at any time upon providing proof of the happening of one of the following serious events:  Incapacitating illness or serious accident which results in either party unable to travel.

  • Joshua Andrew Potter shall make every possible effort to provide cover up to 24 hours notice in respect to death of a family member or serious illness.

  • If the Client cancels this agreement or fails in some other way to facilitate the performance of this contract by Joshua Andrew Potter, then the agreed damages specified shall be payable.

20) Insurance

  • Joshua Andrew Potter has insurance against liability for professional negligence & against circumstances which prevent him from fulfilling this contract.

21) Intellectual property

• Copyright belongs to the client & Joshua Andrew Potter. The client will be

provided with a copy of the finished material & is entitled to unlimited usage &

reproduction.

22) Force majeure

  • Neither party shall be liable for any breach of its obligations resulting from causes beyond its reasonable control.

  • Causes deemed to be beyond reasonable control shall include:

  • Death or serious injury of illness of a close family member;

  • Injury to or illness of the Photographer/Cinematographer personally.

  • Each of the parties agrees to give notice immediately to the other upon becoming aware of an event of force majeure such notice to contain details of the circumstances giving rise to it.

23) Waiver

  • The failure by either party to enforce at any time or for any period any one or more of the terms or conditions of this Contract shall not be a waiver of them or of the right at any time subsequently to enforce all terms and conditions of this Contract.

24) Notices

  • Any notice to be served on either of the parties by the other shall be sent by first class post or via email.

25) Dispute Resolution

  • In the event of a dispute arising out of or in connection with this Contract and which has not been resolved following discussions and negotiations between a person or persons appointed or authorised by the Customer and the Writers then they undertake to attempt to settle the dispute by engaging in good faith with the other in a process of mediation before commencing arbitration or litigation.

26) Jurisdiction

  • This agreement shall be construed according to the laws of England.

27) COVID 19/pandemic Statement

If the government stops weddings going ahead or if the wedding can

go ahead but there is a limit on the number of people allowed.

- The original deposit will be forfeit.

- A new deposit will be required to secure a new wedding date.

- Within 6 weeks before the wedding, half the final balance is due.

28) Suppliers

  • Please make sure you have selected professional suppliers on the day as this can have an impact on the final product that is made.

Please note that I no longer ask for a signature on this document.

By paying the deposit you acknowledge you have read the terms & conditions & are happy to proceed with the booking.

Additional charges if requested.

You probably wont need any of the additional extras listed below, but I occasionally get asked about a few of these items. Iv included them in a handy sheet which sums them up for you so you know how much it will cost you before/after the big day. Please feel free to get in touch if you have any questions.

CANCELLATION CHARGE - New Deposit Required

CONSULTATION TRAVEL CHARGE - I no longer provide in person consultations

SOCIAL MEDIA PACK - £500+

RAW FILES – Photo: £500 | Film: £500

COPYRIGHT – UK - £500 (photos/video)Destination -£1000(Subject to approval)

ADDITIONAL EDITING – £100 per hour

ADDITIONAL TIME AT WEDDING - £100 per hour

PHOTO PRINTS – Varies for quantity & quality

WEDDING ALBUM – Folio 12X12: £500

CANCELLATION COVERAGE – £250 for £1000 worth of coverage

LIABILTY INSURANCE – 5 million pounds (charge for extra)

ADDITIONAL PHOTOGRAPHER -  £500

ADDITIONAL VIDEOGRAPHER - £500

ADDITIONAL USB - £50

VERTICAL TRAILER: £100 VERTICAL FILM: £250

Please note that all content sent will be checked thoroughly so if there is a problem with the material I will need this returned before I can make an assessment on it. You will not be able to keep it. If the content does work when I receive it a £50 charge will be applied to re-send this to the client.

Pricing