RACE
WEDDING
VIDEOGRAPHY
TERMS & CONDITIONS
1. Our Code of Practice Overview
The Code of Practice has been designed to aid both Race Wedding Videography and the general public by outlining certain standards and expectations that should if met fully, ensure that every commission is carried out to both parties’ satisfaction.
2. Our Code of Practice
Race Wedding Videography will conduct business in a professional manner and will at no time knowingly indulge in any practice or action likely to bring the company into disrepute.
Race Wedding Videography will at all times strive to maintain the highest standards of production.
Upon request, public liability insurance policies are to be made available for inspection by the client and/or any organisation acting on behalf of the client.
Race Wedding Videography will always maintain the confidentiality of information either entrusted to them or obtained in pursuance of their work except on the order of a court of law or other appropriate authority.
Race Wedding Videography will at all times observe current Health and safety regulations and have due consideration for the safety and welfare of staff, clients and the general public.
3. Standard Terms & Conditions
1) Introduction – A contract is formed between a customer (referred to as the ‘Customer’) and Race Wedding Videography (referred to as the ‘Company’) when an order is received from the Customer. An order may be in written, verbal or electronic form. The Product or Service shall mean any product or service that is provided by the Company to the Customer. These conditions do not affect your statutory rights.
2) Supply – The Company agrees to supply the product(s) or service(s) to the Customer as detailed in the Invoice and according to these terms and conditions.
3) Rights Reserved – Should the Company choose not to enforce any or all of these conditions it should not be interpreted as a waiver of any of the Company’s rights. By providing the Company with an Invoice, the Customer accepts these terms and conditions.
4) Restrictions, Environment and Filming – Restrictions imposed by others (church, photographer, guests, reception, etc) and the constraints of the physical environment, safety, weather, poor acoustic conditions or other conditions outside our control can affect the quality and extent of the video and coverage possible. Bad weather, including wind limitations, wind gusts and rain etc may prohibit drone flying on the day of filming. Race Wedding Videography will not be responsible for scenes not included. It is the responsibility of the Client to discuss and gain permission with the venue (Church/Wedding Venue/other) that you are having your wedding filmed they may have filming restrictions that could impact the quality of your wedding film. Race Wedding Videography will not video record any event in the rain or other inclement weather such as would damage Race Wedding Videography equipment. If weather conditions prohibit filming the event either in part or in whole and arrangements have not been made to move the event indoors, the retainer and amounts of money paid are non-refundable. Race Wedding Videography cannot guarantee video quality in adverse lighting or weather conditions, or in rooms generating a strong colour tinge to the light which may not be satisfactorily correctable during editing. It should be noted that filming in low-light situations (e.g. small rooms, candlelight, disco/dance areas, evenings and nights outdoors) may impact the quality of the image captured by the camera. The client should acknowledge that videography requires reasonable lighting and that production may be compromised due to low or poor light levels. Environmental audio is recorded during certain parts of the day such as the ceremony and speeches. Race Wedding Videography will take great care that audio is recorded as professionally as possible but is not responsible for extraneous sounds such as, but not limited to, air conditioning units, the ringing of mobile phones, passing emergency vehicles, crying children, coughing etc.
5) Prompting/ Wedding Photographer – For the wedding ceremony, wedding speeches, couple shots or any other significant wedding event timeline of the day, the Company may need to be prompted by the wedding planner, wedding venue coordinator, couple, or photographer. The Company must be present for any couple shots during the day, or have the opportunity to be present. Please inform your wedding photographer of this.
6) Parking – Where any of the venue locations used for the wedding/reception have parking availability, one parking place must be reserved for Race Wedding Videography. This is to facilitate the moving of equipment into the premises and allow easy access to spare equipment left in the vehicle.
7) Payment – The Company shall issue an invoice to the Customer in respect of products or services supplied, or to be supplied, the payment terms for which will be stipulated on the invoice. The full balance as outlined on the invoice must be paid 4 weeks before the date of the wedding ceremony. If the balance is not paid Race Wedding Videography reserve the right to withhold its services.
8) Booking Fee/Cancellation – Monies paid by the Customer to reserve the product(s) or service(s) of the Company will be accepted as a Booking Fee. A Booking Fee of £299 is payable upon booking. The Booking Fee is non-refundable.
9) Actual date booked/Cancellation of the product(s) or services(s) – If the Customer cancels the order less than 4 weeks prior to the Company supplying the product(s) or service(s), it will be reasonable to assume the Business will not be able to reduce their losses by reselling the product(s) or service(s) to another wedding couple at such late notice. As such, a cancellation fee of 65% of the total booking amount would be due, less any booking fee already paid. This cancellation fee is based on genuine and reasonable estimates of the business’ direct loss.
10) Completion – The completed videos will normally be produced 6 weeks from the date of the wedding or event, however, these time frames can be extended due to other ongoing work commitments such as filming or editing.
11) Receipt of the Video(s) – Any technical errors must be reported to Race Wedding Videography within 28 days of the video being received, no amendments can be made after this time. Technical errors will be corrected free of charge.
12) Request to change the edit – The client has chosen Race Wedding Videography based on their shooting and editorial style therefore creative and artistic aspects, such as shooting and editing styles are at the discretion of Race Wedding Videography.
13) Music Choice – Race Wedding Videography will supply licensed music for the video.
14) Filming, equipment and content – Every effort will be made to ensure your event is recorded in full on the day. Multiple cameras (where possible) are used to minimise problems caused by equipment failure and these are also used to film certain parts of the event from a different angle. No liability is accepted for failure of performance due to any circumstances beyond our control. If the company is unable to complete the engagement for any reason whatsoever we will do our best to find another reputable company to film your wedding through our business contacts. If no such replacement can be found then our total liability is limited to making a refund of all money paid under the agreement. Whilst we will do our best to record all the significant parts or agreed parts of the ceremony and function, the contents of the recording shall be at our discretion and subject to conditions on the day. We can give no absolute undertaking to successfully record any particular event or part of the ceremony.
15) Health & Safety – The Company and Customer will act in accordance with all relevant health and safety requirements in order to provide the product(s) or service(s).
16) Abuse/aggression/unacceptable Behaviour /Liable/Deformation – Race Wedding Videography will not tolerate any form of abuse, aggression, unacceptable behaviour, liability and or deformation both on location or online via email, telephone, letter, review platforms or social media, aimed toward any member of its staff or the company. If this should occur then Race Wedding Videography reserves the right to withdraw its service forthwith. Similarly, Race Wedding Videography reserves the right to take any legal action deemed necessary against any offending parties.
17) Creative Brief – Unless otherwise agreed, the Customer accepts the Company’s decisions on creativity within the product(s) or service(s).
18) Liability – The Company accepts no liability for any loss or damage that may arise from the supply of the product(s) or service(s). In the unlikely event of the Company being unable to supply the product(s) or service(s) as specified in the Order, liability shall be limited to the total invoice value – or monies already paid by the Customer.
19) Copyright – Race Wedding Videography reserves the right to use any videography, audio or images for future marketing purposes.
20) Data Protection – The Customer must ensure that all necessary arrangements have been made with and permissions obtained from, people and places that may be recorded on video as a result of the Company supplying the product(s) or service(s) – and that such recording complies with data protection.
21) Care and Damage – to client property whilst every care is taken in the handling of the Customer’s property, the Company accepts no responsibility whatsoever for any loss or damage, howsoever caused, or any other loss by unforeseen circumstances whilst they are in the custody of the Company.
22) Right of Assignment – The Company retains the right to assign the supply of the product(s) or service(s) to the Customer to another suitable company should they be unable to complete these terms and conditions.
23) Basis of Law – These Terms and conditions and any accompanying letter and/or contract are governed by the laws of the United Kingdom.
4.1 Health & Safety
There are many potential hazards in video production, including the risks of working with electrical products, the potential for physical injury from falling equipment and the general risks associated with working in public places. Race Wedding Videography has a legal responsibility to ensure the safety of themselves, those working alongside them and anyone who might be at risk as a result of their work.
4.2 Reporting Health & Safety Incidents
A hazard not fully understood or not foreseeable may cause an accident. Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 1995 is the specific regulation explaining the legal duties for reporting accidents and dangerous occurrences in places where work is being carried out. In the UK, the duty for reporting accidents/incidents under RIDDOR rests with the ‘responsible person. In general, the responsible person is the person who is in ‘control’ of the premises or location where the accident took place. This could be your client, a church minister/priest/vicar, a hotel manager or even the videographer themselves. You should discuss this with whomever you believe is in control of the premises and agree with them regarding reporting. Further guidance on the requirements of RIDDOR is available via the Health & Safety Executive (www.hse.gov.uk/riddor).
4.3 Portable Appliance Testing (PAT)
As part of their day-to-day activities, Race Wedding Videography will work with portable electric appliances and as such must have these appliances tested at suitable intervals. Not only is this a regulatory requirement, but some property managers will demand proof of appliance testing before allowing the wedding videographer to connect their appliances to the property’s mains supply. As an additional measure, using an in-line Residual Current Device (RCD) or Residual Current Circuit Breaker (RCCB) will help mitigate the harm caused by electric shocks.
4.4 Public liability
Race Wedding Videography is covered in respect of Public Liability with a limit of indemnity of £1,000,000,00. We also have a separate Drone policy covering third-party legal liabilities, invasion of privacy & noise liability. A copy of these certificates and policies are available to clients and venues on request.
4.5 Drone Videography
Race Wedding Videography has a Drone/ Unmanned Aircraft System. A copy of the Drone Insurance policies are available on request. A copy of a drone-specific risk assessment is also available on request for you or your wedding venue.
Once you have BOTH read IN FULL AND AGREE WITH these Wedding Videography Terms & Conditions, please complete your E-signatureS and tap the ‘E-SIGN’ button below… it’s so simple!
(Please note: You only need to complete the first three fields. Race Wedding Videography will sign and date the last two fields.)
Note: A URL link to the Race Wedding Videography Terms & Conditions will also be shown on any invoice or receipt. This will enable you to have access to these before, during and after your booking/ service. These Terms & Conditions are also easily accessed at any time in the footer of this website, below.