TERMS AND CONDITIONS
By booking Pretty Little Films for your wedding/event, you agree to the full Terms and Conditions below. All Terms and Conditions stated within this document override any Terms and Conditions from the client.
The following terms and conditions are set out to help all parties be aware of and clear about the services provided for their wedding/event and the responsibilities of all parties involved.
The Booking Form and these Terms and Conditions, form an integral part of the booking contract and there will be no variation. By booking Pretty Little Films for your wedding/event, you agree to the full terms and conditions below. All Terms and Conditions stated within this document override any Terms and Conditions from the client.
1 – Invoice and Work Quoted
All work undertaken by Pretty Little Films will be delivered to the client via a detailed invoice before the day of filming. The client is obligated to ensure that this, along with the full terms and conditions, is thoroughly read and understood prior to booking.
Any amendments or additional filming or editing will incur an additional charge which will be invoiced to the client. All invoices must be paid for in full before the wedding/ event.
If any further work/ filming is required on the wedding/ event day (which has not previously been approved) this will be invoiced after the wedding. Full payment will be due on receipt of the invoice. This includes, but is not limited to extra performances, surprises or events on the day (such as singing waiters, performances, pipe bands, fireworks etc) and delays which mean parts of the day (e.g the first dance) run later than planned. Any work out with the original agreement must be authorised by Pretty Little Films who reserve the right to refuse additional work.
2 – Payment and Prices
A non-refundable booking fee which will be detailed on your deposit invoice is required to secure Pretty Little Films’ services. Your date is not secure and can be booked by another client until the booking fee is received in full. Any additional extras not included in your original invoice may incur a further charge, the sum of which will be provided to the client in an invoice e-mail and must be paid in full 6 weeks before the wedding or event. Pretty Little Films will include any mileage/ travel fees and (if required) an accommodation fee within the original invoice supplied to the client. Pretty Little Films will not accept responsibility for any unforeseen additional travel/ accommodation costs which are not caused by them directly. The client will be liable to pay an extra charge in any such circumstances which will be invoiced via e-mail. If wedding/ event arrangements change or information is provided after the original invoice has been sent, additional travel and accommodation costs may be incurred. Payment for these costs will be due on receipt of the invoice. If Pretty Little Films need to arrange travel for the wedding/ event in advance such as accommodation and/or flights etc, payment for these may taken at the time of booking. This will be detailed on the invoice. All payments taken in advance for travel and/ or accommodation are non refundable. Payments made to Pretty Little Films are non- refundable once they have been paid. The full invoice amount must be paid 6 weeks before the wedding/ event by bank transfer. At Pretty Little Films discretion, the client may face a non-payment penalty as a result of not paying the full invoice amount 6 weeks before the event. If payment is not received, Pretty Little Films will take this as a cancellation of the contract. In the case of a cancellation due to non-payment, the client will not be refunded the initial booking fee or any other money paid.
Payment methods – All payments to Pretty Little Films are to be made via bank transfer. The bank details for transfers will be stated on your invoice.
Pretty Little Films currently do not accept any other forms of payment such as credit/ debit cards or PayPal.
3 – Cancellation
In order to cancel, where possible, the client who made the booking should e-mail email@example.com. The e- mail should include the name of the person who made the booking as well as the date and venue for the wedding/ event. Where possible, the cancellation should be send from the e-mail address used to make the booking.
3.1 Cancellation by the client
If the client has to cancel a booking the following cancellation fees will be due immediately:
If a client cancels less than 8 weeks before the event, the full balance will be due.
If the client cancels less than 6 months before the event date, 50% of the remaining balance will be due immediately after cancellation. (*remaining balance definition is full package price minus non-refundable booking fee.) Payment for any travel and accommodation costs which have already been booked such as hotels/ flights etc will be due on cancellation regardless of the when the cancellation takes place. If Pretty Little Films have taken payment for these from the client in advance, they will be non-refundable. Additional costs for travel and accommodation may be required if there is a change in date or times for the wedding / event.
3.2 Cancellation by Pretty Little Films
If the assigned videographer(s) cannot attend the wedding /event(s) or supply their service due to illness, injury or personal reasons, Pretty Little Films will make every effort to secure a replacement that they believe to be capable of filming the wedding /event(s) to their standards. Replacements arranged by Pretty Little Films will be deemed appropriate for the agreed filming of the wedding or event(s). Under most circumstances at least one videographer will still be available and may be able to shoot the wedding / event(s) on his /her own. In the unlikely event that both videographers are unavailable and a replacement cannot be found Pretty Little Films will offer a full refund of any booking fees and fees paid. Pretty Little Films will not be liable for any further costs.
We strongly recommend that you take out Wedding Insurance to protect yourselves and your suppliers.
4 – Change of Filming Dates
Pretty Little Films do not guarantee that they will be able to accommodate any change in filming dates. If Pretty Little Films do not agree to a change in date this will act as a cancellation of the agreement and the cancellation terms (as stated above in section 3) will apply.
If a client cancels, but wishes to re-book on an alternative date which is agreed by Pretty Little Films, their booking fee will be transferred onto the new date given that no additional costs are incurred by Pretty Little Films. If the date is changed, the original price / package quoted will no longer be valid. The client must pay Pretty Little Films current prices at the time of changing the date. The client will receive an invoice with the updated prices. Additional costs for travel and accommodation may be required if there is a change in date or times for the wedding / event.
In the event of the client wishing to change the filming date a minimum of 6 weeks notice is required. Failure to comply will result in the client becoming 100% liable for all cancellation fees and any costs incurred.
5 – Aborting Filming (on shoot day)
In the event of filming being delayed or aborted on the day for any reason full payment will still be due and no refund will be provided. If the wedding / event is rescheduled for a future date which is agreed by Pretty Little Films, the terms stated above in point 4 will apply.
6 – Equipment Failure or Damage, Substitution and Loss of Data
In the unlikely event that Pretty Little Films experiences equipment failure or difficulties, all efforts will be made to find suitable replacement equipment as soon as possible. The equipment used on the day of filming will be at the discretion of Pretty Little Films. Pretty Little Films take measures to ensure filming of the event will not be interrupted by equipment failure, damage, loss of theft but if this unlikely event occurs and results in filming/ audio being missed or footage is damaged after the wedding/ event, Pretty Little Films cannot be held responsible. If data/ footage is lost or corrupted due to equipment failure, damage, loss or theft, every effort will be made to recover/ reconstruct the data, but Pretty Little Films cannot be held responsible for anything which cannot be recovered. If Pretty Little Films equipment is damaged at the event by the client or their guests, the client will be liable for the full cost of repair/ replacement and any other costs incurred.
7 – Travel Problems/ Delays
Pretty Little Films cannot be held responsible for any restrictions or delays which make them late for or entirely miss any part of the event. This includes, but is not limited to, travel restrictions, transport breakdown or problems, delays in transport such as trains, ferries and planes, traffic delays, breakdowns or accidents on the road, accidents involving Pretty Little Films, road works, road closures and extreme weather. This applies to travel to the initial venue, travel between venues and any time Pretty Little Films leave the venue throughout the day for example, for food if this is not provided.
8 – Weather
In the event of extreme and dangerous weather conditions, Pretty Little Films reserves the right to change the date of filming to a more suitable day or cancel the contract. Pretty Little Films reserves the right to refuse to film or abort filming where conditions (such as rain) may cause damage to their equipment or where the videographers safety is compromised.
Pretty Little Films cannot be held responsible for weather or elements interrupting or interfering with their filming and audio. For example, wind noise interfering with microphones or rain on lenses etc. If the client requests filming outdoors (e.g an outdoor wedding ceremony), this may not be possible due to weather such as wind and rain which may interfere with filming and audio recording. Pretty Little Films reserve the right to abort filming at their discretion any time due to weather which may damage their equipment. For example, if it starts to rain during filming of a wedding ceremony. Pretty Little Films will not be held responsible for any missed footage or audio caused by filming being aborted or interrupted due to weather or elements.
9 – Health and Safety
In all instances Pretty Little Films will reserve the right to cancel a booking or remove any of its videographers and / or equipment from a location or refuse to film if it is deemed in any way unsafe for their health and safety or if they are subjected to abusive, aggressive, inappropriate or upsetting behaviour. Pretty Little Films is limited by the guidelines of the location site/venue management/government rules and client agrees to accept the results that may occur from said guidelines. The client will be liable for any costs incurred as a result of this and the cancellation fees stated in section 3 will apply. Pretty Little Films will observe the client’s site safety rules at all times and will liaise with the Health and Safety Manager if deemed necessary.
It is the responsibility of the client to ensure that all filming locations are compliant with all current health and safety laws and restrictions at the time of the event and will not in any way risk the health and safety of Pretty Little Films. If at any point before or during the wedding / event the videographers are made to feel uncomfortable or feel that the health and / or safety of them or their equipment are at risk, filming will immediately be aborted. Pretty Little Films will take this as full cancellation of the contract by the client. No further work will be carried out and no refunds will be given. Determining what is considered to be abusive, upsetting, aggressive or inappropriate behaviour or unsafe for the videographer’s health and safety is entirely at the discretion of Pretty Little Films.
10 – Access For Filming & Restrictions
It is the client’s responsibility to ensure that Pretty Little Films have clear access to all relevant locations required throughout the day. It is also the client’s full responsibility to ensure that they obtain any licences and permission and pay all fees required for the recording of the wedding/ event. This includes, but it not limited to, licences/ fees for permission to film in certain locations/ buildings and for the recording of music by choirs etc. Any restriction for filming must be passed on to Pretty Little Films before the event. Pretty Little Films will not be held responsible for any restrictions of their filming e.g. location of equipment such as camera and microphones or filming/ audio recording not being permitted which effect the final production. This includes people involved in the event/ shoot, such as officiants, refusing to wear microphones. While Pretty Little Films will always make every effort to ensure they have all of the shots/ footage/ audio required in every situation. They cannot be held responsible for their view/ filming/ audio being restricted or interrupted e.g. a guest/ staff member/ photographer/ supplier blocking their shot or interfering with their equipment e.g. knocking over a camera or microphone. This also includes background noise and guests (such as children crying/ shouting) interfering with audio. When filming a live event such as a wedding Pretty Little Films have very limited control over the event and things may happen that are outwith their control. No specific shots or audio are guaranteed to be filmed/ recorded.
11 – Performers / Suppliers and Guest Agreement
Pretty Little Films will not be responsible for anyone who does not wish/ agree to be featured in the production. The responsibility rests with the client to ensure that all people featured in any Pretty Little Films production has given their full consent to be part of the production. No liability will be accepted by Pretty Little Films if the production has to be re- edited due to a performer/ guest/ supplier/ staff member/ speaker etc refusing permission to show their image or use their audio in whatever form. If re-editing is required and has been agreed by Pretty Little Films, this will incur an additional charge which will be invoiced to the client and must be paid before any re-editing work will be done. It is the sole responsibility of the client to arrange any consent forms, gain full permission and pay any associated fees required for all persons and locations involved.
Pretty Little Films will assume that permission is granted from all people present unless otherwise specified and will not take responsibility for any sections of the production which must be omitted or restrictions in filming due to people who do not wish to be filmed. If there is a request to not film a particular person during the event, this information must be passed on to Pretty Little Films in advance. Pretty Little Films will try to film the event without including this person where possible, but it cannot be guaranteed.
12 – Booking Form
A separate booking form containing the details Pretty Little Films require before the event will be sent along with these terms prior to the wedding / event. This must be completed in full no later than 6 weeks before the event. The client must ensure that all information provided on this form is accurate to the best of their knowledge and inform Pretty Little Films as soon as possible of any changes. The client should provide all requests or requirements they have on this form, even if they have discussed them previously. Pretty Little Films will use the information on this form only for all the details they need when filming and editing the wedding/ event. Any information not requested on the form which the client feels is important such as timings, surprises or filming requests (such as a specific part of the day or event) must also be provided to Pretty Little Films.
The client must inform Pretty Little Films of any surprises which will take place on the day (e.g secret singing waiters, pipe bands etc). Clients should ensure that the bridal party and all guests have access to Pretty Little Films contact details so they can make them aware of anything that may have been booked as a surprise for the client. Pretty Little Films cannot be held responsible for covering anything that they were not informed of and had agreed to film in advance.
Pretty Little Films cannot be held responsible for any problems or filming missed due to errors, changes to the details such as times and locations provided or information not given.
13 – Copyright
13.1 – Copyright – Material filmed by Pretty Little Films
The copyright of all material that has been captured by Pretty Little Films is solely owned by Pretty Little Films and is protected under UK Law. All footage/ audio recorded by Pretty Little Films is fully owned by and copyright of Pretty Little Films. All footage/ material/ media can be used by them for any purpose they see fit including use in promotional purposes and on social media for Pretty Little Films and other companies they own without further consent from the client or people featured. The footage may also be sold by Pretty Little Films. By agreeing to these terms and conditions, you give full permission for the use of footage/ material for promotional purposes including online and social media. All footage and audio owned by Pretty Little Films may not be used or edited in any way without the permission of Pretty Little Films.
13.2 – Copyright – Material provided by client
In the event of the client providing material (video, audio, photographs, logos etc) for inclusion in a Pretty Little Films production, copyright must firstly be obtained from the original copyright owner / material provider. This is the sole responsibility of the client to ensure full copyright permissions have been explicitly transferred to Pretty Little Films. The client will indemnify Pretty Little Films against any future possible claims, disputes, and expenses or similar that may arise for a third party concerning usage of such material.
14 – Licence and Coverage
Pretty Little Films shall be granted artistic licence in relation to the subjects recorded and the locations used. Although every effort will be made to comply with the client’s requirements, Pretty Little Films’ judgment regarding the location, position, shots taken, subjects, length of footage, audio recorded/ used, editing and colour grading shall be deemed correct. For bookings involving a church ceremony or at certain other venues, videographer’s movements are often restricted by the minister/ officiant or person in charge. Therefore, recording of parts or even all of the ceremony/ event may be restricted or prohibited, as may the use of artificial lighting and audio recording equipment. The videographers cannot accept responsibility for limited coverage in such cases. Whilst the videographers shall endeavour to fulfill all of the client’s requirements, they cannot be held responsible for non-availability of subjects or adverse conditions which may delay the progress of proceedings which prevent the coverage of certain specified shots. When filming a live event such as a wedding Pretty Little Films have very limited control over the event and things may happen that are outwith their control. No specific shots or audio are guaranteed to be filmed/ recorded. Any alterations made to the booking by the client once details have been confirmed may only be made at the discretion of the videographers. If unable to accommodate alternative arrangements (such as the change of filming date or venue), the videographers are not liable to compensate the client in any way whatsoever.
15 – Exclusivity
When filming an event, Pretty Little Films require complete exclusivity. No other professional videographer (paid or unpaid) may film throughout the day and video footage may not be taken by any other supplier such as the venue, photographer etc. Guests may take short video clips/ photographs of the event provided that they do not interfere in any way with Pretty Little Films’ filming, do not restrict their view/ shots and are not using professional equipment.
16 – Video Results
By booking Pretty Little Films the client is granting them full creative control over the final outcome of the film. Pretty Little Films will edit/ render/ colour grade and produce a final film, on the understanding that the client trusts Pretty Little Films to give them the best possible finished result. Pretty Little Films are happy to discuss special requirements or suggestions with the client, but these are not guaranteed. As Pretty Little Films edit and colour grade their films in a creative/ stylistic way, colours may be edited to give the film a creative look/ feel. Colours may also be effected by various factors on the day of filming such as lighting. Pretty Little Films cannot be held responsible for problems caused by equipment which is not owned or operated by them which includes, but is not limited to sound quality issues caused by the venue’s sound system, interference from mobile phones or other devices, problems with lighting etc.
17 – Delivery
Quality, colour and audio etc in the film will vary depending on the TV, player, computer or device used. Pretty Little Films ensure that each production is of high quality on their professional equipment and therefore, cannot be held responsible for the quality of playback on client’s devices.
Wedding films are delivered on USB as standard. USBs are formatted in ExFat to allow storage of files of 4GB and over. Pretty Little Films highly recommend that all clients take multiple backups of the files on their USB copy as soon as they receive it. Backups can be made by copying the files from their USB to a computer or other device. Pretty Little Films provide high quality USB drives, but despite this it is possible that the USB may fail over time or be damaged or lost by the client. Therefore, it is the full responsibility of the client to ensure they have backed up their files.
All copies are checked before dispatch, but it remains the responsibility of the client to check for in-transit damage. Pretty Little Films cannot be held responsible for damage to equipment resulting from defective media.
17.2 Online delivery
Pretty Little Films currently use Mediazilla (www.mediazilla.com) for online delivery. To receive the online delivery a link will be e-mailed to the client via Mediazilla. The client must then create a free account with Mediazilla. The film collection will then be added to the client’s Mediazilla account. Due to music licensing restrictions, this online delivery should not be shared online or publicly.
18 – Amendments
Pretty Little Films has full creative control over all aspects of every production/ film. Amendments will only be carried out if agreed by Pretty Little Films who reserve the right to refuse amendments to their films. Revisions, amendments or any re-editing will incur an additional charge which will be invoiced to the client and must be paid in full before any amendments/ editing will be carried out.
19 – Production Time
The average production time for a highlights film by Pretty Little Films is approximately 6-8 weeks and Feature Films 12-18 weeks. These times may be more or less depending on the amount of work outstanding at the time. Pretty Little Films spend a lot of time and effort on their editing process and will never rush a film, therefore production times are rough estimates are never guaranteed.
20 – Choice of Music in Production
All music/soundtracks for highlight films by Pretty Little Films will be chosen by Pretty Little Films from music they can licence for online use and that they feel works best with the footage they have. Pretty Little Films have full creative control in these films and all their work. Any amendments or re-edits which have been agreed by Pretty Little Films will incur additional charges which must be paid in full before any amendments/ re-editing are carried out. Clients will have the choice of music for their feature films as this will not be shown online.
21 – Commercial Music – Live Recording
Please note that Pretty Little Films does not use live music in their highlights Film or Feature Film packages as standard. If recording of live music at a wedding/ event is required, please contact Pretty Little Films to discuss this before the wedding/ event.
22 – Requirements on the Day of Filming – Food Provided
On the day of filming, if Pretty Little Films will be filming after the meal (filming is not carried out during the meal), They would be very grateful to receive a hot meal and drink although on most occasions they do not require this as part of the terms and conditions. In some cases, Pretty Little Films will require food to be provided for both videographers. Examples of these cases are:
If the wedding/ event is remote locations or if there are not facilities such as a bar/ restaurant in the venue for them to purchase food.
If Pretty Little Films have agreed to film something which will take place during the meal such as speeches
between courses or singing waiters.
In these cases, they require a hot meal and drink for both videographers to be provided at the same time the guests will be having their meal. If food is not provided, Pretty Little Films may leave the venue while the guests are having their meal in order to get food. Pretty Little Films cannot be held responsible for any filming missed while they are out of the venue or anything which delays them returning to the venue for example traffic delays, breakdowns or accidents on the road, accidents involving Pretty Little Films, road works, road closures and extreme weather.
23 – Samples of Work
Samples of Pretty Little Films work may be available to view online in the form of short highlight films. It also may be possible to request a full feature film sample which will be sent in the form of a password protected or private link which can be viewed on a website such as MediaZilla. These samples are available to view as a very rough example of previous work undertaken by Pretty Little Films and are in no way a guarantee of the outcome or final results of future work by Pretty Little Films. Each project (particularly weddings) is very different and Pretty Little Films will approach, film and edit each wedding or project in a way that they feel is most appropriate. There is no guarantee that the type of shots, layout, narrative and content of samples shown in previous work will be included in future work.
24 – Footage Provided
The final edit of the production will be provided in the format which was agreed on booking (e.g. USB, Online Delivery). The agreed format cannot be changed after the wedding or project has been filmed. No raw footage or unedited footage will be provided to the client at any time or under any circumstances. The final edited film will be the only footage provided to the client. Details of the films included in package booked can be found on the invoice provided along with a pdf of the All Day Package details. Pretty Little Films will aim to keep a final rendered copy of the production for at least 2 years after the filming date although this is not guaranteed. All footage other than the final rendered copy of the wedding or project will be deleted after the production has been delivered to the client. Pretty Little Films highly recommend that all clients take multiple backups of the files on their USB copy as soon as they receive it. Backups can be made by copying the files from their USB to a computer or other device. Pretty Little Films provide high quality USB drives, but despite this it is possible that the USB may fail over time or be damaged or lost by the client. Therefore, it is the full responsibility of the client to ensure they have backed up their files.
25 – Complaints
In the unlikely event that a client should wish to make a complaint to Pretty Little Films, this must be done in writing to firstname.lastname@example.org. All complaints must be filed within 30 days from the date that the online copy of the film was sent by Pretty Little Films (via Mediazilla). All complaints, issues and grievances should be dealt with directly with Pretty Little Films. Clients may not share any details of complaints, issues or grievances publicly before, during or after the complaint, issue or grievance has been dealt with. This includes, but is not limited to, sharing or discussing any details of the complaint, issue or grievance with the media (newspapers etc), online or on social media.
26 – Packages
Please note that all packages are changed and updated regularly and therefore the information below or the current information available on the Pretty Little Films website (www.prettylittlefilms.co.uk) may be different from the package booked. Please refer to your invoice which will have all the details of what is included in your package. Pretty Little Films will select all of the music and audio which is used in their films, with the exception of feature films. They may include short clips of audio from the wedding day such as from the ceremony and/or speeches, but audio recording/ use is not guaranteed. Due to the creative style, films may not run in chronological order and may be highly edited and colour graded and have film grain added to give a cinematic style. Pretty Little Films do not guarantee that any specific parts of the day will be filmed or included in the final film. The shots and audio included in the final film is completely at the discretion of Pretty Little Films who have full creative control over the filming and editing of all of their films.