Terms And Conditions
Client - Individual(s) seeking videography and/or photography services
Creative Depiction Studio (CDS) - Videographer(s)/Photographer(s)
The Event - Occasion for which CDS is hired to provide services.
Securing the booking & payment schedule
CDS payment schedule is as follows unless the balance is being paid in full upfront;
1a. A payment of £300 for standalone bookings, or £500 for combined service bookings is required as a booking fee/deposit* (please see booking fee/deposit terms below). This payment will secure the booking, meaning CDS will not take on further bookings for the date in question. The booking fee also serves as a cost towards any administration, planning and preparation work to be carried out by CDS. The £300 or £500 fee is considered as a down payment towards the total package value.
(Eg. total package value: £2000, the outstanding balance will be £1700 after the £300 booking fee is paid,)
1b.In the event of the client wishing to pay an additional amount higher than the booking fee, or the total balance in full up front, then the figure of £300 or £500 will still be considered as the basis for our refund & cancellation terms which is explained in section 2.
1b. The remaining balance is due to be cleared no later than 1 month prior to the event. (Eg. if the event is on the 17th of August 2025, then the remaining balance is due on or before the 17th of July 2025). However, in some exceptions, a later payment date can be arranged between CDS and Client. The possibility of paying the outstanding balance earlier, or in instalments can be arranged with CDS.
1c. In the event of a last-minute booking (less than a month prior to the event or close enough to this) this forfeits the need for a booking fee, and payment in full is required to secure services. CDS might use its discretion to arrange an alternative payment schedule on short notice to accommodate the booking request.
1d. Failure to clear the outstanding balance by the due date may result in the cancellation of the contract and services. CDS will make every attempt to provide notice and to negotiate a reasonable solution with the Client before termination of the contract is in effect.
Cancellation, postponement and contract termination:
2a. Valid cancellation reasons are classed as a serious issue that are out of the Client's control that lead to the event not being able to take place/deems the client unable to attend the event
They can be any of the following, but are not limited to;
- venue not being able to let the event take place (eg. cancellation/fire damage/bankruptcy etc.)
- The Client or close relatives suffer severe illness, injury, mental trauma or death
2b. Non-valid cancellation reasons are classed as preventable situations that the Client has direct control over, eg. insufficient planning, change of mind, family dispute etc.
2c. A cooling-off period of 14 days will be in effect from the time a booking has been secured (upon receipt of the booking fee/deposit).In the case of the Client requesting a cancellation of the booking within this period for any reason (valid or non-valid), any monies paid to CDS will be refunded in full.
2d. If the Client requests a cancellation outside of the 14 day cooling-off period due to the above mentioned valid reasons, CDS will offer to transfer the arranged services to an alternative date in case of a postponement of the event, it's at CDS discretion to charge a transfer fee depending on circumstances. It is strongly advised that the Client ensures the availability with CDS for a chosen alternative date before confirming this with the venue(s). In the event of CDS not being available on the alternative date then all monies paid will be refunded to the Client. If any complimentary/free of charge services (eg. engagement shoots etc.) were already carried out and delivered to the Client, then CDS may deduct the relevant costs from the amount that may be refunded. CDS reserves the right to verify the reason for cancellation/postponement with the venue(s) and/or other booked vendors.
2e. If the Client requests a cancellation/postponement for a non-valid reason (mentioned above) within 6 months of the event, the full booking fee/deposit of £300 or £500 is non-refundable to cover time spent on administration, planning and preparation work that has already been carried out and to cover probable loss of securing an alternative booking. Should this occur outside of the 6 month period prior to the event, then a refund of £200 is in place, with a £100 admin, planning and preparation fee to be retained by CDS.
2f. In the case of a non-compliant Client (Client violates any terms of the Contract) and no reasonable solution can be negotiated, CDS reserves the right to terminate the contract and cease providing services at any time (including if the contract terms are violated during the event). If services were already provided then possible fees can be deducted from the Clients refund. A refund may or may not be offered depending on the circumstances.
2g. If CDS cannot cover the event, due to illness, accident, family matters or other significant reason, then an equally skilled supplier will be arranged to cover the event on behalf of CDS. All captured material will be transferred to CDS by the supplier after the event, so CDS can fulfill contract requirements and produce a result equal to the examples shown to clients before the booking. Should the Client wish not to accept CDS to arrange cover then a full refund of any monies paid will be offered to the Client.
Disclaimers, exclusivity & privacy
3a. CDS takes the utmost care in the services offered. However, if for any reason, including mechanical failure, human error, or even negligence, the services or final delivered material fails to fulfill the contract agreement or expectations, a partial/complete refund will be offered depending on the situation.
3b. Please note that weddings are live events, and CDS cannot be held liable for any moments not captured due to circumstances out of our control. This includes but is not limited to; unforeseen delays during the wedding day, staff, guests or other vendors interfering with our equipment, or any person obstructing the view of our cameras. We always communicate these potential issues with the Client before and on the day itself, and ultimately try to anticipate and avoid these issues altogether wherever possible, unfortunately sometimes these issues are unavoidable.
3c. By booking CDS, the Client agrees that CDS is the exclusive vendor providing (professional) videography and/or photography services at the event. Any guests wishing to take images/videos on their mobile or personal camera are permitted as long as no continuous interference is caused. Second shooters (photo and/or video) are to be hired exclusively through CDS.
3d. CDS does not permit any other individuals capturing photo and/or video during the event in a professional capacity. This includes but is not limited to; content creators, other vendors, and guests with what's deemed as 'professional' equipment (eg. tripods, flash photography, drones etc.) that could interfere with CDS routine and workflow. This does not include a photographer or videographer that was booked separately in addition to a standalone photography or videography package.
CDS reserves the right to request the person(s) in question to cease recording if interference is being caused.
3e. It is the Clients responsibility to inform CDS of any guests that wish not to be recorded, this includes parents not consenting their child to be recorded. CDS will try its best to accommodate, however in certain situations this cannot be avoided (eg. If the guest(s)/children in question are present during key moments), and CDS can not be held liable for loss of coverage for this reason.
Production style, delivery and amendments to deliverables
4a. By booking CDS, the Client agrees to grant CDS full production and creative freedom to photograph/film and edit the final product(s) based on CDS’ style. Any special requests eg. style of music, specific shots/photographs etc. must be communicated with CDS clearly.
CDS services include documenting the events of the event day to the best of our ability. Photographs/video footage used in the final product(s) has been included at the discretion of CDS. CDS is not liable for any coverage not included if the Client did not specifically indicate to CDS before or on the event date, either verbally or electronically.
Should any obvious errors such as playback issues or grammatical errors caused by CDS in any of the content, then this must be communicated with CDS to get resolved. Examples of style have been shown to the Client before the booking was made and will be deemed as satisfactory upon receiving the booking fee/deposit.
4b. The delivery date varies from 4-8 weeks for photography and 10-16 weeks for videography on average, but can be longer during busy times. Upon confirming possession of the finished product(s), the Client must inform CDS and will have 30 days from confirmed receipt of the product to notify CDS of any revisions or amendment requests (see sections 11 & 12). If no notification has been received, the Client will be deemed to be satisfied with the product and any further revisions or amendments are subject to charge and/or availability by CDS.
4c. CDS gives the Client the right to one round of minor revisions or amendments to the finished product once the client has confirmed receipt.
Minor revisions or amendments are categorised as follows; removing or replacing a specific image/video/audio clip - adjusting the colour or brightness of a specific image/video clip, and minor spot/mark removal. CDS does not offer services such as advanced ‘air brushing’ or digitally amending the physical appearance of any person(s) appearing in the footage/photographs.
4d. CDS reserves the right to charge for any further minor revisions or amendments to the final product and any major revisions or amendments with a flat rate of £50 per hour.
Major revisions or amendments are categorised as single actions that require 30 minutes or longer to complete.
Copyright and reproduction of material
5a. Copyrighted music will not be permitted for use on any non-private display of the final product(s).
Non-private display is deemed as anything shared online that can be accessed by anyone other than the intended recipient, this includes but is not limited to; Facebook, Instagram, Youtube etc.
Upon receiving the final product the Client will bear full responsibility for complying with copyright law. CDS cannot be held liable for any copyright breaches.
5b. All images and/or footage remain the intellectual property of CDS, and the altering/editing of images and/or footage is strictly prohibited unless specifically agreed, this includes the use of built-in social media filters (eg. Instagram).
5c. CDS grants the client full printing and sharing and reproduction rights of the content that CDS has created, as long as this is deemed for personal use. This includes but is not limited to; printing images (whether at home/online or in store), ordering or creating photo album(s), creating or ordering canvas prints, transferring video and/or photo content to DVD/Blu Ray/USB drive.
5d. Sharing content that CDS has created with third party for monetary gain (eg. news/media outlets) is strictly prohibited unless this is previously agreed upon with CDS.
5e. CDS allows the client to share images/footage with their relevant wedding vendors such as makeup artists, hair stylists, florists, and venue(s), band etc. for their promotional use on social media/website. We encourage the client to inform the vendors to provide proper credit ("Creative Depiction Studio", "@creativedepiction studio", or "www.creativedepictionstudio.co.uk") before publishing online. We do prefer if the vendor(s) in question contact CDS first for permission. Any non-authorised sharing of CDS content by vendors (eg. screenshots from Client social media channels) will be classed as a copyright breach and will be requested to either provide the necessary credits or removal from the platform in question, in the case of the vendor not complying then a copyright claim can be made.
5f. CDS strictly does not supply Raw unedited photos/footage to the client in any circumstances, unless an exception has been made.
Harassment & work safety during the event.
6a. Any vendor working at events or weddings has the right to feel safe and respected in their working environment. Therefore, CDS does not tolerate any form of harassment at any time, this includes but is not limited to; harassment of any form & inappropriate behaviour or threatening/violent/dangerous behaviour whether physical or verbal, or any other situation that causes CDS to feel unsafe or uncomfortable at the event. If this is caused by a person(s) attending the event then CDS will either alert someone in charge at the venue/member of staff, the bride and groom’s next of kin, or ultimately the bride/groom themselves. Based on the circumstances, CDS will request to have action taken to resolve the issue. CDS reserves the right to cease coverage and/or vacate the event should any of the above occur.
6b. In the event of a health and safety breach by either a guest/venue/staff/vendors/ that puts CDS at risk then CDS reserves the right to temporarily cease coverage and/or vacate the event until action has been taken to resolve the issue.
*Unless an NDA has been paid for, the Client agrees to CDS using any photographs/footage from the event for promotional purposes at our discretion within reason. CDS will notify the Client before doing so. If both photography and video are booked then an NDA is not required to be paid twice.
*Disclaimer: drone footage cannot be guaranteed on the day of the event. If weather conditions (eg. rain or strong wind etc.) are unsuitable, then this can cause the malfunction of the drone, making it unsafe and legally not permitted. The weather forecast will be closely monitored a few days before the event. If aerial footage is not possible on the event date, a different day can be offered as an alternative option to capture the necessary footage.
