WEDDING PHOTOGRAPHY & FILM

This agreement details the agreement and understanding between 

​

the client(s) (hereafter 'the Client' or 'the Couple')

and

Bailey Lonsdale Photo & Film Ltd (hereafter ‘we’ or 'us' or 'our') 

in relation to the photographic/film services (hereafter 'services' or 'coverage') for their forthcoming wedding (or similar/associated event(s)), (hereafter 'Event').

 

Particulars:

Client: 

Event Date: 

Location: 

 

Coverage Type:

Duration: 

Cost:

 

Details:

 

It’s fairly early days now so we won’t ask for lots of details at this stage, as these might change/develop in the run up. We’ll ask for more information as we draw a bit closer to the day and send you a little form about a month or so beforehand where you can share all your finalised plans, timings, details of any group shots, favourite poems and anything else with us that's relevant. We're always at the end of an email or the phone between now and then too, as necessary.

 

1. Our Responsibilities. We hereby agree to perform photographic and/or film services for the Client at the Event specified above in a professional manner according to the prevailing standards in the industry.

 

BEFORE THE DAY: If not already done at time of booking, we will meet with the Couple either virtually or in person at least once before the wedding day where possible. This provides a chance to chat about the format of the day, the logistics, timings and the coverage in general. Approximately one month before the day of the wedding, we will send the Couple an online form to complete, detailing their confirmed arrangements for the day and other associated information. The Couple are requested to return this form to us electronically at least 14 days prior to the event so there is opportunity to discuss anything that arises as a result. The Couple are requested to advise us of any major amendments to timings or other applicable arrangements as far in advance as possible. We are always happy to chat about any of the details in the lead up to the wedding as the Couple wish.

 

ON THE DAY: Our style is to be as unobtrusive as the circumstances and the Couples wedding brief allow. We will aim to document your day as it happens, providing minimal direction and only when required. It is really helpful if the Couple are able to provide at least one pre-briefed point of contact who can assist in mustering people for any required group shots or point out key individuals to be photographed on the day as appropriate. It is also appreciated if some warning of key events is given if approximate timings for these aren’t available beforehand.

 

Our informal style of working and our experience are key to achieving a great set of wedding photographs. We also rely on the good humour and cooperation of those in front of the lens to achieve this. We appreciate there are times when people are just not keen to be photographed and encourage anyone, particularly the Couple to let us know this if and when appropriate. We won’t be offended! 

 

Whilst we will make every reasonable effort to take photo’s and/or footage specifically requested by the Couple, the Couple understands that a wedding is an uncontrolled event and that due to the vagaries of the weather, available light and willingness of subjects, we cannot guarantee any particular requested photo. We are not responsible for the impact on the final product of any interference caused by guests or other vendors at the Event.

 

HOUSE RULES: Please note that we are sometimes limited by rules imposed by registrars, ministers and venue management as to what can and cannot be done, which can limit our opportunity to capture elements of your event. In such circumstances we will endeavour to negotiate with the personnel concerned if appropriate, however the Couple must be aware that such restrictions may limit or impact our coverage.

 

CRAZY MOMENTS: If we are exposed to (i) unsafe conditions, or (ii) objectionable or illegal acts at the Event, we reserve the right to take reasonable action to remedy such a situation, including but not limited to leaving the Event. In such circumstances, we shall not be obligated to refund any of the fees paid by Client.

 

ADDITIONAL PERSONNEL: We may employ one or more assistants as appropriate/necessary depending on the scale of the event and requests of the Couple. Any employed assistant will be of a professional calibre, and will be selected to compliment our style and manner of work. The Couple will be informed of the details of any additional personnel prior to the event, if applicable.

 

AFTER THE DAY: We will select and process all of the useful images/film media as applicable (e.g. no blinks, no duplications etc) in a style similar to that displayed on our website and supply them to the Couple via secure download. The Couple grant us artistic licence with regard to the capture, composition and processing. The Couple are responsible for making a back up copy of their images/footage once supplied.

 

2. Deposit/Payment. A non-refundable deposit of €100 (that shall be applied toward the total fee for the Services) is due upon execution of this agreement. Upon receipt of this payment, we commit to being available to the Couple on that date (subject to non-payment, reasonable emergencies and force majeure events detailed below). A further payment of €250 is due on 28 February 2025. Remaining payments of the balance due for the Services shall be made 28 days prior to the Event, or as set out in the Payment Schedule where applicable. In the event that the Client fails to remit payment as specified, we shall have the right to immediately terminate this Agreement with no further obligation to refund money (including the aforementioned deposit), to attend the Event or to supply coverage.

 

3. Copyright. The copyright of photographs and/or film remains with us. The sale, publication or any commercial use of the media is not permitted without prior written permission. The Couple shall have a full private usage license for all images and/or film sent to them in perpetuity, meaning they can copy, reproduce and privately share the media with friends and relatives. We also agree that the images may be distributed via social media sites providing that we are credited in accordance with our 'Media Sharing Policy' which will accompany the downloaded media and is available in advance upon request. 

This clause shall survive the Term.

 

4. Major Event Changes. We must be notified immediately of any significant changes in schedule or location. If the date of the Event changes, the deposit amount is usually considered as liquidated damages. The booking of a new date, subject to our availability would incur a new deposit.

 

5. Cancellation. Upon acceptance of these terms and payment of the deposit, we commit to attending the Event on the specified date. If the Client cancels the Event entirely, then we shall not be required to repay any of the payments made.

 

6. Model Release. The Couple grant us and our legal representatives, heirs and assigns, the irrevocable and unlimited consent to use the photographs and/or video for editorial, competition, advertising and any other purpose and in any manner, to alter the photographs without restriction; and to copyright the images unless otherwise agreed in writing.

 

7. Limitation of Liability. If we cannot perform this agreement due to acts of God, weather, fires, floods, traffic, illness or any other cause beyond our control then we shall return the deposit to the Couple but shall have no further liability with respect to the agreement, and the agreement will terminate with immediate effect. This limitation on liability shall also apply in the event that photographic/film material is damaged in processing, stolen, lost through camera malfunction, lost in the post, fire or otherwise lost or damaged without fault on our part. In the event of us failing to perform for any other reason, we shall not be liable for any amount in excess of the amount agreed above. In the extremely unlikely event of us being ill, injured or otherwise unable to supply the services specified, we will make every effort to supply a similar replacement wedding photographer or videographer and provide comparable coverage on the day. We appreciate that this all sounds quite bleak. In reality, we have many working methods in place to prevent the loss or damage to your images and we have never missed a shoot in our entire careers. Our insurers require us to communicate these clauses with you and plan for the apocalypse, just in case!

 

8. Waiver/Miscellaneous. This Agreement represents the complete and entire agreement of the parties, notwithstanding any oral or written representations to the contrary made before, during, or after its execution. Any amendments to this Agreement shall only be effective if made in writing and agreed by both parties. If something needs to be updated, we can usually tick this box by agreeing via an email so we've all got a record. Major changes may require an update to this agreement.

 

9. Protection of Deliverables/Retention of Files. We shall take all reasonable steps to protect the media recorded at the Event until it's delivered to Client. Once delivered, we will keep the files available to you via a secure online gallery for a period of 12 months from the date of delivery. Beyond that, we shall have no further obligation to preserve the images of the Event, regardless of the form of media in which they are stored.

 

10. Term. The term of this Agreement shall commence upon the execution of this Agreement, and shall terminate 12 months after the final, edited collection of photographs and/or film is made available to the Client via secure download.

Please note that payment of the deposit indicates the Couples acceptance of the terms of this document on the date that payment is made. No signature is required.

 

A LESS FORMAL BUT VERY IMPORTANT NOTE: This agreement sets out our responsibilities and its limitations for your information and peace of mind. It’s a little wordy and its tone isn’t as friendly as we would like. In a nutshell, please be assured that we will do whatever is in our power to supply you with a beautiful set of memories of your wedding day. That’s the most important bit!

 

Thanks for getting this far. If you have any questions on the above, please get in touch.