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Terms and Conditions
1. Limit of Liability: In the unlikely event of severe medical, natural, or other emergencies, it may be necessary to retain an alternative videographer. Woodpecker Films will make every effort to secure a replacement videographer and are able and/or willing to provide a similar package as chosen in this contract at the same/similar tariff. If such a situation should occur and a suitable replacement is not found, responsibility and liability is limited to the return of all payments received for the event package. Woodpecker Films takes the utmost care with respect to exposure, transportation and processing of film; including using professional grade equipment and professional grade backup equipment. However, in the unlikely event of the CLIENT’S film being lost, stolen or destroyed for reasons within or beyond Woodpecker Films control, the latter’s liability is limited to the return of all payments received for the event package and no further compansation than the initial price agreed. The limit of liability shall not exceed the contract price stated herein. The limit of liability for a partial loss of originals shall be a prorated amount of the exposures lost based on the percentage of total number of originals.
2. Woodpecker Films have a minimum of two but up to 4 filming units and the best suited to your wedding day will film your wedding. All editing will be done by Woodpecker Films. The professional judgement of Woodpecker Films will be deemed correct and final.
3. House Rules: Woodpecker Films is limited by the guidelines of the ceremony official or the reception site management. The CLIENT agrees to accept the technical results of their imposition on Woodpecker Films. Negotiation with the officials for moderation of guidelines is the CLIENT’S responsibility; Woodpecker Films will offer technical recommendations only.
4. MUSIC - Please note due to Copyright we use royalty free music on our films. This ensures we meet copyright laws both online and offline, it also ensures the viewer focuses on the film as much as the audio. If you have any questions on the choice of music please feel free to contact us via email.
5. The copyright of the production will be the property of Woodpecker Films. Woodpecker Films also reserve the right to use extracts for commercial purposes. We may also use some of your images and film on our WEBSITE site and/or social media sites and by agreeing to this contract you give us express permission for this. It is agreed that Woodpecker Films may display and use photographs/video taken for marketing, advertising, display, website and internet promotion, photographic contents, public displays such as in malls, photography books, store fronts, window displays, studio display, television advertising, magazine advertising and any other purpose thought proper by Woodpecker Films. Please note we follow GDPR regulations and you have the right to have any content removed by informing us via email info@woodpeckerfilms.co.uk.
6. Woodpecker Films will be the sole videographers on your wedding day and reserve the right to ask guests to stop filming if they are infringing upon us, thus preventing us fulfilling our contract with you. Mobile phones interfere with our sound and can distort the video picture in some cases. Please ask your guests NOT to use them during the wedding service and speeches.
7. Woodpecker Films will not be held responsible for not fulfilling the contract if they are not informed on the wedding day when the SPEECHES are about to commence. While the the wedding meal is ongoing this is the time when Woodpecker Films will also have a break. It is important to ensure we are told when the speeches are about to start. We would also like to point out that we recommend that all speeches take place on the top table or at one single location in the room. Speeches that take place at different tables / locations in the same room are not always possible to film if we are not informed beforehand, situations such as a "open microphone" become very difficult to film without being able to set up a shot first. Please ensure you inform your venue / church that filming is taking place on your wedding day and full permittion has been granted for us to film.
8. Woodpecker Films will endeavor to obtain a pleasing colour match on all cameras used on the day. Sometimes this is not achievable to the high spec we desire due to a number of mitigating reasons i.e. insufficient lighting in churches and reception venues. Civil service/evening reception rooms are now adopting mood lighting and it is difficult to achieve high quality film pictures if this type of lighting is used. It must be pointed out that the filming of live Bands/Acts/DJ music can cause sound distortion due to excessive volume levels being produced. We will try our best to meet a pleasing sound mix but it is not always possible the same may apply in church or in civil venues with musicians.
9. Drone - During our weddings we do sometimes use of drone to obtain footage. We are unable to guarantee that a drone will be used as some factors such as the weather, location and timings of the day and risk assesment can effect this. Its the clients responsibility to make us aware if they do not wish to have have a drone used during the day. We hold a full CAA licence under Woodpecker Films.
10. The Client may cancel the contract at any time prior to the Wedding by giving WRITTEN NOTICE (Email) to Woodpecker Films. However, Woodpecker Films as compensation against loss of earnings shall retain the amount paid as a Booking fee. If the Contract is cancelled within:
TWELVE WEEKS - 50% of the outstanding balance shall become due
EIGHT WEEKS - 75% of the outstanding balance shall become due
FOUR WEEKS - 100% of the outstanding balance shall become due
11. Our cameras can film the use of power point presentations during speeches or the service live but we do not accept any liability for the quality of the image filmed . Woodpecker Films do not accept any media source available to us for inserting content into the finished project due to problems they have and can cause when editing. If you have any questions on regarding this please get in touch via email.
12. AT PEAK PERIODS OF THE WEDDING SEASON, EDITING COULD TAKE UP TO AND IN EXCESS OF 15 WEEKS TO COMPLETE.
13. Woodpecker Films will agree with you the client a final pre-wedding meeting or, a phone call, prior to your wedding day to discuss the details of our Filming Schedule. Woodpecker Films cannot be held responsible for any filming omissions on your wedding day that are not disclosed at the pre-wedding meeting.
14. Please be advised we have agreed times for filming with you and this has been written into this contract. We are finding more and more that we need to stay later to fulfill the contract. Speeches are tending to get a lot longer than anticipated, sometimes in excess of 1 hour now becoming the norm. If this happens everything can automatically start to overrun, especially if you were also late being seated for dinner. Please check your timings and try and stick to them especially where speeches are concerned. Therefore please note that if we have to stay after the time agreed on your contract a £75 per hour, or part thereof will apply - which will be payable before the finished film is released. For any evening reception we would film up to 9pm at the latest. Please note that a £75 charge per hour will be applied for any delay of the first dance after 9pm.
15. INSTALMENT PLAN. If you have been offered and want to accept the installment plan arrangements the dates are incorporated on the front of this Contract. When we email that a payment is due prompt payment is expected please. In some cases we can and will withdraw the installment plan if we are experiencing difficulties receiving payments. Please advise before signing if you would prefer other payment arrangements, as they need to be included in this Contract.
16. Guest Co-operation: The CLIENT is responsible for the conduct of their guests. The CLIENT will direct all other services providers (florist, DJ, Caterer, etc) to provide any needed information and cooperation to Woodpecker Films. Co-ordination with other service providers is necessary to complete all the filming sessions as scheduled. The CLIENT should share the filming schedule with other service providers to make sure that there is no conflict in times. In addition, events during the wedding day should be planned to make the best use of time from all vendors.
17. General: Woodpecker Films will not tolerate verbally of physically abusive behaviour, nor will it share its time or compete with guest videographers for the attention of the subjects. Unchecked guest conduct that interferes with the videography may seriously affect the quality of the film taken and increase the number of times shots re filmed. If the CLIENT is unable to control the conduct of the guests, resulting in an unacceptable degree of misconduct, or if the conduct of any of the guests including the client(s) damages the equipment of the videographer or unacceptable behaviour occurs; it will result in the early or immediate departure of the videographer. The CLIENT understands that in such an event, no refunds will be granted and any damage to equipment will be the responsibility of the CLIENT to replace or repair and the police may be informed.
18. We will assume that you accept the quality and content of the finished Finished Media / film unless you inform us to the contrary in writing within two weeks of the finished product being released to you. The final edit we provide for you is not subject to amendment without incurring further charges for labour and materials, unless it is deemed to be a technical error on the part of Woodpecker Films. Your edited project will be kept on our hard drive for a maximum of six (6) months from pick up depending on Woodpecker Films work volume. It must be appreciated that film takes large amounts of hard disc space and therefore projects need to be cleared to fulfil other editing commitments.
19. RAW footage. Woodpecker Films does not provide the RAW footage to customers and this belongs the property of Woodpecker Films unless it has been agreed beforehand.
If you have any questions about our Terms and Conditions above please contact us as soon as possible before your wedding date. Please note by receiving the Terms and Conditions you have agreed to them in the booking form online. if you do not agree with the Terms and Conditions Woodpecker Films set you should inform us via email and the contract will be terminated.