Wedding Videography Terms & Conditions
These Terms & Conditions apply to wedding videography services provided by Limelight Media Productions Ltd, trading as Shepperson Wedding Films.
1. Agreement and Booking Confirmation
These Terms & Conditions form part of the agreement between Limelight Media Productions Ltd, trading as Shepperson Wedding Films (referred to as the “Company”), and the person or persons booking the wedding videography services (referred to as the “Customer”).
The services, filming arrangements, products and prices agreed between the Company and the Customer will be detailed in the Wedding Video Booking Form.
A booking is confirmed once the Company has received both the completed and signed Wedding Video Booking Form and the required 20% booking fee. Until both have been received, the requested wedding date cannot be considered secured.
Once confirmed, the Company will reserve the agreed date and filming coverage for the Customer.
2. Payments
Payment for wedding videography services is normally made in three instalments:
- 20% booking fee payable when confirming the booking.
- 40% of the total booking price payable no later than four months before the wedding date.
- Final 40% balance payable no later than four weeks before the wedding date.
The applicable amounts and payment deadlines will be confirmed in the Wedding Video Booking Form.
The Customer may make payments earlier than the stated deadlines or pay in smaller instalments, provided the required amounts have been received by each deadline.
If a payment becomes overdue, the Company will contact the Customer and provide a reasonable opportunity to resolve the matter. If payment remains outstanding 14 days before the wedding, the Company may issue a formal written notice requiring payment within a reasonable specified period.
Where a significant outstanding balance remains unpaid despite reasonable notice, the Company may suspend or cancel the agreed services, subject to applicable consumer rights and the circumstances of the booking.
The full agreed balance must be received before the wedding day.
Payment Methods
Payments can be made by cash, bank transfer (BACS), cheque or credit/debit card.
Cheque payments will only be considered received once the funds have cleared into the Company’s bank account. All payments must be received and cleared by the applicable deadlines.
3. Changes, Postponements and Cancellations
The Company understands that wedding arrangements may change and will make reasonable efforts to accommodate requests to amend or postpone a booking.
Changes and Postponements
Any request to change the wedding date or booked services should be made in writing as soon as reasonably possible.
Where the Company is available on a proposed new date, the booking may be transferred subject to mutual agreement. Any changes to the services or price, including adjustments arising from a substantial postponement, will be discussed and agreed with the Customer beforehand.
Where the Company is unavailable on the proposed new date, both parties will endeavour to discuss suitable alternatives. If no alternative can be agreed, the booking may need to be cancelled under the applicable cancellation terms.
Cancellation Within 14 Days
The Company voluntarily offers Customers a 14-day cancellation period beginning on the date their booking is confirmed. Where the Customer cancels within this period, all payments received will be refunded in full.
Cancellation After 14 Days
Where the Customer cancels after the initial 14-day period, the Company will normally retain the 20% booking fee to reflect the reservation of the wedding date and the potential loss of other bookings.
Where cancellation occurs close to the wedding date and the Company has incurred additional reasonable losses directly resulting from the cancellation, the Company may seek to recover those losses, taking account of costs avoided and any replacement booking secured. Any additional amount requested will be proportionate and explained to the Customer.
The Customer should notify the Company of cancellation in writing. Nothing in this section affects the Customer’s statutory rights.
4. Travel and Accommodation
The Company includes the first 50 miles of return travel within the agreed wedding videography price.
Additional mileage beyond the included 50 miles is charged at £0.55 per mile, calculated from the Company’s business address at 36 Kirtling Place, Haverhill, Suffolk, CB9 0AU.
Mileage calculations include travel to and from the wedding venue or venues, together with any necessary journeys between locations during the booked filming coverage.
Any applicable travel charges will normally be calculated and agreed with the Customer before the booking is confirmed and included in the Wedding Video Booking Form.
Where overnight accommodation is reasonably required due to the wedding location or filming arrangements, this will be discussed with the Customer in advance. Any accommodation charges will be agreed before the booking is confirmed.
Should the Customer subsequently change the wedding location or arrangements in a way that materially increases travel or accommodation costs, any additional charges will be discussed and agreed before being incurred.
5. Wedding-Day Filming Arrangements
Filming Coverage
The Company will provide the filming services and coverage specified in the Wedding Video Booking Form. Filming will be undertaken professionally and as discreetly as reasonably possible, although additional lighting or equipment may be required in certain circumstances.
Filming Conditions and Unplanned Moments
The Company will use reasonable care, skill and professional judgement to capture the wedding day and its important events to the best standard reasonably achievable under the circumstances.
Wedding celebrations are live, unscripted events, and filming conditions cannot always be controlled. Camera positioning, visibility, lighting, available space, venue layouts, decorations, floral arrangements, the movement of guests and other practical considerations may affect the footage that can be captured.
The Company will make reasonable efforts to work around these limitations, but cannot guarantee an unobstructed view, ideal filming conditions or the recording of every moment throughout the wedding day.
Spontaneous or unexpected moments may occasionally occur when a camera is not recording or is positioned elsewhere. Where the Customer wishes particular activities, surprises or special moments to be filmed, they should notify the Company in advance wherever reasonably possible, or draw the videographer’s attention to them on the day.
The Company will make reasonable efforts to accommodate such requests, but cannot guarantee that every requested moment will be captured, particularly where events occur simultaneously or without sufficient notice.
Nothing in this provision limits the Company’s obligation to provide its services with reasonable care and skill or affects the Customer’s statutory rights.
Wedding-Day Schedule
The Customer agrees to provide the Company with their wedding-day schedule as early as reasonably possible, preferably around two months before the wedding. This should include the ceremony, speeches and other important events or activities they wish to have filmed.
The Customer should notify the Company of significant changes as soon as reasonably possible. The Company will make reasonable efforts to accommodate changes, although unexpected alterations or insufficient advance information may affect the footage captured.
Filming Permissions and Restrictions
The Customer is responsible for obtaining any necessary permission for wedding videography from the venue, ceremony officiant, registrar or other relevant parties.
The Company will comply with applicable filming restrictions and reasonable instructions relating to safety and the operation of the venue. Such restrictions may affect camera positioning, audio recording or the footage that can be captured.
Other Videographers, Content Creators and Guests
The Company is appointed as the sole authorised wedding videography provider for the event unless otherwise agreed in advance.
The Customer must inform the Company and obtain its prior agreement before arranging for any other person, whether a professional videographer, wedding content creator, guest or otherwise, to undertake organised or substantial video filming during the Company’s booked coverage.
Casual video recordings by guests for personal use are permitted, provided they do not obstruct, interfere with or compromise the Company’s filming.
The Company may reasonably request that anyone filming, including guests and content creators, adjusts their position or stops recording where their activities interfere with the Company’s ability to fulfil the agreed services.
Breaks During Extended Coverage
During extended wedding coverage, the Company will endeavour to take a reasonable meal and rest break during the wedding breakfast.
Where speeches or other scheduled events take place during this period, filming will take priority and breaks will be adjusted accordingly.
Additional Filming Time
Any filming coverage requested beyond the agreed booking may incur additional filming and editing charges. These will be discussed and agreed with the Customer before the additional services are provided.
6. Drone Filming
Drone filming is available as an optional add-on and may include aerial footage of the wedding venue, its grounds, the couple and wedding guests, where appropriate and practicable.
All drone filming is subject to suitable weather conditions, venue permission, applicable aviation regulations and safety considerations.
The Company will normally liaise with the venue regarding permission, although Customers are encouraged to establish any venue restrictions in advance.
Drone footage may be captured on the wedding day or on an alternative date arranged by the Company, depending on weather, permissions, scheduling and operational requirements.
The Company cannot guarantee particular aerial shots, including footage of the couple or guests.
Where no drone footage can be obtained, the drone filming add-on charge will be refunded in full, without affecting the remainder of the wedding videography booking.
7. Editing, Artistic Control and Amendments
Creative and Editorial Control
The Company retains creative and editorial control over the filming and production of the wedding films, including the selection of footage, editing style, music, sequencing, colour grading and other artistic decisions.
The Customer acknowledges that the finished films will reflect the Company’s established filming and editing style, as demonstrated through its portfolio and previous work.
Customer Preferences
The Customer is welcome to communicate any important preferences or requests before editing begins, including particular people, moments or music they would like considered.
The Company will make reasonable efforts to accommodate these requests where practicable, but cannot guarantee the inclusion of particular footage, scenes or music.
Film Approval and Amendments
The Company does not normally provide draft versions of wedding films for approval before delivery. The completed films are supplied as finished products.
Where the Customer requests changes to the completed films based on personal preferences, additional editing charges may apply. Any such charges will be discussed and agreed before work is undertaken.
Where a delivered film contains an error or fails to meet the Company’s contractual obligations or applicable consumer rights, the Company will address the matter without additional charge, as appropriate.
8. Delivery of Wedding Films
Delivery Timescales
The Company normally aims to complete and deliver wedding films within approximately 12 weeks of the wedding date.
Where a teaser trailer has been purchased, the Company aims to deliver this within approximately half the usual turnaround time, around six weeks after the wedding.
These are estimated timescales rather than guaranteed delivery dates. Actual completion times may vary depending on the complexity of the production, workload and other circumstances.
The Company will make reasonable efforts to deliver all completed films promptly and will inform the Customer of any significant anticipated delays.
Delivery Formats
Completed wedding films will be supplied in the formats specified in the Wedding Video Booking Form, which may include USB storage devices and access through the Company’s online video delivery platform, VidFlow.
The precise films, sequences and products included will depend on the package or services purchased.
Online Viewing and Downloads
Where VidFlow delivery is included, the Company currently provides:
- 10 years of online streaming access, commencing when the completed films are made available.
- 12 months of full-quality video downloads following delivery.
- Continued access to web-quality downloads after the initial 12 months, while the online hosting service remains available.
Customers are strongly encouraged to download and securely back up their full-quality wedding films within the first 12 months.
Online hosting relies on a third-party service provider. Should the platform become unavailable or its services change, the Company will discuss reasonably available alternatives with the Customer, taking account of the agreed services and applicable consumer rights.
Product Compatibility
The Customer is responsible for having suitable equipment, software and internet access to view and use the supplied products.
The Company will provide reasonable assistance where a supplied product does not function as intended.
9. Footage Storage, Backups and Replacement Copies
Original Camera Footage
The Company normally retains original wedding camera footage for approximately three years following the wedding date.
This is an estimated retention period rather than a guarantee that every original recording will remain available throughout that time.
After this period, original footage may be permanently deleted without further notice.
Completed Wedding Films
The Company endeavours to retain master copies of completed wedding films for as long as reasonably practicable. However, permanent storage and indefinite availability cannot be guaranteed.
Customer Backups
The Customer is strongly encouraged to download and create their own secure backup copies of completed wedding films promptly following delivery, particularly where full-quality downloads are available for a limited period.
Customers are advised to retain copies in more than one secure location or on more than one storage device.
Replacement Copies
Where replacement copies are requested at a later date, the Company will endeavour to provide them if the necessary files remain available.
Reasonable charges may apply for replacement USB devices, file preparation, delivery or other associated services. Any charges will be agreed with the Customer beforehand.
The Company cannot guarantee that original footage or replacement copies will remain available indefinitely. Nothing in this section affects the Customer’s statutory rights.
10. Copyright, Music Licensing and Sharing Wedding Films
Copyright and Ownership
The Company retains copyright in the original footage and completed wedding films it produces, excluding any third-party material in which copyright is held by another rights holder.
The Customer is permitted to view, download, retain and share their completed wedding films for personal, non-commercial purposes, subject to applicable copyright and music licensing restrictions.
Music Licensing
Wedding films may contain commercially released music or specially licensed production music, depending on the film and its intended use.
The Company will arrange and cover the cost of the applicable MCPS Limited Manufacture (LM) and PPL licences for the wedding video production, subject to the terms and limitations of those licences.
The Company will also arrange appropriate licences for production music it selects for its intended use in the wedding films. The costs of the music licences arranged by the Company are included in the agreed wedding videography price.
These licences do not necessarily permit the Customer to independently upload, publish or distribute wedding film files on social media, YouTube, Vimeo or other public platforms.
Sharing Wedding Films
Customers may share official video links or social media posts published by the Company where those links or posts have been authorised for public sharing.
Independently uploading or publicly distributing wedding film files requires the Company’s prior written permission and any necessary permissions or licences from the relevant music rights holders.
Permission from the Company alone does not grant rights to commercially released music or other third-party copyrighted material.
Unauthorised Commercial Use
Wedding films and footage must not be sold, licensed or used for commercial advertising or other commercial purposes without the Company’s prior written agreement and any necessary third-party permissions.
Church Ceremonies and Additional Fees
Where a wedding ceremony takes place in a church or other place of worship, additional permissions, licences or fees may be required for filming, audio recording or the inclusion of hymns, organ music, readings, poetry and other copyrighted material.
Any fees, licences, permissions or charges required by the church, clergy, organist, musicians, venue or other third parties, beyond the licences expressly included in the Company’s agreed services, are the responsibility of the Customer.
This includes, but is not limited to, fees for permission to film within the church, record audio or reproduce particular performances or copyrighted works not covered by the licences arranged by the Company.
The Customer is responsible for establishing these requirements with the relevant parties before the wedding and arranging payment of any applicable charges.
Where necessary permissions or licences have not been obtained, the Company may be required to restrict filming, audio recording or the inclusion of affected material in the completed wedding films.
11. Privacy, Filming Consent and Promotional Use
Filming the Wedding
The Customer acknowledges that wedding videography involves recording the couple, their guests, venue staff and other people attending the event.
The Customer agrees to make reasonable efforts to inform guests that professional videography will take place during the wedding.
If the Customer is aware of anyone who has particular concerns about being filmed, including children or vulnerable individuals, they should inform the Company before the wedding wherever reasonably possible.
The Company will take reasonable steps to respect requests concerning filming and privacy, although it may not always be possible to exclude individuals from background footage of a busy event.
Use of Footage for Promotional Purposes
The Company may wish to use selected wedding footage, photographs taken from video, or completed film sequences for its portfolio, website, social media, advertising and other business promotional purposes.
The Company reserves the contractual right to use suitable material for these purposes, subject to applicable privacy, data protection and other legal requirements.
As a matter of normal business practice, the Company will seek the Customer’s agreement before publicly sharing identifiable wedding footage or completed wedding films.
Any particular privacy concerns or restrictions should be communicated to the Company as early as reasonably possible.
Personal Data
The Company will handle personal information and recorded footage in accordance with its published Privacy Policy and applicable UK data protection legislation.
Further information about how personal data is collected, used, stored and retained is available in the Company’s Privacy Policy.
12. Illness, Equipment Failure and Unforeseen Circumstances
Illness or Emergency
In the unlikely event that the Company is unable to provide the agreed filming services due to serious illness, injury, emergency or other circumstances beyond its reasonable control, the Company will make reasonable efforts to arrange a suitably experienced replacement videographer.
Where a replacement is arranged by the Company, any additional cost of engaging that videographer will be borne by the Company, not the Customer.
The Company will consult the Customer wherever reasonably practicable. However, the availability of a suitable replacement cannot be guaranteed.
If the agreed services cannot be provided, the Company will discuss appropriate arrangements or remedies with the Customer, taking account of the circumstances and their statutory rights.
Equipment Failure and Loss of Footage
The Company will take reasonable precautions to maintain its filming equipment, protect recorded footage and minimise the risk of technical problems or data loss.
Despite these precautions, equipment malfunction, recording failure, accidental damage or data corruption may occasionally occur.
Where a technical failure results in the loss of footage or prevents part of the agreed services from being delivered, the Company will assess the extent and significance of the problem and discuss an appropriate remedy with the Customer.
Any refund or other remedy will take account of the nature and importance of the affected footage or services, the proportion of the booking affected and the Customer’s applicable statutory rights.
Events Beyond the Company’s Control
The Company cannot guarantee that every filming opportunity will be available where circumstances outside its reasonable control arise, such as severe weather, venue restrictions, obstruction by guests, unexpected changes to the wedding schedule or restrictions imposed by an officiant.
The Company will nevertheless make reasonable efforts to adapt its filming arrangements and fulfil the agreed services wherever practicable. Nothing in this provision excludes responsibility where the Company has failed to exercise reasonable care and skill or otherwise limits the Customer’s statutory rights.
Insurance
The Company maintains public liability and products liability insurance with cover of £5 million.
13. Customer-Supplied Materials and Special Requests
Customer-Supplied Photographs, Videos and Music
Where the Customer requests the inclusion of photographs, video recordings, music or other materials not produced or supplied by the Company, the Customer must ensure they have the necessary permission to provide those materials for the intended use.
The Company reserves the right to decline materials where their use could infringe copyright, licensing restrictions or other legal rights, or where their quality or format is unsuitable for the production.
Any additional editing work required to incorporate Customer-supplied materials will be discussed and agreed before additional charges are incurred.
Special Filming or Editing Requests
The Customer should communicate any particular filming requirements, important moments or special arrangements as early as reasonably possible.
The Company will make reasonable efforts to accommodate agreed requests, subject to practical considerations, filming restrictions, available coverage and the circumstances of the wedding day.
Requests that materially change the agreed services or require additional filming, editing or equipment may incur additional charges, which will be agreed with the Customer beforehand.
Changes to Agreed Products
The wedding films, sequences and other products included in the booking will be those specified in the Wedding Video Booking Form.
Any additions, substitutions or changes to those products must be mutually agreed. Where a change affects the price or delivery arrangements, this will be confirmed with the Customer before the additional work is undertaken.
14. Reporting Faults, Complaints and Statutory Rights
Reporting Faults or Problems
The Customer is encouraged to check their completed wedding films and any supplied USB devices as soon as reasonably possible after delivery.
The Company requests that any apparent faults, playback problems, missing files or other delivery issues are reported within 30 days of receipt, wherever reasonably practicable, so that they can be investigated and resolved promptly.
Where a problem is reported after this period, the Company will still consider the matter in accordance with its contractual obligations and the Customer’s statutory rights.
This requested reporting period does not limit the Customer’s legal rights or prevent them from reporting faults discovered at a later date.
Questions and Complaints
The Company aims to provide a professional and reliable wedding videography service and welcomes the opportunity to resolve any concerns promptly and fairly.
If the Customer has a question, concern or complaint about the services or products supplied, they should contact the Company as soon as reasonably possible, providing details of the issue.
The Company will review the matter and make reasonable efforts to reach a fair and appropriate resolution.
Contact Details
Limelight Media Productions Ltd
Trading as Shepperson Wedding Films
36 Kirtling Place
Haverhill
Suffolk
CB9 0AU
Email: stephen@sheppersonfilms.co.uk
Statutory Rights
Nothing in these Terms & Conditions excludes or restricts the Customer’s statutory rights under applicable UK consumer protection legislation.
Where any provision of these Terms & Conditions is found to be unlawful or unenforceable, the remaining provisions will continue to apply to the extent permitted by law.
These Terms & Conditions are governed by the laws of England and Wales, subject to any mandatory consumer protections that apply.
