Terms & Conditions

1. General information

The Video Poets will provide services to the Client(s), providing the Client(s) have/has assessed all the risks that may occur.

2. Booking and payment

a. A booking fee is required upon return of this booking form (non-refundable subject to Paragraph 3.c). Completion of this form alone will not secure your booking and the date may be booked by other parties.

b. A date may only be considered reserved once a completed booking form has been received and funds are cleared. Until that point dates cannot be guaranteed. If a date is no longer available any deposit received will be returned to the sender with no further liability on either party.

c. The full balance is payable at least 30 days prior to the date of your wedding. In cases where a booking has been made within the 30 day period, the full (non-refundable) balance is payable. Failure to pay the final balance within this period will cancel your booking and the full price agreed will become chargeable.

3. Cancellations

a. Weddings sometimes need to be cancelled. We strongly recommend that all Clients take out comprehensive wedding insurance to protect themselves from costs if they need to cancel.

b. The Client(s) may cancel this booking at any time by giving written notice to The Video Poets.

c. Refunds are only available if it is requested in writing and sent by recorded delivery within seven days of booking only. A 15% fee of the full booking price will be charged for administration purposes

d. Cancellation charges are as follows;

1. More than ninety days prior to the date = booking fee only.

2. Ninety days to thirty days prior to the date = booking fee plus half the remaining cost.

3. Less than thirty days prior to the date = full amount.

e. Force Majeure

If The Video Poets cannot perform this Agreement due to ill health, fire, casualty, strike or other civil disturbances, Acts of God, including but not limited to, road closures, severe traffic, fire, terrorism or other causes beyond the control of the parties, then we may offer the services of a replacement videographer of equal skill and professionalism. However it may prove difficult or impossible to find a skilled replacement videographer at short notice or at the same price. In the event of a Force Majeure cancellation by The Video Poets, our liability shall be limited to a full refund of any booking fees and any further fees paid for services.

4 – Filming the day

a. Any variations in the times, dates, or to the planned event that may impact on the booking form should be communicated to The Video Poets as soon as possible.

b. It is the Clients responsibility to obtain permission to film the Marriage Service and the Clients are also responsible for any fees levied at the various locations.

c. The Client(s) must also seek permission from any other venue were filming will be required.

d. Arrangements should be made for all venues to be accessible by The Video Poets at least one hour before the time of each event; these arrangements must be made by the Client(s).

e. We aim to be discreet whilst filming but in low light conditions additional lighting may be required.

f. Coverage will be as the cameraman’s professional expertise determines and no one scene will be determined more important than another. While every effort will be made to get the best position for the camera(s) to film the event this may not always be possible if restrictions are imposed upon us on the day. The Video Poets cannot guarantee coverage of any particular individual or group during the day.

g. We use broadcast quality well maintained equipment, however we will not be liable for any radio signal losses, battery failures, equipment failure and / or material defects, which are beyond our control. In the unlikely event of a total video failure our liabilities are limited to a refund of all monies paid by the Client(s).

Every effort is made to ensure perfect colour and lighting reproduction, but certain conditions may not be accurate such as mixed indoor and external lighting, hard shadows, and low lighting conditions. With these factors beyond our control, we will endeavor to produce the best image possible. In the case that a particular segment of the event is either not recorded, partially recorded, or not a part of the final edited film, it is at the sole discretion of The Video Poets. If something occurred at the wedding that the Client does not want to appear on the final film, the Client must instruct The Video Poets in writing before post production begins.

The Client(s) must provide a safe working environment and is responsible for any damage to our equipment by their guests and will be liable to pay such expenses for replacement or repairs. In restrictive conditions such as rain, extreme temperatures and humidity, adequate shelter must be provided to the Videographer.

5 – FOOD

If video coverage is greater than 5 hours, the Client(s) must provide a hot meal to the camera operatives. It is very important that this be served at the same time as any other food is served to guests. Vendor meals provided at any other time i.e at the end of guest service may affect what footage we are able available to capture.

6 – The Edits

a. The Video Poets will endeavour to build your films around any special requests made within this booking form, but such requests are not binding instructions. Artistic interpretation cannot be guaranteed but every attempt will be made to comply with the Clients wishes. The Video Poets will not be held responsible for scenes not included due to inclement weather or other conditions outside of The Video Poets control.

b. Any final editing decisions are of the sole discretion of the The Video Poets.

c. Any changes requested on the final copy once sent out will be subject to a further charge.

d. Additional copies will be supplied at current retail costs.

e. Completion is usually within 12 – 14 weeks from the date of the event (not including any bank holidays).

7 – Acceptance of Goods.

a. The Clients shall within seven days from the delivery of goods give written notice to The Video Poets of any respect in which it is alleged that the Goods do not comply with the Booking Form. Subject to any such notice, the goods will be deemed to comply with the Booking Form in all respects.

8 – Additional

a. We keep a master copy of your film in our archives for up to one year. You may order additional copies within this period as required. If you wish to order additional copies after one year we cannot guarantee that the master will be available.

b. The prices within this booking form are current at the time of viewing. The Video Poets reserve the right to change and amend this booking form without notice at which point prices may change.

c. Unless stated in the ‘anything else’ section of this form The Video Poets retain Copyright of the goods produced from this booking form and are protected by the Copyright and Design act 1988. The Clients hereby allows The Video Poets to display any media included in this booking form in any form.