Terms & Conditions
General
The terms ‘we’, ‘us’, and ‘our’ refer to VIP Media Group Ltd. The terms ‘you’, ‘your’, ‘client’, ‘customer’, or the viewer of the website refer to the client named on the quote/invoice.
Please note the invoice received by the customer(s) is accepting all payment terms and conditions stated. However, we are unable to reserve any dates or guarantee availability until a booking fee is made.
The first payment is the initial booking fee, and the second payment must be made prior to the first event. Your final payment should be made as per point 5 from the general terms and conditions section.
All booking fees are paid to secure the dates with us, which is non-refundable if the customer(s) decides to cancel the event. This also applies to any further payments made by the customer(s)
The first draft will be provided approximately 8 -10 Months from either your last event date or when the songs list is provided, whichever comes later as advised on the day of quotation. We will endeavour to provide this sooner.
Your final payment must be cleared prior to the delivery of your draft movie or photos, whichever delivers first.
If you wish to select your own music for your final movie, then it must be provided within the 7 days after your final event by emailing vipmediachanges@gmail.com. Failure to do so will result in us selecting songs, that are not able to amend once edited.
Changes are complimentary and we allow them to be made on the movie itself. However, one set of changes will only be accepted and be provided back to us within 7 days of draft delivery. Additional costs will only apply if the single set of changes of 10 pointers exceeds, as the per change requests will be placed on the back of our queuing process for up to 6-12 months. If there are no changes provided within the 7 days timeframe, we will finalise the production with our terms and conditions to be fully satisfied.
We reserve the right to discontinue videotaping in any situation (ex: rain, extreme temperatures, humidity, hazardous locations) that could put the safety of the videographer or equipment at risk.
All the photos of the event will be provided on Blu-ray disc, USB, or online (whichever is available) as a data source.
All raw footage is copyrighted to VIP Media Group Ltd, which is not available to the customer(s) unless payment of £500 is made. We are not responsible for any material within the raw footage, that may be offensive or disturbing to the client.
We will try our utmost to capture your event(s). (a)However you must allow our team adequate time in order to do this, we do not take responsibility for delays caused by you, the customer(s). (b)For Errors and Omissions, we make every effort to capture key moments during the event, we cannot guarantee that every moment will be captured due to unforeseeable circumstances such as equipment failure, or human error. In the event that we miss a key moment, we shall not be liable for any consequential, indirect, or incidental damages arising from any missed moments. The client acknowledges that the photographs and video scenes captured during the event are inherently subjective and that our services are provided on an "as is" basis. The client waives any claim for damages, including but not limited to emotional distress, arising from any missed moments or dissatisfaction with the final product.
An itinerary of the day must be provided by the customer, for film captures of the day. Failure to provide the itinerary of the day will impose us to employ a standard method of wedding cinematography/capturing.
Our team members will not tolerate any verbal or physical abuse of any form from either the customer(s) or guests. Whether it is online, via the enquiry line, or publically. If such occurs, firstly we will consult with the customer, but if a resolution has not been achieved we will leave the event and your contract with us will be null and void in which no funds will be reimbursed. Any footage captured on the day and any previous days as per this contract will be terminated.
Please note we will not accept any liability if the event is not running on time due to delays caused by you or your guests which does not allow our team to capture the event gracefully.
All our team members will require a 1-hour rest/break in which a table with food and beverages must be provided. If you are unable to provide this our team will need to locate a food establishment off-site which may cause delays.
The times provided on the invoice are the times our team will be available. We allow reasonable flexibility of the times stated as we understand there can be delays, however, if we go above 1 hour over the times stated on this invoice, a charge of £100 will be applied to the final payment amount for each additional hour.
We will not be held responsible for delays caused by traffic, accidents, or emergency services, which may affect our time of arrival.
In the event of a technical failure resulting in the loss of footage, we will provide a full refund for any amounts paid that are attributable to our own negligence. Please note that this is the extent of our liability, and no additional reimbursements or compensation will be offered beyond the amount stated on the original invoice.
The production of your photos follows a documentary approach, focusing on colour, composition, lighting, and culling. We do not employ techniques like airbrushing, removing people, or applying filters to prevent any image distortion.
The film production is guided by the event's itinerary and significance. Our brand vision aims to capture the essence of the event, using a shoot-to-edit approach that incorporates creative elements we deem suitable for the occasion.
Our contractual obligation is to exclusively capture the bride and groom, along with the agreed-upon scenery. The filming of immediate and external family members is at the discretion of our team and is not a primary focus.
We back up all our footage, however, we are unable to accept liability for loss of data due to, fire, burglary, or acts of God.
Aerial Drone Filming & Photography – We offer a complimentary service that is subject to the availability of your package. However, it is important to note that some locations may have restrictions in place due to proximity to airfields, government property, or other factors beyond our control. Please understand that we cannot be held responsible if these restrictions limit the altitude at which we can operate the drone on the day of your scheduled flight. Additionally, weather conditions can also affect our ability to conduct the flight, and we cannot guarantee that the drone will always be usable on the day of your booking. Please note that we are restricted to a maximum altitude of 200ft, within line of sight. In the event that CAA authority charges are required for air zone clearance, the individual listed on the contract will be notified of all fees and provided with the option to proceed.
Complaints - We take all concerns and complaints seriously and ask clients to submit any grievances regarding our services in writing within 7 days of the issue's occurrence. Our company will handle all complaints promptly and directly with the client. We request that clients refrain from making any complaints or expressing any concerns to any third party, whether it is done publicly or privately on social media or any other platform. Any such publication will result in immediate forfeiture of any replacement or solution offered.
We consider any such publication to be an act of slander or defamation and will take necessary legal action if required. Slander or defamation is a serious offence that involves making false statements that harm the reputation of a person or business. Any publication of such statements to third parties, whether intentional or not, can result in serious legal consequences.
We assure our clients that we will do everything possible to address any issues in a timely and professional manner to ensure their satisfaction. If we are unable to resolve a client's issue, we will offer an alternative solution at our discretion. Our goal is to provide excellent services to our clients, and we aim to resolve any complaints quickly and effectively.
Highlight film – (Cine-shorts) - Firstly, we want to make it clear that we cannot guarantee a specific duration for our highlight films. Typically, they will run between 10-20 minutes in length, but this may vary depending on various factors such as the type of wedding, length of speeches, number of guests, crowd control, and filming opportunities available. We are committed to producing all finished products to the highest quality possible based on the footage we obtain, and we will try to incorporate your music requests where appropriate.
It's important to note that 3rd party editors may be used in the production of your finished products. We will use our professional discretion to create the final product if no specific requests are made. We cannot be held responsible for any quality issues beyond our control, such as poor weather conditions, inadequate lighting, sound interference, or venue restrictions.
All edits are subjective, and we utilise our professional expertise and discretion to ensure that the significant parts of your wedding day are captured and used in your finished products. We do not promise to capture every moment of your day and maintain an artistic license for all edits. We recommend that all couples view examples of our work to become familiar with our style before booking our services.
While we will do our best to incorporate any ideas or requests for the video that are made in writing in advance of the wedding, we cannot guarantee that they will be included in the final product. However, we will try to accommodate your requests wherever possible.
In summary, we strive to produce high-quality finished products, but please understand that factors beyond our control may impact the final result. We encourage you to familiarise yourself with our style and approach before booking our services and to communicate any specific requests in writing in advance of the wedding.
Change of date/Cancellations - In the event of cancellation or postponement of an event, the client must provide written notice to the company at least six months prior to the event. If the minimum notice period is met, the booking fees paid may be transferred to a new date within one year of cancellation at no additional cost. If the client does not wish to keep their details on file, all information held on the client will be deleted and payments made will be lost.
If the client cancels without keeping their details on file, the booking fee is non-refundable and an additional fee of £50 will be retained to cover administrative costs. Any remaining payments will be refunded, but refunds may take up to 30 days. If the cancellation occurs within 60 days of the event, no refund will be given, and full payment will still be required.
Exclusive Rights
It is understood that we will be the exclusive official videographer & Photographer retained to perform all services requested in this contract.
The client acknowledges that any other professional or non-professional photography or videography during the event may interfere with our ability to produce the best possible product. Therefore, we ask that clients ensure that no other photographers, videographers, or guests are present during our contracted time, except for a pre-approved second photographer or videographer hired by us.
We would hold exclusive rights to produce and distribute all visual media content captured during your wedding event. This includes the exclusive right to use the content for our own advertising and promotional purposes, such as on our website and social media platforms.
Display Rights
In accepting the terms and conditions, the customer is acting as agent(s) for all members of the party and guests. Grants us all rights for display, broadcast, exhibition, promotion, and advertising use of all images produced under these terms and conditions. All video masters and raw footage remain copyrighted exclusively to us.
The Trailer and the music will be selected by us and not the customer. The trailer/teaser is produced at our discretion and unable to make any changes to the production of the trailer.
Joint events i.e. when we are covering both the bride and groom, will be edited under one single edit, we do not provide separate edits for each.
The final postproduction and editing styles, effects, and overall look of the images are left to our discretion.
Opting Out Of Social Media
If you wish not to participate in airing your trailer/teaser on the social media platforms, you would need to notify via email at info@vipmediagroup.co.uk prior to the first event.
Failure to notify us of your decision to opt out of social media usage will result in us not being able to provide a detailed production at our discretion. We reserve the right to charge an additional fee if the opt-out decision is made after the contract has been accepted electronically.
Epidemic/Pandemic
Given the current circumstances, we advise all clients to acknowledge & adhere to the guidelines of social distancing between 1-2 meters.
We have an obligatory rule of compliance, set by the country’s guidelines and procedures.
This includes:
The practice of staff members alongside clients taking safety measures, and precautions based on situations (i.e. masks and hand sanitisers).
Social distancing measures would need implementing by the customer towards all the third parties who are present.
All Home visits will be limited only to the customer and the media representative.
All family captures will be at your chosen hall without returning to the customer’s residence.
Our staff members will advise of any requirements on the actual event day based on location.
Failure to meet the above requirements will lead to immediate termination of the event(s) / contract(s) with us and no refunds will be administrated to the customer.
Based upon a UK Govt Lockdown being applied, the refund procedure will be applicable, upon a 1-month notice period before or after the cancelled event date, which must be informed by the customer. Failure to do so will refer to clause 4 on the general section of the “non-refundable policy” on this contract. These measures have been taken in place, due to the deployment of sub-contracted teams as a notice to cancel.
Payments/Disclaimer
Payment can be made either by cash or Bank Transfer (BACS). Bank details will be provided once the customer confirms acceptance.
By paying the booking fee and the balance as per the invoice, the customer has accepted all our terms and conditions listed on all sections of this page.
The customer is solely responsible for securing permission from the site owner/operator, for the use of production onsite as well as the authority for us to set up all our necessary production equipment.
The quality of the production is dependent upon adequate lighting, camera/microphone positions, and other conditions on-site that are not under the control of VIP Media Group Ltd.
We are not responsible for the poor audio if the bride/bridegroom does not agree to wear a lapel microphone, dark and grainy video resulting from inadequate lighting, the refusal of the customer to allow camera-top lighting, or electrical or mechanical malfunctions on the location which are beyond our control.
The agreement of the service to perform is subject to proven detention by sudden illness, accidents, acts of God, or any other legitimate condition beyond the control of VIP Media Group. Every reasonable attempt will be made to secure a backup videographer in such an unlikely event. We will establish an arrival time for the wedding date with the client prior to that date and remain on duty for the number of hours included in the package. Coverage hours included in the package are for the wedding date only and must be consecutive. This block of time includes set-up and tear-down of equipment, and transportation between venues.
Please note that our Terms & Conditions, which were correct as of January 2021, are subject to change at any time without prior notice. Any modifications will be reflected on our website, and it is the client’s responsibility to review and comply with the updated terms. By booking VIP Media Group, you acknowledge that you have read and accepted our Terms & Conditions and are not required to sign them for them to be valid.