Booking Contract Terms & Conditions
These are the terms and conditions as set out by Pete Davis Photography. Please read carefully
1. General Coverage.
For your main photographs or video, we require between 1- 1/2 to 2 hours minimum between the end of the ceremony and your sit-down meal. This time can be changed if the timings are tight. In this case, the group shots (photography only) can be done after the meal if need be. When working out timings please also allow for travel times when relocating. To achieve the best results remember the more time you can give me better images or video coverage and variety you will have. Formal group shots (photography only) Group photos will normally consist of the following. 1. Main Bridal Party-consisting of the bride & groom, (children if applicable). Parents, Grandparents, Groomsmen, Bridesmaids. 2. Bride and Groom with both parents/children. 3. Bride with mother, 4. Bride with bridesmaids 5. Bride and groom with bridesmaids and groomsmen 6. Confetti shot all outside. These photos normally take up to 30 minutes with the remainder of the time taken for both romantic and personal photos or videos in various locations. Please bare these times in mind when arranging your meal times with the venue organiser and reception. I cannot be held responsible for insufficient photographs or videos due to late timings from any guests or yourself.
2. Online proofing.
Online proofing and viewing of your images/video will normally be ready 6/8 weeks after the wedding. During busy summer periods, this may be longer. Photos will be edited for color rendition and enhancements to produce the best printing results that will reflect my style and brand. For packages that include a wedding book or album, it takes approximately two to three weeks after you have agreed and finalised the designs. It is then sent away to be built. Once your album is delivered to me and inspected I will let you know so that it can be collected at a convenient time. Please note : Albums cannot be shipped directly to clients due to a final quality inspection required as mentioned above. If you would like the album to be re-packaged and posted on to you then this is possible but additional cost for shipping will apply. Please Note: The maximum time to finalise your album proofs should be within 3 months.
3. Full Coverage (if applicable).
Full coverage starts from the time that the photographer/videographer needs to arrive for bridal prep. This can be 2/3 hours or more before the actual ceremony itself. For example, if your ceremony is at 1 pm arrival would be at approximately 11 am. Sometimes this can be earlier if I have to allow time to relocate to the church or venue. I will be there for the remainder of the day and through to the evening. The evening coverage is up to the cake cutting and first dance and may be up to 15 minutes after the first dance but not later than 9:00 pm unless otherwise agreed. This can be extended for coverage to include the evening party but must be pre-arranged at the time of booking and will incur an extra charge. If your ceremony is an earlier start then I will still be there from the bridal prep and with you right through to the evening. At some point there will be some downtime usually whilst guests are eating. This is when I will take a break myself to have a meal. Please note:- Evening coverage is optional for my bronze and silver packages but included in my gold photography package, videography package, and joint photography and videography package (see my wedding packages page) Evening coverage usually ends when the first dance has finished unless otherwise agreed in advance.
4. Food & Travel.
If your coverage is going to exceed 7 hours some couples and venues offer a meal or snack to the photographer(s) videographer (s). Should a meal not be provided then the photographer/videographers(s) may leave the premises for 1 hour during the wedding breakfast. Please discuss this in advance so alternative arrangements can be made. All of my packages include traveling and fuel expenses except if a venue is changed on your part and the new venue exceeds 30 miles from the original location.
5. Taking Photos and Videos of you and your guests.
As a professional photographer and videographer, you are hiring me to photograph or film your wedding day and tell the story as it unfolds. It is normal practice to be taking lots of photos or filming during the day of the event. This includes guests, family members, friends, children, and anyone else associated with your wedding. It is your responsibility to inform all of your guests that this is the case. If anyone should object to being filmed or photographed then I would need to be advised in advance. In most cases, guests and anyone associated with a wedding day usually understand that there will be a professional photographer or videographer present throughout. Rarely are there any issues with the above but should anyone object it is that person's responsibility to make it known before the day commences. For me to offer a professional service, It would be that person(s) responsibility to make sure they avoid being situated where the photographer or videographer is working. A wedding is a very busy day with lots going on and therefore capturing that person(s) on video or in photographs may be unavoidable. Should this happen then images can be deleted in post-editing. You must bear in mind that the photo or video captured may have been taken at a very important part of the day for you. Any deletion or editing can also affect the number of photos you have or the outcome or story of your day. For example, that person(s) may be in the background at a critical time of the day such as when photographing or filming the vows etc. Therefore they must follow the advice and avoid being in the line of the cameras. The best practice for any such person (s) is to stay behind the cameras at all times where possible. I, Pete Davis, or any replacement photographers or videographers will not be held liable or responsible for these types of circumstances.
6. Formal Group Photos
I have a standard set of group photos which is mentioned in section (1) above. Group photos and a confetti shot normally take around half an hour to do, so this should be factored into the times for the day. Group photos are normally done straight after the ceremony at the church or venue. This is because at that particular time all of the guests are in the same location together, making it much easier to get the shots done quickly for you. If you require formal group photos to take place back at the venue, after leaving the church for example, then remember this can add on a lot of extra time because guests and family may arrive at the venue at different times. Some guests may have also gone to their hotel room, be in the bar or the toilet etc. This then eats away at the time trying to gather everybody up. It is also important to remember that we as photographers and videographer’s will not know who everybody is at your wedding. We will know the bride and groom and possibly the brides maids and groomsmen by recognising them on the day due to their wedding attire. Unless introduced we will not know who your grandparents are, aunties and uncles or any important family and friends etc. So it is important that if they are required to be in some of your photos that either yourself, the best man or maid of honour help to gather up family and guests on our behalf.
6. Formal Group Photos
I have a standard set of group photos which is mentioned in section (1) above. Group photos and confetti shots usually take around half an hour, so this should be factored into your times for the day. Group photos are normally done straight after the ceremony at the church or venue. This is because at that particular time all of the guests are in there in the same place making it much easier to get the shots done quickly. If you require formal group photos to take place back at the venue after leaving the church for example, then this can add on a lot of extra time as guests and family re locating may arrive at the venue at different times. Some may have gone to their hotel room, the bar or toilet etc. This eats away at your time trying to gather guests up. It is important to remember that will not know everybody at a wedding like a bride and groom. We will know the bride and groom and possibly the bridesmaids and groomsmen recognising them on the day due to their wedding attire. We will not know who your grandparents are, aunties and uncles or any important friends etc. So it is important that if they are needed in your photos that either you, the best man or the maid of honour help arrange and gather family and guests.
7. Aerial UAV Drone Photography and Videography.
As a qualified A2CofC UVA (Drone) pilot I have gained certain permissions to be able to fly for commercial operations subject to following all regulations as set out by law and the CAA. Both aerial photography and videography are only allowed subject to these regulations being adhered to. Operations for any commercial use including weddings are subject to obtaining certain permissions, the health and safety of involved and uninvolved persons, and weather conditions on any given day. If I can not perform this service due to adverse weather conditions or any other safety reason then any payment made for this service will be refunded. If this service was offered free and cannot be performed for the reasons explained then no compensation will be given as this situation is out of our control.
8. Wedding Album.
As a guide, a typical 40-page album will need around 90 to 120 of your favourite images taken on the day to fit nicely on the pages. You can choose which images you want in your album from the full set that you will also receive via digital download, disc or USB depending of your package. The period for finalising your album for printing must not be any longer than 3 months after seeing your images and album design for the first time. You can change the design of your album pages and any images in the album to suit your requirements. However, if you decide you want to make any further changes after this then this may incur an additional amendment fee. Therefore it is important that before making any such changes and agreeing to your final proofs , that you are 100% happy with your final selection. Please note: From time to time album companies and suppliers may change or discontinue certain albums within their range. Pete Davis Photography does not always receive notification about such discontinued products or services for which I have no control. So on very rare occasions, this could mean the album you saw or chose at the time of booking may no longer be available. Should your chosen album be discontinued for any reason you will be shown a variety of alternative album options online which will be of equivalent value. Please note: once you have agreed and finalised your album it then goes off to be built and printed. This normally takes 2/3 weeks from the time you agree to the final designs and it being delivered to me for inspection.
9. Backing up your images/video
Depending on which package you choose and the coverage on the day you will receive between approximately 200-500+ fully edited images. Please note the number of images you receive will depend on several factors such as weather, location, and how much time you want to spend with the photographer. If your package includes video then the footage duration will vary again due to the type of coverage and the length of time at the wedding. Please note that adverse weather conditions may limit any outdoor photography/videography. Once you have received your photographs/video either on a disc, USB drive, web transfer, or download option it will become your responsibility to check that all the images/videos open up ok on your own media or PC equipment. If there is a problem you must contact me within 2 weeks. It is also your responsibility to back up all your photographs/videos as soon as possible. Pete Davis Photography will only retain a copy of the edited images or video for up to 8 weeks after which time they may be deleted. Some of the images may be kept longer if needed for advertising and promotional use.
10. Video coverage
Most video is filmed documentary style in small segments throughout the day from bride prep to the first dance. In most cases, you will get three separate videos as described below. The main montage video will show footage from the start to the end of your coverage usually up to 15/20 minutes. This will be backed by several music tracks. In addition to this, you will get two other separate videos one of the speeches with sound and one of the main parts of the ceremony covered from the brides entrance to the end of the service with sound. We will always try to film from the top of the aisle facing you. However, this may not always be possible due to the nature of the wedding service location. In this case, we will film from the bottom of the isle which means part of the ceremony may show the back of you both until you turn and face each other for the vows and ring exchange, etc... Most wedding ceremonies are filmed indoors however on occasions they may be done outside. Filming outside may create issues with video cameras especially if the light keeps changing . For example one moment it is sunny and the next moment there are clouds..This means the camera's exposure is constantly changing automatically to compensate for the light changing. If you are being filmed outdoors it is worth noting wedding videographers do not have special lighting gear as you would see on a film set. If filmed outdoors then you will need to make sure the area has plenty of room on either side of you both as well as registrants to be able to set up two cameras. In addition that you are both standing in good light with the sun to the side or behind you both, and not inside or partially inside a structure such as a gazebo as this can fool the video cameras exposure causing silhouetting (meaning you may look too dark) It is best to discuss the exact positioning both with the videographer and the venue before the day to avoid any such issues. It is also worth bearing in mind that any sound that is being recorded will pick up all ambient noise such as birds, wildlife, trees moving, and especially any breeze or wind. Best advice is to have your ceremony covered indoors where possible which will create a much better look and better-suited environment for filming. Please note by law we are not allowed to film or photograph the signing of the register so this part will be excluded. In some cases, there can be a mock signing set up if allowed. Other variations of footage can be arranged. For example, you may require just one video with all three of the above combined. This needs to be discussed at the time of booking. In addition, any sub contracted videographers may have a different filming format to the above so will need to be discussed if this is the case. How long the montage final video depends on several factors. 1. location 2. size of the venue 3. the amount of guests 4. weather on the day and other possible factors.
11.Photo-chromatic Anomalies: Owing to reflectance caused by a certain combination of dyes and materials, especially man-made materials it is sometimes impossible to record the exact colour of a garment as seen by the human eye. Some colours may not remain consistent throughout a set of photographs owing to variations in lighting conditions and the camera white balance
12. Booking form.
Shortly after confirming that you wish to book my services, you will receive an online booking form including my terms and conditions. Once this is signed it will form a contract between both of us and highlight the obligations we have to each other. This will contain information regarding the package price you have chosen, deposit, and balance payment terms. It will also include times, venue details, and coverage. The package you have booked can be changed anytime before the wedding. For example, if you may wish to add an album or increase the coverage time etc. Amended details will be noted on my booking system. Booking forms can be signed electronically or returned by post within two weeks of confirmation.
13. Booking fee/retainer.
A non-refundable booking fee/retainer is required to confirm your booking and block the date for you. The amount for the booking fee/retainer is £50 on all my packages except my joint photo and video package. The booking fee for this package (video and photography) is normally £100. The remaining balance is due 14 days before the wedding itself. The booking fee can be paid either by debit/credit card or bank transfer. The final balance payment should be paid by bank transfer to avoid high credit card charges/fees. Please note. If when you book my services you still haven't confirmed your venue location then please note the following. Should the venue location exceed a 30-mile radius from where you live there may be a small excess charge to cover fuel cost.
14. Third-Party Suppliers.
If for any reason I have to use or offer you a sub-contracted associate professional photographer or videographer you will be advised in advance. At this point, I will be more than happy to show you samples of his or her work upon request to make sure you are completely happy with any associate or replacement professionals. I Pete Davis of Pete Davis Photography will not be responsible for legal issues surrounding public liability and professional indemnity matters on the part of any associate, third party, or sub-contracted photographers or videographers. Or any breach of the terms on their part, including situations resulting in equipment failure, loss, damage, theft, corrupt memory cards, and other issues beyond their control. All sub-contracted photographers, videographers, and suppliers must have professional insurance cover. If I have to change your booking at a later stage for any reason to include a different photographer or videographer, then can either accept the change or you have the right to cancel with all monies refunded if they are not a suitable professional for your requirements.
15. Cancelation by me - Liability limitations.
If I cannot perform my job concerning this contract due to unforeseen circumstances then please note the following. Cancellation/Inability can be due to any type of emergency or unforeseen circumstances beyond my control or influence such as fire, strike, an act of God, viral outbreak such as Covid, injury, serious family or personal illness, or any causes that are beyond my control. This can also include other third parties involved. I will do my very best (but not guaranteed) to find an alternative photographer/videographer. If this is not acceptable then a full refund will be issued immediately except in instances where cancellation was beyond my control such as venues closing down, exceptional weather like floods/deep snow, venue or location being Inaccessible, fire evacuations, war, civil unrest and family bereavement. It is, therefore, advisable and important that you take out adequate wedding insurance cover for any such situations. I shall then have no further liability concerning the contract. This limitation on liability shall also apply if any photographic materials/images are damaged in processing. This includes images damaged through camera or other media malfunction, Lost or stolen camera equipment/memory cards, equipment or images damaged that is not the fault on my part being the photographer/videographer or the fault of replacement suppliers.
16. Cancelation by you
In the event of cancellation on your part for any reason then Pete Davis Photography will retain your booking fee as this is non-refundable. If cancelation is less than 4 weeks before the wedding date you may be charged up to 50 % of your package price for lost revenue. If you change your wedding date then the booking fee/retainer can be passed on to the new date subject to it being available.
17. Corona Virus.
With the events and uncertainty surrounding the coronavirus pandemic and no limit or time frame to how long it may last. I would like to advise all my clients to check their current wedding insurance or consider purchasing insurance to cover if the wedding can not take place. This also includes your venue, church, and suppliers including your photographer or videographer. Or any other part of your wedding coverage being affected or even canceled. During your wedding, there may be alterations to the format of how I photograph or video the day subject to what is allowed and for safety reasons. For example, bridal pep may not be allowed or very limited if several people are in the same room at the same time, only small family photos will be taken. Larger group photos may be restricted or not allowed altogether due to social distancing which is in the interest of everybody's health and safety. I cannot offer any personal advice on the type of insurance, health matters, or any guarantees on how the wedding industry will unfold. Gatherings of people could be affected during this time and the future months ahead. I like all photographers and videographers will be following the advice of the UK's health department as well as local government on staying safe.
18. Joint videography and photography package option (Covered by 2 x Professionals)
If you are looking for both a joint videographer and photographer to capture all of your day, then I can offer a combination package. Custom options and prices are also available to suit your budget. This coverage is in most cases done by myself working with an independent sub-contracted associate professional that I have teamed up with regularly in the past. On occasions, if I am not available it will be two independent associate professionals other than myself as mentioned above. For this, you will be advised in advance so that if you wish you can view their style of photography and video. I can direct you to a page on my website showing a selection of their work to view at your leisure. Once you are happy I will contact them to check their availability before booking. Combining your coverage this way means you will not only be saving money but you will get two or more dedicated professionals working as a team covering your big day. Your wedding will form a booking between yourself and Pete Davis Photography under my terms and conditions. Associate professionals forming part of the team/coverage on the day may have their own Ts and Cs and must be fully insured as they are classed as third-party suppliers. In certain instances, you may be sent a separate booking form from them which could include additional information regarding or their terms for the work they will be undertaking alongside me.
19. Copyright & Printing.
The photographs/videos produced by the Photographer/Videographer are protected by Copyright Law (all rights reserved) and may not be reproduced in any manner without the Photographer’s/Videographers explicitly written permission. All packages come with printing rights allowing you to print, email, or share on social media. Pete Davis owns the copyright to all the images and reserves the right to use a selection of photos or videos for the sole purpose of promoting or advertising his work via brochures, wedding fayres , social media, and various other advertising platforms. If you are having a wedding video and it contains any copyright music then this must be for personal use only and must not be uploaded online to any social media, YouTube, or other online platforms. If you require a shorter highlight video with copyright/royalty-free music then please contact me. If you object to this you must advise Pete Davis Photography at the time of booking
20. Data Policy and GDPR.
Pete Davis Photography Is fully Insured by Policy Bee Liability & Professional Indemnity