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, I 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 video in various locations. Please bare these times in mind when arranging your mealtimes 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 4/6 weeks after the wedding. During busy summer periods this may be longer. Photo Images will be post edited for colour 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 then depending on the time you take to confirm that you are happy with your proofs and design it will be a further 2/3 weeks (approximately) from that time that you will receive the album itself. This is due to any further post-editing work, album template design, and final print and delivery. 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 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 but not later than 9:00 pm for the first dance. This may be extended for coverage to include the evening party but must be pre-arranged at the time of booking. 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 an optional chargeable extra except my gold photography package and my video package where it is included free as standard (see my wedding packages page) Evening coverage ends as soon as the first dance has finished unless otherwise agreed different in advance.
4. Food & Travel.
5. If your coverage is going to exceed 5 hours it is normal practice for a hot or cold meal to be provided for 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 travelling and fuel expenses except if a venue is changed on your part and the new venue exceeds 25 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 video your wedding day and to tell the story as it unfolds. It is normal practice to be taking lots of photos or filming a video during the day of the event. This includes your 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. In order 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 it is vital they 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 can not be held liable or responsible for these type of circumstances.
6. 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 for this service will be refunded.
7. Wedding Album.
The time period for finalising your album for printing must not be any longer than 3 months after seeing your images and pre-designed album spreads 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 receive any form of 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 your viewing/appointment or online 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.
8. Copyright & Printing.
You the client will get a print release document which gives you full permission to print as many of your wedding images as you want. In addition, you may post your wedding photos/videos with the permission of your guests on social media, YouTube and other platforms. Please note: Pete Davis Photography/Videography owns the copyright to all your images/videos and reserves the right to use a small selection of them for the purpose of promoting Pete Davis Photography for business/commercial use, official advertising, social media, and other promotional options, unless otherwise declined by you the client. If this is the case then you must advise Pete Davis Photography before booking and signing the contract.
9. Backing up your images/video.
From a typical wedding, you will receive between approximately 300-700+ fully edited images or one hour or more of video footage. The amount of photos or video varies due to the type of package chosen, coverage and 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 your also your responsibility to back up all your photographs/video 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 will be deleted. Some of the images may be kept longer if needed for advertising and promotional use if agreed.
10. Booking form.
Shortly after confirming you wish to book my services, you will receive an online booking form/contract 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 the 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 must be signed electronically or returned by post within two weeks of confirmation. Failure to do so will risk cancelation and the loss of your deposit.
11. 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 10% of all my packages except my joint photo and video package. The booking fee for this package (video and photography) may be a higher amount but will be discussed and agreed upon with you prior to you confirming. The remaining balance is due 14 days before the wedding itself. This does not apply to the video and photography combination package where the balance will be due sooner and noted on your confirmation. 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.
12. Third-Party Suppliers.
If for any reason I have to use or offer you a sub contracted third party 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. However, you must request this as soon as possible or straight away to make sure you are completely happy with any replacement professionals. I Pete Davis of Pete Davis Photography do not accept any for legal issues surrounding public liability and professional indemnity matters on the part of any 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 their have professional insurance cover. Should a sub contracted or third party supplier not be acceptable to you then you have the right to cancel with all monies refunded.
13. Cancelation by me - Liability limitations.
If I cannot perform my job in relation to 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, injury, serious family or personal illness or any causes that is beyond the 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 own personal control such as venues closing down, exceptional weather like floods/deep snow, venue or location In-accessible, 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 with respect to the contract. This limitation on liability shall also apply in the event that 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.
14. 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.
15. 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 you in the event that your wedding may not take place. This also includes your venue, church, suppliers including your photographer or videographer. Or any other part of your wedding coverage being affected or even cancelled. Certain venues/events and suppliers have already cancelled with the possibility of more doing so in the coming months should things escalate. 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 for the purpose of 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.
16. Hybrid Photography and Videography 1 x Professional.
The Hybrid package contains a mixture of both photography and videography performed and captured by one professional photographer/videographer. PLEASE NOTE: Capturing both Photo and Video at the same time is NOT available with the hybrid package. The capture format is in two parts as follows. If you require full coverage of all aspects of the day please refer to my Joint videography and Photography package by 2 x Professionals.
Photography includes: Bride prep, groom and groomsmen at the church or venue, the group photos after the ceremony, personal photos of the couple alone around the church or venue. In addition you have a choice as to whether you want the speeches or the first dance captured with by either photography or videography which you will need to choose in advance.
Videography includes: The full ceremony is captured as standard (video only) and as mentioned above. You have the choice of either the speeches captured on video or photography.
17. Joint videography and photography option 2 x Professionals.
If you are looking for both a joint videographer and photographer to capture all of your day, then I am able to offer a combination package. Custom options and prices are also available to suit your budget. This is done by working with independent free lance sub contracted professionals that I have teamed up with in the past. If you want to view photos or videos done by these individuals then I can direct you to a page on my website showing a selection of their work or you can visit their own websites portfolios direct. I will contact them on your behalf to check availability (Joint pricing is listed on my website). 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. I will be covering either the photography or videography depending on which team member is available. Another team professional will cover the other aspect for you. Your wedding will form a booking/contract between yourself and Pete Davis Photography. Any other third party/professionals involved as mentioned above would be independent. You may be sent a separate booking form from them which could include additional information regarding or their own terms and conditions for the work they will be undertaking alongside myself.
18. Data Policy and GDPR.
Pete Davis Photography Is fully Insured by Policy Bee Liability & Professional Indemnity