Wedding Videography - Terms & Conditions

These Terms & Conditions will help you understand the service we offer you and the responsibilities of all parties involved. Wedding videos are filmed 'Live' spontaneously without rehearsal therefore retakes are not possible. That said video does capture the honestly and emotion of the day which will evoke many lasting memories for years to come.

 

Our Booking Form together with these Terms & Conditions will form the basis of our contractual agreement and no variation to this agreement are permissible unless accepted by both parties in writing prior to commencement of filming. 

Deposit/Payment 

 

  • A non-refundable deposit is required to secure a booking date payable by BACS transfer (Bank details will be provided) 


  • Full payment of the remaining balance is required 45 days before the wedding date. 


  • Please complete & return your completed 'Wedding Video Booking Form' as soon as practicable after the payment of your deposit but no later than 45 days prior to filming.


 

Cancellation 

 

  • All cancellations must be in writing (email or letter) and subject to the following applicable charges:


  • More than 45 days prior to the wedding date - The *remaining balance will not be charged but the non-refundable deposit will be retained. *If you have ‘Paid in Full’ the remaining balance will be returned to you within 5 business days.


  • Less than 45 days prior to the wedding date - The **remaining balance will be charged, and the non-refundable deposit will be retained. **If you have ‘Paid in Full’ the remaining balance will also be retained.

  • If for any reason we need to cancel your booking you will receive a full refund of all monies paid, which is the limit of any liability on the part of Fly ROX Ltd, within 5 business days.



 

Filming 

 

  • It is your responsibility to obtain any permissions and/or licences and pay any fees to any venues/locations or entertainers/musicians performing, where filming will take place (if applicable - we can assist you if you need help).


  • Unless you advise us otherwise, we will assume all persons attending the wedding have given you their consent to being filmed. 


  • We respect the wishes and regulations of anyone officiating at the wedding ceremony which may limit where we position cameras and other equipment. There may be other restrictions such as limits on movement around the venue or certain areas during the ceremony which we are not allowed to film. 


  • We will make every effort to produce a quality film and ensure all our equipment is of the highest quality and regular maintained, however, we cannot be held responsible for any lighting, sound or interference issues caused by circumstances outside our control. This includes camera/equipment failure, adverse lighting, noise issues and restrictions imposed by venues. 

  • We use our professional expertise and discretion to ensure that significant parts of the day are recorded. Unfortunately, we cannot guarantee that we will be able to record every aspect of the day as filming takes place 'live'. We retain artistic licence.


  • We make every effort to arrive at locations on time, but we cannot be held responsible for lateness or non-attendance caused by circumstances outside our control such as traffic delays, severe weather conditions, unforeseen illness/incapacity, accident, technical, camera or equipment failure. In such circumstances we will contact you as soon as possible to discuss alternative arrangements. 


  • We aim to be as discreet as possible during the day and work alongside the official photographer. We will follow the events of the day as they unfold therefore, we are not in control of the setting. This may lead to some images being in high shadow/contrast or partial/temporary obstruction of subjects being filmed or issues of low/mumbled/no sound. We may be unable to take footage if the official photographer is not willing to allow filming when they are working.


  • We would politely ask that non-alcoholic refreshments such as water or soft drinks be made available for the videographer(s) during their time on site. Thank you in advance.


  • Whilst we aim to film as much as possible during the day, we cannot guarantee a minimum amount of footage that will be taken on the day or a minimum length for a couple’s film, this is due to the ‘live-event’ nature of the day and the unique structure of each individual wedding.


Aerial Filming

  • Aerial footage is included at no extra additional extra charge but due to conditions or restrictions beyond our control this inclusion cannot be guaranteed.


  • Drones cannot fly in strong winds or rain of any kind, however we endeavour to monitor the forecast and let you know 24 hours before the wedding day if it looks like we are unable to fly. 


  • It is the couple's responsibility to obtain permissions from the venue/landowner for Aerial Photography using a drone. Of course, we are more than happy to liaise with them on your behalf if they wish to see our CAA permission and insurance details. Please do bear in mind that even with all these documents in place, some venues may still withhold their permission to allow any drone use at their venue/land.


  • We will comply with all rules and regulations set out by the CAA to always ensure safe flying, including but not limited to safe distances from all people and buildings.


  • If for any reason we feel that it is unsafe to operate on the day our decision not to fly is final and you acknowledge the final video edit will not include this type of footage. 

  • Filming can take place at any time but usually shots of the venue are taken earlier in the day before events unfold and again at any other suitable time.


  • If there are 'any' specific shots you would like to request please submit these to us no later than 48 hours prior to the wedding day to enable us to carry out any due diligence and/or risk assessment. Ideally these should already be included within your 'Wedding Video Booking Form' referenced above (see ‘Deposits/Payments’)

Health and Safety

 

  • We will work with Health and Safety in mind and reserve the right not to film in dangerous or unsafe situations. 

 

Editing

 

  • If there is any particular music you would like to be included in your film, please let us know before your wedding day, we will advise you if there are any particular issues with your choice including Copyright concerns. If no specific music is requested, we will choose appropriate music for you. The full day ‘Wedding Video Diary’ will include a small audio sample of any Processional, Recessional and First Dance music that you played on the day.

  • We aim to have a copy of the final film available for you within 90 days of your wedding day, this is only a guide as our priority is quality not quantity, however rest assured we'll keep you up to date on progress. 


  • You must notify us in writing (email or letter) within 7 days of receipt of the final USB/Digital Download of any faults or playback issues following which we will make every reasonable attempt to resolve. Should we not hear from you within 7 days we will assume you are happy with the final product.

  • All editing decisions are at the videographer’s discretion. We encourage couples to watch examples of our work online at https://www.flyrox.co.uk/ to familiarise themselves with our style of work. We will of course do our utmost to include suggestions and ideas from couples, providing these are made in writing (letter or email) before the wedding day, however, we cannot guarantee that they will be included as footage may not be available.


  • All wedding videos are edited with modern contemporary style (Video Diary, Video Montage & Social Media clip). Couples are encouraged to view examples of our work posted within our Wedding Video Gallery at https://www.flyrox.co.uk/wedding-videography-gallery to familiarise themselves with our style.


  • Films can be edited to include a ‘Custom Edit’ provided we are notified in writing (letter or email) up to 45 days before the wedding day. Couples are advised however, that the content, style and amount of footage recorded is limited to what was available on the day and may or may not be included in the final edit. If there are any additional costs for 'Custom Edits' you will be notified prior to acceptance.


  • Fly ROX Ltd retains copyright of all material recorded by us; further it is not our policy to offer any raw footage to couples or third parties.


  • Any re-edits or any additional change requests will be charged at the rate of £75.00 per hour for editing time.

 

Promotional material

 

  • Fly ROX Ltd retains copyrights on all material recorded by us and reserves the right to display parts of your video online and/or via social media. 

 

Liability

 

  • In the unlikely event of a complete or partial equipment failure or other circumstances outside our control which prevents us from being able to film your wedding you will receive a full refund within 5 business days. We will not be liable for any further damages. 


  • Fly ROX Ltd will always maintain current and have available for inspection the following Insurance Certificates, Permissions and/or Licences:

  • Drone Insurance

  • Public Liability Insurance

  • Unmanned Aircraft – Operational Authorisation (UK CAA)

 

T&Cs – v2.0 February 2022