5/5 ★★★★★

Terms and conditions

Terms and Conditions of Service

These Terms and Conditions (the “Agreement”) constitute the legal agreement between Northern Wedding Films (“we”, “us”, “our”) and the clients named on the Booking Form (“you”, “your”, “the Client”).

By paying your Booking Fee or signing your Booking Form, you agree to be bound by these Terms and Conditions.

 

1. Definitions and Booking Process

  • Booking Form: The form (electronic or physical) completed by you detailing the specifics of your wedding day.

  • Booking Fee: The initial payment required to secure our services for your wedding date.

  • Remaining Balance: The total package cost minus the Booking Fee already paid.

  • The Wedding: The wedding ceremony and reception events detailed in the Booking Form.

To secure your booking, we require a completed Booking Form and a cleared payment of the Booking Fee. Your wedding date is not reserved or guaranteed until both have been received.

 

2. Payments and Fees

  • The Booking Fee: The Booking Fee is 50% of the overall package and is non-refundable. This fee covers our administrative costs, consultation time, and the loss of business incurred by turning down other booking enquiries for your specific date.

  • The Remaining Balance: The Remaining Balance must be paid in full no later than 6 weeks before the date of the Wedding.

  • Late Payments: If the Remaining Balance is not paid by the due date, we reserve the right to cease all preparation work, withhold attendance on the wedding day, and terminate the contract. The booking fee will remain non-refundable in this instance.

 

3. Cancellation by You (The Client)

If you need to cancel your booking, you must notify us in writing (email is acceptable). Because we reserve your date and turn away other clients, the following cancellation charges apply based on when we receive your written notice:

  • More than 180 days before the wedding: The Booking Fee is retained by us, but no further payments are due.

  • Between 90 and 180 days before the wedding: The Booking Fee is retained, and 50% of the Remaining Balance is payable.

  • Less than 90 days before the wedding: The Booking Fee is retained, and 100% of the Remaining Balance is payable in full.

 

4. Postponement and Date Changes

If you need to postpone your wedding, we will make every reasonable effort to accommodate your new date, subject to our availability.

  • Availability: If we are available on your new date, we will transfer your Booking Fee and any payments made to the new date. A new contract may be issued to reflect any updated package pricing.

  • Unavailability: If we are not available on your new date, this will be treated as a cancellation by you, and the terms in Section 3 will apply. We strongly recommend taking out comprehensive wedding insurance to cover this eventuality.

 

5. Creative License and Artistic Style

  • Artistic Judgment: You familiarise yourself with our previous work and portfolio before booking. You agree that our services are of an artistic and subjective nature. We will execute the filming and editing using our professional artistic judgement, style, and discretion.

  • Editing Decisions: Our editing decisions (including shot selection, ordering, pacing, and color grading) are final.

  • Music Selection: Due to strict UK copyright laws (managed by PRS/MCPS), we cannot legally use commercially released popular music in your films unless the appropriate, often prohibitively expensive, commercial licences are purchased. We use high quality, legally licensed library music. While we welcome your input regarding the “feel” of the music, the final track selection rests with us.

 

6. Coverage and Schedule on the Day

  • The Schedule: We will discuss and agree on a timeline of events with you prior to the wedding. We cannot be held responsible for missed coverage if the day runs significantly behind schedule or if events are moved without notifying us.

  • Limitations of Live Events: Wedding videography is a documentary style capture of a live, unrepeatable event. While we make every effort to capture all key moments (such as the first kiss, speeches, and first dance), we cannot guarantee the capture of any specific moment, individual, or guest due to the unpredictable nature of live events.

  • Exclusivity: We shall be the exclusive professional videographer provider on your wedding day. You agree that other guests or suppliers must not interfere with our ability to film (such as blocking camera angles during key moments or standing in front of our tripods).

 

7. Delivery and Storage of Films

  • Delivery Timeline: We put immense care into editing your wedding films. Our standard delivery time is 12 to 16 weeks from the date of your wedding. During peak wedding season (June to September), this timeline may be extended. We will keep you updated on our progress.

  • Format: Your final films will be delivered on a USB device.

  • Raw Footage: We do not supply raw, unedited video footage or audio files. Raw footage is not a finished product; it is the raw material used to build your final film.

  • Archiving and Backups: We keep your final edited films on our backup systems for 3 years from the date of delivery. After this period, we cannot guarantee that we will hold a copy. You are responsible for downloading and safely storing multiple copies of your final files once delivered.

 

8. Permissions, Restrictions, and Access

  • Venue Restrictions: Some venues, registrars, or celebrants impose strict restrictions on where videographers can stand, whether we can record audio, or whether filming is allowed at all during certain parts of the ceremony. You are responsible for checking these policies with your venue and officiant. We cannot be held liable for restricted coverage resulting from venue or officiant rules.

  • Copyright Clearances: If your ceremony includes live performances or readings that require special copyright clearances, you are responsible for obtaining these permissions.

 

9. Copyright and Usage Rights

  • Copyright Ownership: The copyright of all video footage, audio recordings, and final edited films remains the sole property of Northern Wedding Films.

  • Client Licence: Upon full payment, we grant you a non exclusive, lifelong, personal licence to view, share, copy, and display your final wedding films for personal, non commercial use. You may not sell, licence, or use the films for commercial gain without our prior written consent.

  • Promotional Use: We reserve the right to use extracts of your final films (including images, video clips, and audio) on our website, social media channels, and industry portfolios for promotional and marketing purposes. If you have specific privacy concerns or prefer that your footage is not shared publicly, you must inform us in writing prior to the wedding day.

 

10. Technical Failures, Force Majeure, and Liability

  • Technical Failure: We use professional grade equipment and maintain rigorous backup protocols on the day (such as dual slot recording). However, in the highly unlikely event of total or partial equipment failure, corrupt media, theft, or transit accidents, our liability is strictly limited to a refund of the fees paid for the affected portion of the service.

  • Force Majeure: We will not be liable for any failure or delay in performing our obligations if such failure is caused by circumstances beyond our reasonable control, including but not limited to severe weather, illness, injury, transit strikes, acts of god, war, or government restrictions.

  • Limitation of Liability: In all circumstances, our maximum total liability to you for any claim, loss, damage, or breach of contract is strictly limited to the total monetary amount paid by you to us under this agreement.

 

11. Videographer Welfare and Working Conditions

  • Abuse and Safety: We expect to work in a safe, respectful environment. We reserve the immediate right to stop filming and leave the venue if our team members experience verbal abuse, physical threats, harassment, or unsafe conditions from any guest, supplier, or client. No refunds will be issued under these circumstances.

  • Meals: For bookings exceeding 6 hours of coverage, you agree to provide our videographer(s) with a hot meal. This is usually served at the same time as your wedding breakfast, when guests are eating and filming is paused. If a meal is not provided, we require a 45 minute break to leave the venue to source food, during which time no filming will take place.

 

12. Governing Law

This Agreement and any dispute or claim arising out of it shall be governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction to settle any disputes.