It is mutually agreed between FilmFolk and all parties that the following terms and conditions form an integral part of all bookings and that no variation or modification shall be effective, unless accepted by FilmFolk in writing.
Full payment is required to secure a booking. An option of a £500 deposit payment is available on bookings made over 1 month in advance. The balance must be paid at least 14 days before the project date. Any upgrades required after booking are subject to availability and prevailing rates. Downgrades are not permitted except under the cancellation terms below. Delivery of materials will not be made until any outstanding payments are made.
You may cancel your booking within 14 days of signing our contract for a full refund. This is provided no work has taken place and there are at least 7 days remaining before the start time of your project. Otherwise, a 50% cancellation fee will apply to cover our pre-production costs and the commitment of resources made to your project date/s. After the initial 14 day 'cooling-off' period all cancellations will incur a 50% fee.
If you wish to change your booking date or time, you may do so without penalty up to 7 days before your project commences, subject to availability. For amendments made with less than 7 days notice a 20% admin fee will apply, plus the cost of any additional services requested. Project downgrades will be treated under the cancellation terms above.
Our crew will attend for the number of hours stated on your contract. Attendance includes any breaks or transfers between locations during your project. If you require our crew to stay longer than booked (eg schedule extension or overrunning), we will invoice you for the additional attendance after the event in 30 minute increments. Materials will not be released until this is settled.
Travel & EXPENSES
Our project fee includes travel to/from a single location. Any entrance fees, permits or special parking arrangements must be covered by the client. Otherwise, these will be passed on at cost plus a 20% administration fee and VAT. Similarly, any additional transport requirements during the project should either be arranged by client or these costs will passed on plus admin fee. All travel time required during the project will be charged within the hourly rates. An invoice for any additional expenses will be sent after the shoot and must be paid before receipt of materials.
Clients are required to provide detailed information about their project in advance through our Project Planning Interface. Such information includes an event schedule, coverage required, key participants and location information. This information must be supplied at least 48 hours before the project date. Failure to do so may compromise the quality and coverage of the finished work.
Liability & Force Majeure
The company's total liability shall in all circumstances be limited to the net contract value. The company will not be liable for any consequences due to circumstances beyond its control, including restrictions placed by third party individuals. In the event of inclement weather, the crew will do their best to adapt for any outdoor coverage required within the time allocated. Should delays occur due to circumstances outside our control, we may stay on beyond the agreed time subject to an additional fee.
Meals & Breaks
In accordance with UK employment law our crew are entitled to a minimum 20-minute break on bookings of 6 or more hours. Breaks are included in your booking times, but may be taken at a mutually convenient point, such as during a formal dinner. Clients should provide a hot meal and refreshments to avoid crew needing to go off site. Meals should be served in a prompt manner to avoid delays with ongoing coverage. If meals or refreshments are not provided (or within a practical timeframe), a charge of £40 per crew member will apply.
Whilst every effort is made to provide the film or photography coverage requested, FilmFolk does not guarantee to capture any specific item and the crew's judgment regarding feasibility shall be deemed correct. Clients are strongly recommended to book additional crew if they would like coverage of simultaneous elements or multiple angles such as for ceremonies, speeches and live performances. The client also understands it is their responsibility to obtain permission for filming from all parties involved.
Post-production work on projects can take up to 3 months subject to workload and complexity. Express delivery options are available for clients at an additional fee. Studio editing cannot commence until payment has been made. FilmFolk’s creative and technical judgment regarding all studio editing is final. Requests for amendments after delivery must be made within 2 weeks. No charge will be made for technical issues within our control (such as encoding glitches). Any creative or editorial changes will be subject to feasibility and charged at a flat rate of £98 per round. Editing projects are archived one month after delivery and after this no further changes will be possible.
Usage & Copyright
Clients have full and unrestricted usage rights to all work commissioned with us to produce. This includes freedom to display videos or images created for them in any advertising, websites, social media, TV or commercial magazines. The underlying copyrights of all work remain with the creator FilmFolk as set out in the Copyright, Design and Patents Act 1998. Clips and images from projects may be used by FilmFolk for its own website, social media or marketing. Should a client wish to acquire full copyright control (eg as part of a Non-Disclosure Agreement) they may request a 'buy-out' for a nominal 20% of the total project fee.