Terms and Conditions Videography
1. General information
KOLECAVA will provide services to the Customer(s), providing the Customer(s) have/has assessed all the risks that may occur.
2. Booking and payment
a. A booking fee is required upon return of this booking form (non-refundable subject to Paragraph 3.c). Completion of this form alone will not secure your booking and the date may be booked by other parties.
b. A date may only be considered reserved once a completed booking form has been received and funds are cleared. Until that point dates cannot be guaranteed. If a date is no longer available any booking fee received will be returned to the sender with no further liability on either party.
c. You must pay the booking fee (25%) in full to confirm your booking then a further 50% at least two weeks before the date of the wedding. The final 25% is due prior to delivery of the final film. If you do not do so we will not have any liability to you, and if we so decide we shall be entitled in our absolute discretion to forfeit the whole or part of the booking fee.
d. Traveling Expenses
All packages include travel expenses up to 60 miles from our studio (G3). For distances, greater than this we reserve the right to charge a fee for any further motoring or rail expenses.
For commissions beyond 80 miles of our studio (G3) accommodation must be provided by the client for the night of the wedding and the night prior to the wedding.
a. Weddings sometimes need to be cancelled. We strongly recommend that all couples take out comprehensive wedding insurance to protect themselves from costs if they need to cancel.
b. The Customer(s) may cancel this booking at any time by giving written notice to KOLECAVA.
c. Refunds are only available if it is requested in writing and sent by recorded delivery within seven days of booking only. A 15% fee of the full booking price will be charged for administration purposes.
d. Cancellation charges are as follows;
- More than ninety days prior to the date = deposit only.
- Ninety days to thirty days prior to the date = deposit plus half the remaining cost.
- Less than thirty days prior to the date = full amount.
4. Filming the day
a. Any variations in the times, dates, or to the planned event that may impact on the booking form should be communicated to KOLECAVA as soon as possible.
b. The Customer(s) must obtain permission to film the Marriage Service and the Customer(s) is also responsible for any fees levied at the various locations.
c. The Customer(s) must also seek permission from any other venue where filming will be required.
d. Arrangements should be made for all venues to be accessible by KOLECAVA at least one hour before the time of each event; this is to be arranged by the Customer(s).
e. We aim to be discreet whilst filming but in low light conditions, additional camera-mounted or free-standing lighting may be required.
f. Coverage will be as the cameraman’s professional expertise determines and no one scene will be determined more important than another. While every effort will be made to get the best position for the camera(s) to film the event this may not always be possible if restrictions are imposed upon us on the day. KOLECAVA cannot guarantee coverage of any particular individual or group during the day.
g. We use broadcast quality well-maintained equipment, however, we will not be liable for any Radio Signal losses, Battery failures, equipment failure and or material defects, which are beyond our control. In the unlikely event of a total video failure, our liabilities are limited to a refund of all monies paid by the Client(s).
Every effort is made to ensure perfect colour and lighting reproduction, but certain conditions may not be accurate such as mixed indoor and external lighting, hard shadows, and low lighting conditions. With these factors beyond our control, we will endeavour to produce the best image possible. In the case that a particular segment of the event is either not recorded, partially recorded, or not a part of the final edited film, it is at the sole discretion of KOLECAVA. If something occurred at the wedding that the Client does not want to appear on the final film, the Client must instruct KOLECAVA in writing before post-production begins.
KOLECAVA is a videography and photography team consisting of numerous camera operatives. Unless otherwise instructed we usually complete each wedding with two videographers. We will allocate your videographer based on availability and location.
The Client must provide a safe working environment and is responsible for any damage to our equipment by their guests and will be liable to pay such expenses for replacement or repairs. In restrictive conditions such as rain, extreme temperatures and humidity, adequate shelter must be provided to the Cinematographer.
If video coverage is greater than 5 hours, the Client must provide a hot meal to the camera operative. It is very important that this be served at the same time as any other food is served to guests. Vendor meals provided at any other time i.e at the end of guest service may affect what footage we are able available to capture.
6. The Edit
a. KOLECAVA will endeavour to build your film around any special requests made within this booking form, but such requests are not binding instructions. Artistic interpretation cannot be guaranteed but every attempt will be made to comply with the Customer(s) wishes. KOLECAVA will not be held responsible for scenes not included due to inclement weather or other conditions outside of KOLECAVA’s control.
b. Any final editing decisions are of the sole discretion of the KOLECAVA.
c. Any changes requested on the final copy once sent out will be subject to a further charge.
d. Additional copies will be supplied at current retail costs.
e. To comply with Copyright law, if a choir or musician performs any music live, then a licence needs to be obtained from the Composer and Publisher of the music (Legislation Copyright Designs and Patents Act 1988 Part II, s.181 et). Composers and Publishers are represented in the UK and Ireland by MCPS. If the music is being played from a CD, record or any other recording, a second licence needs to be obtained from the Record Company. The Record Companies are represented in the UK and Ireland by PPL. CS supply both licences in Paragraph (5.e) as part of this wedding package and this should be communicated to your ceremony organiser.
f. Any loss or damage of material or software (i.e. video and/or audio supplied by the Customer(s) is limited to the cost of the media alone. No consequential loss is accepted by KOLECAVA
g. If a Customer(s) submits any media to KOLECAVA for inclusion in the film, Copyright clearance is the responsibility of the Customer(s) other than music covered in Paragraph (e)
h. Completion is usually within 12–16 weeks from the date of the event (not including any bank holidays).
Subject to Paragraphs (5.h.1 and 5.h.2) 1. The Customer(s) supplies KOLECAVA all items required to complete the video before the event date. 2. If after 6 months from the date of the event, the items and, or information required to finish the video is not forthcoming, then the service will have expired and an additional fee will be made for any subsequent editing.
7. Acceptance of Goods.
a. The Customer(s) shall within seven days from the delivery of goods give written notice to the Company of any respect in which it is alleged that the Goods do not comply with the Booking Form. Subject to any such notice, the goods will be deemed to comply with the Booking Form in all respects.
8. Ownership of the Master Footage and Copyright
a. The master Footage remains our property. Copyright in the master footage is vested in us. This means that:
b. We reserve the right to dispose of the master footage in our absolute discretion.
c. We do not accept liability in relation to any loss of and/or damage to the master footage.
d. Neither you nor any one on your behalf are allowed to make any copies of any footage, digital copies or other recorded media unless we have agreed in writing that you may do so. Please note that the copying of footage without our consent is a breach of copyright for which you may be liable in damages
8.1 Master Footage is kept for a period of one year.
8.2 We reserve the right after you have received your copy of the films, to use the films or part of it to any prospective client who may wish to see a sample of our work, or to enter it into competitions, use extracts in our showreel or display online.
a. We keep a master copy of your film in our archives for up to one year. You may order additional copies within this period as required. If you wish to order additional copies after one year we cannot guarantee that the master will be available.
b. The prices within this booking form are current at the time of viewing. KOLECAVA reserves the right to change and amend this booking form without notice at which point prices may change.
c. Unless stated in the ‘anything else’ section of this form KOLECAVA retain Copyright of the goods produced from this booking form and are protected by the Copyright and Design act 1988. The Customer(s) hereby allows KOLECAVA to display any media included in this booking form in any form.