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Terms and Conditions

V Visual Wedding Videography & Photography

WEDDING AGREEMENT FORM:

  • This agreement is between the bride and groom who fill in the form at the bottom hereinafter referred to as the “Clients”, and V Visual. 

CONFIRMATION:

  • By placing the deposit and signing the agreement, you are agreeing to the terms and conditions and this document will serve as our contract of services.

PAYMENT:

  • We require a 30% deposit to secure the date/dates, the balance is due 4 weeks before the wedding date.
  • The deposit is non-refundable unless V Visual cancels in which case the full deposit will be refunded.
  • All prices given are in New Zealand Dollars (NZD)

TIMEFRAME:

  • Final high resolution digital files will be delivered to a client via online download link  approximately 12 to 14 weeks after the wedding date.
    V Visual makes no guarantee of any delivery date and reserves the right, within its sole discretion to extend the delivery schedule, as necessary for proper completion of the final files.
  •  V Visual will endeavour to work within requested timeframes, subject to discretion.

CANCELLATION POLICY:

  • In the event of the wedding being rescheduled, any rescheduling is due to V Visual’s availability.
  • Cancellation or rescheduling of the event within 90 days of the event will incur a fee of 30% of the total cost of work being canceled or rescheduled.
  • Cancellation or rescheduling of the event within 30 days of the event will incur a fee of 50% of the total cost of work being canceled or rescheduled.

UPDATED CANCELLATION POLICY – COVID-19

    • If the clients can’t go ahead with the originally scheduled wedding date due to Covid-19 lockdown then we will reschedule without any additional fee as long as the new date is within 10 months of the original date and  within our availability (off-peak dates are usually available: Friday, Sunday or Winter – as most of our Saturdays in peak season are usually booked far in advance.) Postponement/Cancellation must be made in writing, or by email. 
    • If V Visual is not available for the new date, the original contract will be cancelled and subject to the cancellation policy.
    • If the Clients reschedule to a new available date that is more than 10 months after the initial event date, rescheduling fee is waived only for non-peak dates: Friday, Sunday or Winter.
    • If the wedding can still legally happen but is being cancelled or postponed due to guests not being able to make it across the border, a financial or personal situation, or any other situation as a result of Covid – 19, In that case, this is deemed a change of mind, and the usual Cancellation Policy applies.

LICENCE:

  • The copyright of footage remains with V Visual. V Visual grants the Clients permission to make copies of the images/footage under the following conditions. All footage/photos taken by V Visual are for personal use by the Clients and their friends and relatives. Sale, Publication or any Commercial use of videos is not allowed without prior written permission from V Visual.
  • The Clients grant V Visual and its legal representatives, heirs and assigns, the irrevocable and unlimited consent to use the videos of the Clients for editorial, competition, advertising and any other purpose and in any manner, to alter the videos without restriction; and to copyright the video. The Clients hereby release V Visual and its legal representatives, heirs and assigns from all liability and claims in connection with the images.

HOUSE RULES:

  • Note V Visual is sometimes limited by rules imposed by registrars, ministers, and venue management as to what can and cannot be done. For example, some ministers insist that no filming is allowed, and others will insist that the videographer shoot from a specific location. In such circumstances, the Clients agree to accept the technical limitations that may be imposed on the equipment used. We advise the Clients to make themselves aware of the rules of the venue concerned and if necessary negotiate with the personnel concerned.

MEALS, BREAKS AND REQUIREMENTS:

  • If V Visual is required to remain after the meal, a warm meal should be provided by the Clients. If there is a buffet, we require to be included in the guest count for the buffet. Meals are to be provided at the time the Bride & groom are eating. The Caterer may not require that the videographer(s)  should be made to wait until all the guests have eaten. Please discuss these details and meals with your caterer. The V Visual team must be able to eat as near to the time as the Bride and Groom eat to ensure that the Videographer (s) can be finished eating before the toasts or any other part of the reception occurs that should be filmed.

LIABILITIES/OTHER:

  • V Visual is not responsible for limitations caused by weather, such as rain affecting the use of cameras outside or wind affecting the use of drones.
  • V Visual is not responsible for problems caused by limitations at the event, such as inadequate venue lighting, incorrect microphone usage, electrical or mechanical failures that are beyond our expectation and control, or disregard of advice given by V Visual in the ‘HOW YOU CAN HELP US TO ACHIEVE THE BEST RESULT’ section of this document, as below.
  • V Visual will not tolerate verbally or physically abusive behavior. If the Clients are unable to control the conduct of their guests, resulting in an unacceptable degree of misconduct, or if the conduct of any of their guests damages the equipment of V Visual staff,  it will result in the early or immediate departure of the videographer. The Clients understand that in such an event, no refunds will be granted.
    • In the event of V Visual equipment being stolen, lost, or damaged by event guests/staff unassociated with V VIsual, the Clients are responsible for covering the relevant costs of replacement or insurance excess (we are covered by SURA Film and Entertainment Pty Ltd).
  • Although every possible care will be taken to produce video of all important and special events during the wedding, V Visual cannot place an unconditional guarantee on the above. V Visual will not be held responsible for any compromised video/photos due to guests’ (or any other) camera flashes, or any compromised video/photos due to any other cause outside of V Visual’s control.
  • Creative License: Footage is edited by V Visual with discretion. V Visual reserves the creative right to edit and release only footage deemed credible as professional in quality and within V VIsual’s artistic standards. The Clients acknowledge that they are familiar with V Visual’s portfolio and are requesting services with knowledge of V Visual’s style. Minor adjustments can be made after the final film is delivered (within reason). Any significant changes will be charged at $80 an hour + GST.
  • Upon taking possession of the finished product, the Clients must inform V Visual of any technical or other problems with their product within 7 days of receipt. After the 7 day period, if no notification has been received, the Clients will be deemed satisfied with the product. 
  • The client accepts all responsibility for archiving and protecting the images and video files. V Visual does not permanently archive all image files and video files. V Visual is not responsible for the lifespan of any digital media provided or for any future changes in digital technology or media readers that might result in an inability to read the USB provided. It is the Client’s responsibility to make sure that digital files are copied to new media and achieved as required to ensure the longevity of the provided photographs/video files. Archival of RAW files shot at a wedding is for 60 days after the release of photo/video collections to the client.
  • If V Visual fails to comply with the terms of this agreement due to any event beyond the control of V Visual, including but not limited to illness, accident, acts of God and other catastrophes, uncontrollable and unforeseeable equipment failure, V Visual’s liability is limited only to a refund of all monies received. (For your certainty, if V Visual must cancel due to any reason then we will do our best to help find a replacement photographer/videographer for your event).

 PRE-EVENT CONSULTATION

  • This usually happens at the time of booking. The Clients will outline broadly what is required and V Visual will advise on planning, logistics, and timings where needed. If required, the Clients are welcome to pop in for an additional chat closer to the time of the wedding to iron out the remaining details. In any case, we will contact you a few days weeks before the wedding to ensure that there have been no last-minute changes.
  • It is the Clients responsibility to inform V Visual of all timings and locations for the wedding day, if timings are changed it is the Client’s responsibility to inform V Visual of updated timings. 

COOPERATION

  • The Clients and V Visual consent to happily cooperating and communicating with each other to achieve the best possible result within the understanding of this contract. We recommend that V Visual will be provided with a helper (additional contact) who will point out key individuals to be filmed. The Clients also agree to give V Visual sufficient warning of key events at the wedding to give the V Visual time to prepare e.g. Bouquet throwing, cutting the cake, speeches etc. Please note that not all guests at weddings like having to be filmed. In such cases V Visual will use his discretion but cannot be held responsible for a lack of cooperation.

By placing the deposit and signing this document, you are agreeing to the above conditions and this document will serve as our contract of services. 

HOW YOU CAN HELP US TO ACHIEVE THE BEST RESULT:

Our goal is to provide you with the best possible result we can. We can only work within the limitations set by you, and certain aspects of photo and video work are heavily influenced by the subject being captured and its environment. Here’s a list of ways you can really help us:

  • Please ensure there is adequate lighting at the venue, within reason. Due to the physics of cameras, low light presents a ‘grainy’ or ‘noisy’ look on photos and videos, even with the best camera equipment.
  • For recording audio for use in video, please ensure that all microphones are used correctly. Here’s a youtube tutorial/demonstration: https://www.youtube.com/watch?v=c9ZaQFCxQr8.
  • If you would like a creative and interesting video, please allow enough time to allow for separate shoots outside the scope of the regular event. This may include traveling short distances with you to other locations, and some ‘posed’ shots. We welcome your ideas for this, as we like to collaborate with you creatively. (The best light for creative sessions is usually an hour before sunset).