Booking and Payment

A booking is secured upon written confirmation by email and receipt of a non refundable booking fee of 10 percent of the agreed collection price, or such percentage as stated on the invoice.

The booking fee secures the event date exclusively and is deducted from the total balance due. Until the booking fee is received, the event date remains available to other clients.

The remaining balance is due no later than 30 days prior to the event date unless otherwise agreed in writing.

Failure to pay any amount by the due date may result in cancellation of services and release of the event date to other clients.

All pricing is confirmed at the time of booking and is not subject to future price increases.

Payment of the booking fee constitutes acceptance of these terms and conditions.

All communication relating to bookings must be in writing.

Cancellation and Date Changes

The booking fee is non refundable under all circumstances.

If cancellation occurs within 30 days of the event date, the full remaining balance becomes payable.

If cancellation occurs more than 30 days prior to the event date, any payments made beyond the booking fee will be refunded.

In the event of a requested date change, reasonable efforts will be made to accommodate the new date subject to availability. If unavailable on the new date, the booking will be treated as a cancellation.

Coverage

Coverage is centred around the ceremony venue and key events of the day.

Coverage includes filming from guest arrival through to ceremony, speeches and first dance at the agreed venue.

Coverage is provided at a single venue location only. For the purposes of this agreement, a single venue refers to locations within the same site or grounds where no vehicle travel between locations is required.

If any part of the day, including bridal preparation, groom preparation or evening celebrations, takes place at a separate venue requiring travel by vehicle, this is not included as standard. Additional coverage may be arranged in advance and confirmed in writing, and additional fees may apply based on distance, travel time and schedule impact.

Coverage duration is determined by the selected collection as confirmed in the booking confirmation or invoice.

All coverage is scheduled to conclude no later than 9pm unless otherwise agreed in writing in advance.

If coverage exceeds the hours included within the selected collection, additional coverage may be arranged in advance and will be charged at £100 per additional hour. Additional coverage is charged in full hour increments.

Coverage is continuous but includes reasonable short breaks for rest and refreshment. A hot meal must be provided for coverage exceeding six hours.

Every reasonable effort will be made to capture key moments. However, exact coverage cannot be guaranteed due to the unpredictable nature of live events.

Audio quality is dependent on venue conditions and cooperation from officiants and speakers. While every reasonable effort will be made to capture clear audio, responsibility cannot be accepted for poor audio resulting from venue restrictions, interference or refusal to wear microphones.

Creative Control

The client acknowledges that they are booking a cinematic storytelling style of wedding film.

Creative decisions including filming angles, music choice, editing style, colour grading, pacing and final presentation remain at the sole discretion of the videographer.

Raw unedited footage is not included and will not be supplied.

Deliverables and Collections

For the purposes of this agreement, a “collection” refers to the specific package of coverage hours and deliverables selected by the client and confirmed within the booking confirmation or invoice.

Luke C Cotswolds Videography offers the following collections:

The Classic Collection
The Cotswolds Collection

Each collection includes the coverage duration and deliverables outlined at the time of booking and confirmed within the booking confirmation or invoice.

Drone Filming

Drone footage will only be captured where weather conditions, venue permissions and UK aviation regulations permit.

Luke C Cotswolds Videography operates as a commercially insured and CAA compliant drone operator and holds appropriate aviation public liability insurance in accordance with applicable regulations.

Drone usage cannot be guaranteed due to safety, legal restrictions or venue limitations. No refund will be given if drone footage is not possible.

Cancellation by Videographer

In the unlikely event that attendance is not possible due to illness, injury or circumstances beyond reasonable control, every reasonable effort will be made to source a suitable replacement.

If a replacement cannot be secured, liability is limited to a full refund of all monies paid.

Force Majeure

No liability shall attach for failure to perform services due to events beyond reasonable control including extreme weather, government restrictions, venue limitations or other unforeseen circumstances.

Liability

Public Liability insurance is held.

In the unlikely event of total equipment failure, loss or corruption of footage, liability is limited to the total amount paid by the client.

Client Responsibilities

The client is responsible for obtaining venue permissions where required and ensuring filming is permitted.

It is the client’s responsibility to inform guests that filming is taking place.

The client agrees to provide an accurate schedule of the day in advance and to inform the videographer of any significant changes.

Copyright and Usage

Full copyright of all filmed material is retained by Luke C Cotswolds Videography.

The client is granted a personal licence for private use and sharing on social media.

Footage may be used for portfolio, website and promotional purposes unless the client requests otherwise in writing prior to the event date.

Data Storage and Delivery

Final edited films will be delivered by email with a secure online download link.

Footage and final edits will be retained for a minimum of six months after delivery. After this period, files may be permanently deleted without notice.

Clients are responsible for downloading their films promptly and ensuring they are safely backed up.

Agreement

These terms and conditions constitute the entire agreement between the parties.

Any amendments must be agreed in writing.

Payment of the booking fee constitutes acceptance of these terms.