1.CLIENT & WEDDING DETAILS

Client Name: __________________________________________

Wedding Date: _________________________________________

Wedding Venue(s): _____________________________________

Wedding Package: ______________________________________

Total Package Price: £__________________________________

Retainer Paid: £________________________________________

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V.I.P Wedding Films provides professional wedding videography services throughout Scotland.

Our aim is simple: to capture your wedding day naturally, creatively and professionally, creating a film that allows you to relive the memories for many years to come.

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2. BOOKING & PAYMENT

2.1 Retainer

A £200 retainer is required to secure a videography-only booking.

For combined videography and photography packages, a £400 retainer is required, consisting of £200 for videography and £200 for photography.

Payment of the retainer reserves your wedding date exclusively for you in the V.I.P Wedding Films diary.

2.2 Payment Methods

We accept payment by bank transfer or credit/debit card.

We do not currently accept PayPal.

2.3 Photography

If you have booked a package that includes photography, the photographer may provide you with a separate contract and invoice for their photography services.

The photography service will therefore be subject to the photographer's own terms and conditions.

2.4 Final Balance

Your remaining balance is due 10 weeks before your original wedding date, unless we have agreed otherwise in writing.

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3. YOUR WEDDING PACKAGE

Your package includes the videography services listed on your invoice or booking confirmation.

The style of your wedding film will be based on the examples shown to you before booking.

Every wedding is different, and the final film will naturally vary depending on the venue, lighting, weather, timings, people present and events taking place on the day.

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4. FILMING ON YOUR WEDDING DAY

We will make every reasonable effort to capture the important moments of your wedding day.

However, we cannot guarantee that every individual moment, person or event will be filmed.

There may be occasions where filming is restricted by:

• Churches, registrars or other officials

• Wedding venues

• Other suppliers

• Guests or members of the public

• Poor or restricted lighting

• Weather conditions

• Changes to the wedding schedule

• Events happening unexpectedly or outside the agreed coverage

We will always use our professional judgement to achieve the best possible coverage of your day.

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5. CHANGING YOUR WEDDING DATE

We understand that sometimes circumstances change and you may need to move your wedding date.

Please contact us as soon as possible if you need to change your date.

We will always try to transfer your booking to your new date, subject to our availability.

If your new date is available, we will transfer your booking to that date.

If we are already booked on your new date, we may not be able to transfer your booking and the change will be treated as a cancellation of the original booking. Our cancellation terms will then apply.

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6. CANCELLATION BY THE CLIENT

If you need to cancel your wedding videography booking, cancellation must be made in writing.

The retainer is paid to reserve your wedding date exclusively for you and is normally non-refundable, subject to your statutory rights.

If you cancel your booking, we may retain an amount that reasonably reflects any loss we have suffered as a direct result of the cancellation.

We will take reasonable steps to reduce any loss, including attempting to re-book your wedding date where possible.

Any cancellation charge will be reasonable and proportionate to our actual loss, taking into account the amount already paid and whether we are able to re-book the date.

Any balance that has not yet become due will not normally be payable following cancellation, except where a reasonable cancellation charge is properly due under these terms.

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7. IF V.I.P WEDDING FILMS HAS TO CANCEL

We take our responsibility to your wedding day extremely seriously.

In the very unlikely event that we are unable to provide your agreed videography service, we will make every reasonable effort to arrange a suitable professional replacement.

We will discuss this with you as soon as reasonably possible.

If a suitable replacement cannot be found, we will refund the payments made to V.I.P Wedding Films for the affected videography service.

Our liability will be limited to the amount paid to V.I.P Wedding Films for the affected service, except where the law does not allow such a limitation.

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8. ILLNESS, ACCIDENT & EMERGENCIES

If your booked videographer is unable to attend your wedding due to serious illness, accident or another genuine emergency, we will make every reasonable effort to arrange a suitable replacement professional videographer.

Where possible, we will discuss the replacement arrangements with you.

If a suitable replacement cannot be arranged, we will refund the amount paid to V.I.P Wedding Films for the affected videography service.

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9. CIRCUMSTANCES BEYOND OUR CONTROL

We cannot be held responsible for failure or delay caused by circumstances genuinely beyond our reasonable control.

This may include serious illness, accident, extreme weather, fire, flood, major transport disruption, venue closure, government restrictions or other exceptional circumstances.

If this happens, we will make reasonable efforts to find a suitable solution or replacement and will keep you informed.

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10. WEATHER & OUTDOOR FILMING

We love capturing outdoor footage, but the safety of our team and our equipment comes first.

In severe or unsuitable weather conditions, we may need to change or stop outdoor filming.

Where possible, we will work with you and your venue to find a suitable alternative.

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11. EQUIPMENT & TECHNICAL ISSUES

We use professional equipment and take reasonable precautions to protect your wedding footage.

However, technical or equipment problems can occasionally happen despite reasonable care.

If a technical problem occurs, we will make reasonable efforts to recover or protect your footage and minimise any impact on your finished film.

Nothing in these terms limits your statutory rights or our liability where the law does not allow such a limitation.

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12. EDITING & DELIVERY OF YOUR FILM

Your wedding film will be edited in the V.I.P Wedding Films style demonstrated in our samples and discussed with you before booking.

Editing is a creative process, and the final film will reflect our professional judgement regarding footage selection, music, pacing, colour and storytelling.

Our normal delivery time is 4–6 weeks from your wedding date.

During particularly busy periods, delivery may occasionally take a little longer.

If there is likely to be a significant delay, we will keep you informed.

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13. RAW FOOTAGE

Raw, unedited footage is not included in our wedding packages.

All raw footage remains the property of V.I.P Wedding Films.

Raw footage may be made available by separate agreement and may incur an additional charge.

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14. COPYRIGHT & PERSONAL USE

Copyright in the original footage and finished wedding films remains with V.I.P Wedding Films unless otherwise agreed in writing.

Your finished wedding film is supplied for your personal, non-commercial use.

You are welcome to share your finished film with family and friends and on your personal social-media accounts.

The film may not be commercially reproduced, sold, licensed or used for commercial purposes without our prior written permission.

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15. MUSIC

Music used in your wedding film will be sourced from appropriately licensed music libraries available to V.I.P Wedding Films.

The music is licensed for inclusion in your personal wedding film and does not give you separate commercial music rights.

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16. USING YOUR WEDDING FILM FOR PROMOTION

We love showcasing our work and, unless you tell us otherwise, V.I.P Wedding Films may use selected footage, photographs or still images from your wedding for:

• Our website

• Social media

• Advertising

• Wedding exhibitions

• Showreels

• Promotional material

If you do not want your wedding footage used for promotional purposes, simply let us know in writing before your wedding.

We will respect your request.

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17. WORKING WITH OTHER WEDDING SUPPLIERS

We regularly work alongside photographers, venues, celebrants, DJs and other wedding suppliers.

We will make reasonable efforts to work cooperatively with other suppliers so everyone can do their job without unnecessarily interfering with each other's work.

Our priority is always to help your wedding day run smoothly.

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18. ADDITIONAL FILMING

Your package covers the filming agreed at the time of booking.

If you request additional filming outside your agreed package or filming hours, an additional charge may apply.

This could include additional entertainment, extended coverage or filming during periods not included within your package.

Where possible, any additional costs will be discussed and agreed with you before the additional service is provided.

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19. TRAVEL EXPENSES

Travel within 100 miles round trip is included in our package prices.

Where travel exceeds 100 miles round trip, additional mileage will be charged at 55p per mile for the distance over the included 100 miles.

Any significant additional travel or accommodation requirements will be discussed with you in advance.

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20. DAMAGE TO EQUIPMENT

We understand that accidents can happen.

However, where our equipment is deliberately or negligently damaged by the client, their guests or anyone acting on the client's behalf, the client may be responsible for the reasonable cost of repair or replacement.

We will discuss any such incident with you before seeking payment.

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21. HOSPITALITY

Where filming extends across a meal period, we would greatly appreciate a hot meal or suitable hot food being provided for our videographer(s).

This allows us to maintain the energy and concentration needed to continue filming throughout your wedding day.

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22. COMPLAINTS

We want every couple to be delighted with their experience.

If you have any concerns about our service, please contact us as soon as possible and give us the opportunity to resolve the matter.

Complaints should be made in writing to:

V.I.P Wedding Films
Email: vipweddingfilms@gmail.com
Telephone: 07513 175765

We will consider your concerns fairly and work with you to reach a reasonable resolution.

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23. PRIVACY

We will use your personal information only for purposes connected with providing our services, managing your booking, communicating with you and fulfilling our contractual obligations.

Our handling of personal information is also subject to our Privacy Policy, which can be found on our website.

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24. AGREEMENT

By booking V.I.P Wedding Films and paying the required retainer, you confirm that you have read and understood these Terms & Conditions and agree to them.

Nothing in these Terms & Conditions affects your statutory rights as a consumer.

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V.I.P WEDDING FILMS

V.I.P Wedding Films
1 Strathdoon Place
Doonfoot
Ayr
KA7 4PB

Telephone: 07513 175765
Email: vipweddingfilms@gmail.com

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Client Agreement

Client Name: __________________________________________

Signature: ____________________________________________

Date: ________________________________________________

Wedding Date: _________________________________________

V.I.P Wedding Films: ___________________________________

Date: ________________________________________________