Definitions & General Terms

In these Terms and Conditions, the words ‘Aspire Productions’ ‘AP’ ‘we’ ‘us’ ‘our’ and ‘ours’ refer to Aspire Productions.

The words ‘Client’ and ‘customer’ refer to the party who commissioned and/or funded the work and any person or organisation acting on their behalf. These Terms and Conditions apply to all footage, photo, graphic, video and associated audio products created by AP including all moving and still images and sound recordings of whatever form.

Acceptance of a proposal, quotation and/or issue of a purchase order from the Client, is acceptance and agreement of the Terms and Conditions stated below, which forms the contract between AP and the Client/ Customer.

Pre-Event Consultation

We highly encourage a pre-wedding consultation—whether in person, via video chat, or over the phone. This is an excellent opportunity to finalize the details, discuss any special requests, and ensure that everything runs smoothly on the big day. Building a connection and understanding your vision is a priority for us, so we can capture every moment just as you envision it.

Please ensure that all wedding details are agreed upon in writing (email is acceptable). The Client is responsible for notifying us of any changes to these details (e.g., venue, timing, or contact information) as soon as possible.

Completion and Delivery of Services

All wedding photography and videography services will typically be completed within 2 to 8 weeks after the event. The Client(s) will be notified via telephone or in writing once the final materials (e.g., edited photos or videos) are ready for delivery. Rush services may be available upon request for an additional charge, subject to availability and at the discretion of Aspire Productions.

Deposit/Payment

A non-refundable deposit of 20% of the total package price is required to confirm your booking. This deposit will be deducted from the total cost of the package, with the remaining balance due 6 weeks before the wedding date. Dates are reserved only once the deposit has been received.

BALANCE PAYMENT: The remaining balance payment is to be made no later than 6 weeks before the Wedding Date. Payment for additional services is made after the wedding at the time of ordering.

An unconditional refund policy exists for a period of 14 days from receipt of this contract and payment. Once the 14 days have passed, this booking fee is non-refundable. Failure to pay the balance by the due date will be taken as an indication of cancellation of booking, with loss of booking fee.

Dates are reserved only when the booking fee is paid. Upon signature of the booking agreement, AP reserves the time and date agreed upon, and will not make any other reservations for that time and date. For this reason, all booking fees are non-refundable, even if the date is changed or the wedding is cancelled for any reason.

Cancellation Policy

All cancellations must be submitted in writing. If the client cancels their booking for wedding photography or videography, Aspire Productions reserves the right to charge a cancellation fee based on the following schedule:

• Less than 6 weeks’ notice: No refund will be issued (this includes any subcontractors booked).

• Less than 8 weeks’ notice: A 40% refund of the total booking fee will be provided.

If the wedding is postponed rather than cancelled, and subject to availability, Aspire Productions may apply any funds paid (other than the booking fee) toward the rescheduled date. This decision will be made at the discretion of Aspire Productions. Aspire Productions strongly recommends that clients purchase wedding insurance to cover any potential costs associated with cancellation or changes to the event date.

Please note, that cancellations will only be accepted in writing and must be signed by the client.

Package Details

All wedding packages, along with any additional products or services will be provided at the prices listed at the time of booking. Any goods or services not specified on the booking form will be charged at the current prices in effect at the time the order is received.

Aspire Productions' charges travel at a standard rate of 0.45 pence per mile, calculated from our base location to the wedding venue.

For weddings requiring international travel additional costs for travel, accommodation, and other related expenses will be the responsibility of the client and are not included in the initial package price.

Coverage

While Aspire Productions strives to provide comprehensive coverage of your special day, we cannot be held responsible for restrictions imposed by the marriage celebrant, church, or venue. In certain cases, the photographer's or videographer's movements may be limited, particularly during ceremonies or at venues with specific guidelines. As a result, we may not always have full flexibility in where we can capture certain moments, and we cannot be held responsible for any obstructions to our view during such times.

Additionally, we cannot guarantee any specific image, location, or background, as conditions may vary. We also want to note that our photo and video coverage typically pauses during the wedding meal and resumes once the meal concludes.

Filming and Wedding Arrangements

The Client is responsible for securing all necessary permissions and licences for filming at venues and ensuring all participants consent to being filmed. Any changes to the wedding details must be communicated to Aspire Productions in writing to ensure we have no delays or disruptions.

We adhere to venue and officiant regulations, which may limit camera operations. While we strive to capture all significant moments, the live nature of events means some elements may be missed, and we cannot guarantee specific shots. Our team maintains discretion and collaborates with other professionals, but factors like obstructions or uncooperative individuals may affect coverage.

We typically do not film during the wedding breakfast and request that refreshments be provided to keep our team on-site. The Client agrees to assist in achieving the desired footage by designating key individuals, participating in pre-shoot consultations, and ensuring cooperation from all parties. Aspire Productions is not liable for missed footage due to a lack of Client cooperation.

Please inform us of any guests with health concerns related to flash photography.

Editing

If you have specific music preferences for your wedding film, please inform us before your wedding day. We'll review your selections and advise on any licensing issues. If no preferences are provided, we'll choose suitable tracks for your film.

Please note, that using popular chart songs requires proper licensing, which is your responsibility to obtain.

All editing decisions are at our discretion. We encourage you to review our portfolio to ensure our style aligns with your expectations. While we'll consider suggestions made in writing before the wedding day, we cannot guarantee their inclusion.

All wedding films are edited in a "short-form" style. If you prefer a "traditional edit," please notify us in writing before the wedding day. Both styles will feature the same content and footage.

Our online portfolio reflects the quality of our work. If the final product meets this standard, we cannot accept claims regarding its quality.

Copyright and Usage Rights

AP retains full copyright over all materials captured during your wedding, including photographs and videos. The release of raw footage to the couple or third parties is not standard practice and will only be considered upon prior discussion and at the discretion of AP.

Clients are granted permission to make copies and share the delivered images and videos for personal use. This includes sharing with friends and family. However, any sale, publication, or commercial use of the content is prohibited without obtaining prior written consent from AP.

AP reserves the right to use, display, or publish any photographs or videos produced under this contract for promotional purposes. This may include showcasing our work on our website, in our portfolio, in marketing materials, in exhibitions, in competitions, or across various media platforms, both online and offline.

We are committed to respecting your privacy and will handle all materials with the utmost care and professionalism. Our objective is to highlight our services while honouring the significance of your special day.

Please inform us if any guests have health considerations related to flash photography, so we can make the necessary accommodations.

Attendance

In the unlikely event that the assigned Photographer/Videographer is unable to attend your wedding due to unforeseen circumstances, AP reserves the right to appoint another qualified photographer/videographer to attend on our behalf. The substitute will undertake the wedding photography/videography to the best of their ability. Aspire Productions will not be liable for any additional costs or damages resulting from this substitution.

We are not liable for any failure or delay in performing our obligations where such failure or delay results from any cause that is beyond our reasonable control. Such causes include, but are not limited to:

• Power failure, Internet Service Provider failure, industrial action, civil unrest.

• Weather conditions (rain, fog, sleet, hail, or any adverse condition that is not consistent with the prescribed shooting conditions desired by the Client).

• Injury, illness, or absence of client-supplied elements.

• Force Majeure: Aspire Productions shall not be held liable for any failure or delay in performance due to unforeseen circumstances beyond its control, including but not limited to acts of nature, war, government actions, strikes, or other events commonly recognized as force majeure.”

• Or any other event that is beyond the control of the party in question. If the delay continues for a period of 90 days, either of us may terminate or cancel the Services to be carried out under these Terms and Conditions.

• COVID-19 related restrictions.

Liability

In the unlikely event of complete equipment failure or other circumstances outside our control which means we are unable to film your wedding, you will receive a full refund. We will not be liable for any further damages.

If a technical error occurs during the filming of the Client’s event: for example, if their ceremony is not recorded, a partial refund will be issued to them. If other parts of their day are missed, a partial refund to the value of that section of the video will be refunded.

Weather permitting, images will be taken as agreed with the client. In the event of rain, snow, or any form of weather disturbances, AP will make the necessary changes to the photographic session and will not be responsible for any disappointment caused by the weather. However, AP, with the cooperation of the client, will do their best to produce coverage of the wedding within the time allocated to them.

Health and Safety

AP takes health and safety matters seriously and will always work with safety in mind. We reserve the right to refrain from filming in any situation deemed dangerous or unsafe. If, at any point, our personnel or equipment are at risk, we may remove them from the location.

Additionally, should our crew encounter any abusive or aggressive behaviour, we reserve the right to withdraw immediately. In such cases, the Client will be fully liable for any costs incurred as a result of this action.

Our team will observe all site safety rules and liaise with the designated contact provided by the Client to ensure safe working conditions are met.