Corporate Terms & Conditions

  • Final payment is due no later than 28 days after the date of the final invoice.
  • Product will be delivered once final payment has been received and cleared.
  • Payment by bank transfer or cheque.
  • All cheques must be made payable to Trapdoor Films.
  • Client is responsible for all expenses incurred by Trapdoor Films during all stages of a production which are not included in the package. Including but not exclusively: transport, food, and accommodation.
  • On delivery of the final product copyright of the finished edit will be transferred to the client, yet Trapdoor Films will retain the right to use all approved footage for their own promotional purposes. This may exclude any third party material (e.g. Music).
  • Trapdoor Films reserves the right to show the video or part of it to any prospective client who may wish to see a sample of our work, or to enter the video into competitions or use extracts in our show reel or to upload the footage to our company portfolio linked to our website. We will not however release any part of your film  for broadcast without the Customer's prior written consent.
  • Unless otherwise agreed in the Order, the Company retains the copyright in all their Original Raw Material. Original Raw Material includes video recordings, graphics, soundtracks, printed material and any other design or artwork commissioned by the Customer in relation to the Order. Raw material is not transferred with the final product.
  • The customer’s requirements must be clearly provided to Trapdoor Films in writing before commencement of work. Any subsequent changes must also be provided in writing and then approved by Trapdoor Films and may incur further cost.
  • A customer may terminate the contract at any time by written notice of termination.
  • When a customer terminates the contract, they will remain liable to pay in full for all work previously undertaken and in progress by Trapdoor Films unless any other written agreement is reached in advance.
  • Trapdoor Films reserves the right to refuse to use, publish or broadcast any information it considers obscene or morally unsuitable or which would breach copyrights, or which is libellous, defamatory or illegal.
  • Trapdoor Films cannot be held liable to any party for any errors on any medium after the customer has agreed in writing that the content is correct and accurate and should be posted, published or broadcast.
  • E-mail correspondence shall be sufficient to prove changes to agreements for the form and content as long as it is acknowledged with a response.
  • Trapdoor Films will not commence work on any project until a signed purchase order or equivalent signed document has been provided by the client.
  • Any confidential or proprietary information which is acquired by Trapdoor Films from a client company, person or entity will not be used or disclosed to any person or entity, except when required to do so by law. If required, Trapdoor Films will sign and adhere to the conditions of any Confidentiality Agreement used by the client.
  • Any contract requiring Trapdoor Films to work to specific deadlines provided within the written agreement will be deemed to include a proviso that the clients will make themselves reasonably available to communicate with Trapdoor Films If Trapdoor Films deem them not to of been so then Trapdoor Films cannot be held responsible for failing to meet a deadline.
  • Any claims must be made in writing to Trapdoor Films within 7 days of receipt of product. If no claim is made within this period the client is deemed to have accepted the goods at the agreed price.
  • Trapdoor Films shall be under no liability if unable to carry out any provision of the contract for any reason beyond its control including (without limiting the foregoing) Act of God, legislation, war, fire, flood, drought, failure of power supply, lock-out, strike or other action taken by suppliers or owing to any inability to procure materials required for the performance of the contract. During the continuance of such a contingency the client may, by written notice to Trapdoor Films, elect to terminate the contract and pay for work done and materials used but subject thereto shall otherwise accept delivery when available.
  • Trapdoor Films are not responsible for temporary camera or equipment failure for reasons beyond our control, for media card failures, or for any detrimental impact on the footage caused by problems with sound or lighting equipment, or the operation thereof, where such equipment is not under our control. In the event of any equipment failure that effects the clients product, Trapdoor Films will reschedule a shoot to correct the footage.
  • We reserve the right not work in any situation (e.g. inclement weather conditions) which may compromise the safety of either our equipment or our videographer(s). We reserve the right to substitute for cameras of a lower specification in extreme circumstances.

 

 

 

 

 

 

Wedding Terms & Conditions

Payments & cancellations

Payment Schedule / Cancellation / Refund Policy

  • All weddings require a non-refundable deposit of £250 to secure the booking.
  • The final balance for the Wedding Package must be paid anytime up to 4 weeks before the event date, and cleared in our bank account in any case before the event date. (If the Wedding is booked with us with less than 2 weeks before the Wedding Date, full payment is due at the time of booking.) If payments are not received by the due date, the Company reserves the right to withhold all goods until full payment is made.
  • Any post-Wedding options will be invoiced separately as per our pricelist. Payment for any services subsequent to your event must be made in full upon ordering of such services. Prices are based upon local travel with 1 vehicle. Where travel is outside the local Essex area, or 2 cars are required by the videographers due to the logistics of your day, additional expenses may be incurred.
  • The price we quote you is inclusive. VAT will not be added. You will receive an invoice detailing your order. We accept the following means of payment:

Direct bank transfer, Cheque. Cheques will take 5 working days to clear, in this case a cheque can only be used if there is sufficient time for the cheque to clear prior to your event. Cheques are made payable to Trapdoor Films.

All deposits are non-refundable, regardless of the circumstance of any cancellation by the customer. If the wedding is cancelled prior to the appointed date, and the customer has paid in full, a refund of the total amount less the deposit will be offered. If the wedding is cancelled on the day, and the Company is already on site, a refund of up to 50% of the total package price will be offered. Following completion of the wedding day, no refund will be offered.

 

Shooting Schedule

  • Shooting will start a minimum of 1 hour before the ceremony unless otherwise agreed with bride & groom preparation, and this time forms part of the number of hours of shooting that are included in your package. This time is necessary to accomplish all our on-site preparation and take shots of the venue, the guests, wedding party and bride’s arrival. Should we choose to arrive earlier than this, the Customer is not liable to pay for the additional time.
  • Shooting will stop at the conclusion of the First Dance, or after the completion of the number of hours that form part of the package chosen by the Customer, whichever is the earlier, unless agreed otherwise.
  • In the event that celebrations on the day run late, howsoever caused, we will attend until up to 15 minutes after the scheduled finishing time (as described above), free of charge. After this time, attendance is at the videographers’ discretion and subject to the hourly rates as advised on our pricelist, chargeable by the half-hour, and payable by the client prior to the shipment of the finished DVDs/digital files. Late running of proceedings, a change in the running order, or concatenation of events may impact the amount of footage we are able to obtain. For the purposes of clarification, we do not video continuously during the day. As such, we ask for a detailed running order in advance, and to be kept abreast of unfolding events on the day. We cannot be held liable for any impact on the video caused by inaccurate information provided to us or the commencement of key parts of the day without due warning being given. Where additional hours of shooting have been agreed, these hours commence at the pre-agreed finishing or First Dance time (rather than the time as actually transpires on the wedding day) and are not extendable (without further charges applying) in the case of logistical delays or overruns.
  • Whilst we shall make every effort to arrive in a timely manner, the Company cannot be held responsible for any impact on the videographers’ attendance and timeliness caused by traffic delays, severe weather conditions, unforeseen illness or incapacity, or technical camera or sound equipment failure. We reserve the right to change the nominated attending videographer(s) at any stage.

 

Camera Positions & Shooting Conditions

  • The Company will make every effort to use the best position for the cameras to video the event, taking into account restrictions imposed upon the Company on the day. During the formal parts of the day (ceremony, speeches) we do not always have the facility to change camera positions without causing disturbance and/or potential impact on our smooth operation. As such, the Customer understands and accepts that video coverage will be impacted by such restrictions as; camera placements imposed by venues/registrars/vicars/celebrants, refusal of permission to video part of the day, the use of restricted spaces which impacts the ability to operate the camera in our preferred manner, restrictions on the use of a tripod, visual obstruction or camera shake caused by persons or uneven/flexible flooring surfaces, obscured positions taken up by individuals participating in the formal parts of the day, refusal to allow two operated cameras to be used at all required times (where applicable to the package and regardless of the time at which such refusal comes about).
  • The Customer understands and accepts that the video coverage will be as determined by the videographer’s professional expertise. Further, the Customer understands that where only 1 camera is able to be used, coverage of certain parts of the day may be impacted by logistics, unplanned eventualities or interference from third parties. Special requests from the Customer are not binding instructions, although every effort is made to comply with the Customer’s wishes where practicable. We are not always able to video both the departure from the marriage venue and arrival at the reception venue (where both apply) due to the logistics of the particular day, or prevalent traffic conditions. Please note that in the circumstance that your wedding takes place immediately after another at the same venue, accessibility and congregational issues may prevent us from obtaining all the footage that we would wish prior to the start of your ceremony.
  • The Company attends every event with more than 1 camera and 1 set of sound equipment at our disposal, to ensure that backup is available in the case of technical equipment failure, and to date we have experienced no such failures. However we are not responsible for temporary camera or equipment failure for reasons beyond our control, for media card failures, or for any detrimental impact on the footage caused by problems with sound or lighting equipment, or the operation thereof, where such equipment is not under our control. We reserve the right not work in any situation (e.g. inclement weather conditions) which may compromise the safety of either our equipment or our videographer(s). We reserve the right to substitute for cameras of a lower specification in extreme circumstances.
  • We cannot be held responsible for any detrimental impact on the video sound caused by the refusal (or denial of permission) of any person to wear or use a radio microphone on request (primarily the groom during the ceremony), or such problems as loud ambient noise, radio or mobile phone interference, air conditioning systems, traffic or aircraft noise, crying children, stray sounds caused by personal actions, very low speaking volume by those making formal speeches or readings, echo or sound-deadening properties of the shooting location, or shutter noise from nearby cameras. Where only a single camera is allowed during the ceremony, or where other restrictions apply, or where the Customer’s booking only covers the use of a single camera, the recording of any music or performances occurring during the day cannot be guaranteed.
  • Shooting in low light situations (e.g. small rooms, candlelight, disco/dance areas, evenings and nights outdoors) may impact on the quality of the image captured by the camera, including temporary loss of focus. In such situations, we will endeavour to achieve a bright image without significant degradation in image quality (graininess). The Company cannot guarantee video quality in adverse lighting or weather conditions, or in rooms generating a strong colour tinge to the light that may not be satisfactorily correctable during editing. In particular, the Customer should be aware that rooms predominantly lit in red or purple hues are not conducive to a sharp or flattering camera image.
  • We make special effort to work smoothly alongside the official photographer but cannot be held responsible for any detrimental impact on the footage and the final video caused by the actions of the official photographer, such as; photography session locations chosen which may not be well suited to video, repeated obstruction of our camera positions, refusal to allow us to video any part of the formal photography sessions.
  • Our creativity in shooting is in part dependent on the characteristics of the wedding venues, weather on the day, the style and methodology of the official photographer and the timings and logistics of the day. Similarly, areas chosen for the formal parts of the day – which are outside of the control of the videographer(s) – may in some venues lead to extreme backlighting or images of high shadow or contrast, or partial or temporary obstruction of the subject being videoed due to the position taken up by the subject.
  • The Company will seek to obtain the best source footage for inclusion in segments of the video that require the active participation of attendees at the event, however we cannot be held responsible for any impact on the video caused by a low level of participation. We do not habitually approach your guests for contributions, but may ask that members of the bridal party do so. Please note that our videographers attend in a professional capacity and are not obliged to accede to any request to operate cameras or camcorders belonging to any attendees.
  • The company reserves the right to refuse to film, use, publish or broadcast any information it considers obscene or morally unsuitable or which would breach copyrights, or which is libellous, defamatory or illegal.

 

 

The Finished Video

Video within this contract will include all digital files of various formats depending on your purchase.

  • The Company will edit your video to our professional standards and shall have final editorial control on the finished product in all cases. The length of the video will be defined by the duration of the formal parts of your day, plus the amount of additional footage shot - we do not impose strict rules on running times.
  • Our video is designed to be viewed by a family audience, and as such we will not include any music containing profane, inappropriate or controversial lyrics or themes. Additionally, we will make every effort to exclude any profane language or gestures that may have been recorded on the day. We avoid shooting persons smoking, eating, drinking heavily, or in unflattering situations. Our aim during the formal parts of the day (ceremony, speeches) is to record and present events as they happen. It is not usually possible to ‘fix’ any mistakes or hitches that may occur in such live and unique occasions.
  • We will provide you with the copies of your video in digital HD MP4 format for USB, and PAL format for DVD. Further copies or further additional services may be ordered separately at a later date.
  • The video of your event will be ready for postage to you either within 16 weeks of your Wedding Date or within 16 weeks of your providing a complete and unambiguous music list (or other material necessary for the production of the video) to us, whichever is the later. Such a timescale excludes any unforeseen illness, incapacity, hospitalisation or bereavement, technical problems within the Company, or force majeure events. The Company cannot be held liable for any delays caused by the postal service. Any faults with the supplied video must be notified to us within 30 days of receipt. We have an exceptionally low failure rate on DVDs but will be happy to replace any with replicable faults.
  • Music tracks included on the video will be chosen personally by you unless otherwise agreed. Where we receive only general guidelines for the music choices, we cannot be held liable for any Customer dissatisfaction, and any revisions to the video that are requested by the Customer will be chargeable.
  • The customer agrees that the Company shall decide on the cinematic soundtracks used suitably around the music tracks chosen by the customer, unless otherwise agreed prior to post production.
  • We cannot be held liable for any delays in supplying the video caused by the late supply to the Company of music or other information necessary for the production of the video. In the event of delays, customers who provide music in a timely manner will be edited in preference. If we do not receive all such necessary instructions from you within 12 weeks of your wedding date, completion of the video will only be within the best timescale achievable, and subject to discretionary administrational fees.

 

 

Permissions, Licenses & Copyright

  • The Customer must obtain permission to video at the location(s) from the relevant authorities, and is responsible for any fees that may be levied by such authorities (e.g. fees for shooting in church levied by the vicar/church). Such permissions and licenses are distinct from the music and sound copyright licenses for video production (MCPS, LM and PPL), for which the Company is responsible. Please note that some performers can explicitly refuse to have their visual or audio performances recorded for their own licensing reasons, and we must comply with such requests.
  • Unless otherwise stated in the Order, the Company retains the copyright in all their Original Raw Material. Original Raw Material includes video recordings, graphics, soundtracks, printed material and any other design or artwork commissioned by the Customer in relation to the Order. The Customer must ensure that permission is sought for the inclusion of any copyright material they supply to the Company to enable them to deliver the product(s) or service(s).
  • We, the Company, reserve the right to show the disc or part of it to any prospective client who may wish to see a sample of our work, or to enter the disc into competitions or use extracts in our show reel or to upload the footage to our company portfolio linked to our website. We will not however release any part of your film for a broadcast without the Customer's prior written consent.
  • We, the Company, confirm that we will comply with the provisions of the Data Protection Act 1998 as it relates to your personal data. Please note that we shall be entitled to assume unless you inform us otherwise prior to the Event that all persons attending the Event have consented to being recorded.
  • The Customer must also ensure that permission is sought for the inclusion of any performers or performances, trademarks and locations. The Company retains the right to use this material in its original and edited form as they see fit, unless otherwise agreed in the Order. The Customer agrees to indemnify the Company in the event of any breach of copyright claims being brought against the Company in respect of material supplied by the Customer. We do not distribute ‘showreel’ copies of your full Wedding video to potential clients, however by signing this document you agree to let The Company use selected images of your wedding for promotional purposes only, including online hosting.

 

Liability, Health & Safety

  • The Company accepts no liability for any loss or damage that may arise from the supply of the product(s) or service(s). In the unlikely event of the Company being unable to supply the product(s) or service(s) as specified in the Order, liability shall be limited to the total invoice value; in the event that the Customer has made a partial payment, to monies already paid by the Customer.
  • Whilst every care is taken in the handling of the Customer’s property, the Company accepts no responsibility whatsoever for any loss or damage, howsoever caused, or any other loss by unforeseen circumstances whilst they are in the custody of the Company. Liability for such loss or damage will be limited to the replacement cost of the materials or media and in no circumstances will any liability attach to any claim for the value of the content.
  • The Company and Customer will act in accordance with all relevant health and safety requirements in order to provide the product(s) or service(s). We do not normally use additional mains-operated lighting, mains power for cameras or cause trailing cables to be present, but reserve the right to do so.

Please direct all enquiries to Trapdoor Films