Terms & Conditions Agreement
The Forever Captured Studio – Wedding & Event Content Creation
Business Details:
The Forever Captured Studio
Email: theforevercapturedstudio@gmail.com
1. Agreement
This agreement constitutes the entire understanding between The Forever Captured Studio (“The Company”), The Content Creator, and the couple (“The Clients”) and supersedes all prior agreements or discussions.
2. Booking & Confirmation
A signed wedding booking form and non-refundable retainer are required to secure the wedding date. The remaining balance is due four (4) weeks prior to the wedding date.
Upon receiving this contract, the booking fee becomes due to secure your date. By paying the booking fee invoice, you are agreeing to the Terms & Conditions within this document, and your booking is confirmed. Booking fees are non-refundable, unless a cancellation occurs on the The Company's behalf.
3. Client Co-operation and Conduct
The Client is responsible for ensuring the cooperation of guests, vendors, and venue staff in order to facilitate the creation of the media. The Company reserves the right to withdraw services without liability if The Content Creator or subcontractors are subject to abusive behaviour, harassment, intimidation, or unsafe conditions. In such cases, The Client will remain liable for all fees, and no refund shall be issued. The Client acknowledges that guest cooperation is critical to achieving the best possible results.
4. Schedule & Timing
Punctuality and cooperation are essential. If the wedding schedule runs significantly late, full coverage cannot be guaranteed, though every reasonable effort will be made to achieve this by The Company.
5. Meals & Refreshments
For weddings or events exceeding 6 hours of coverage, The Client agrees to provide a meal and reasonable access to non-alcoholic refreshments for The Company/The Content Creator and any assistants present. The Content Creator should have access to non-alcoholic refreshments throughout the duration of the event. The meal should be provided at the same time as the Client and guests, where possible, to ensure The Content Creator does not miss any key moments.
If a meal is not being provided, The Client must notify The Content Creator in advance. In such circumstances, The Content Creator may bring their own meal or make arrangements to obtain food elsewhere. The Content Creator reserves the right to take a break of up to 1 hour off-site to obtain food, during which no coverage will be provided.
The Client is responsible for checking with The Company and/or The Content Creator in advance regarding any dietary requirements, allergies, or specific food considerations to ensure suitable arrangements can be made.
6. Guests Co-operation
The Client acknowledges that The Content Creator requires reasonable access and a clear line of sight to capture the agreed content throughout the event. The Client agrees to use reasonable efforts to ensure that guests allow The Content Creator sufficient space to film and photograph during key moments, including but not limited to the ceremony, entrances, speeches, first dance, and other scheduled events and key moments. The Company shall not be held liable for any missed, obstructed, or compromised content resulting from guest interference, failure to provide adequate space or access, venue restrictions, or any actions beyond The Company's reasonable control.
7. Venue & External Restrictions
Coverage is subject to venue, registrar, or officiant restrictions. The Clients accept any resulting technical limitations.
8. Copyright & Usage
All photos, films and footage remain the copyright of The Forever Captured Studio. The Clients receive full personal use and sharing rights. Commercial use or resale requires written permission.
9. Model Release & Promotional Use
The Clients grant permission for The Company to use images and footage for portfolio, website, and promotional purposes unless they opt out in writing directly to The Company or The Content Creator.
10. Limitation of Liability
The Company shall not be liable for any failure or delay in performing its obligations under this agreement where such failure or delay arises from circumstances beyond its reasonable control, including but not limited to adverse weather conditions, venue restrictions, technical or equipment failures, transportation delays, strikes, civil unrest, fire, flood, pandemic, illness, injury or any other unforeseen event beyond The Company's reasonable control.
If the assigned Content Creator is unable to attend the event due to illness, injury, emergency, or any other circumstance beyond The Company's reasonable control, The Company shall use reasonable endeavours to provide a suitably qualified and trusted replacement. Where a suitable replacement cannot be secured, The Company's liability shall be limited to a refund of all fees paid for the affected services, excluding any non-refundable booking fee.
In the unlikely event that any photographs, videos or other digital content are lost, damaged, corrupted, or otherwise rendered unavailable due to circumstances beyond The Company's reasonable control, The Company shall use reasonable endeavours to recover the affected files. If recovery is not possible, The Company's total liability shall be limited to a refund of the fees paid for the affected services. Under no circumstances shall The Company be liable for any indirect, incidental, consequential, exemplary, special, or emotional losses or damages, including but not limited to loss of enjoyment, disappointment, distress, or any loss exceeding the total amount paid by The Client under this agreement.
11. Cancellation & Retainer
If The Client cancels the booking, the booking fee (retainer) is non-refundable.
In the event of a government-mandated postponement, all payments may be transferred to a new event date, subject to The Company's availability and any applicable pricing at the time of rebooking.
12. Content Creator Assignment
All coverage is to be provided by The Company/The Content Creator. The assigned Content Creator will be confirmed in advance and included in all pre-wedding communications. The Content Creator holds their own valid Public Liability Insurance. Proof of insurance and relevant certificates can be provided upon request by The Client or the wedding venue.
13. Travel fees & accommodation
For weddings or events held within a 50-mile radius of Woodbridge, no travel charges will apply. Weddings or events located outside the 50-mile radius will incur a travel charge of £0.45 per mile.
For venues or events located more than 100 miles from Woodbridge, overnight accommodation may also be required. Any applicable accommodation costs will be discussed and agreed with The Client prior to confirming the booking.
14. Delivery
All final photographs, films or any other content will be delivered to The Client via digital download.
Wedding reels, films, and speeches are typically delivered within 1-2 days, subject to workload and availability. The Client acknowledges that during peak wedding seasons or periods of high demand, there may be a slight delay in delivery times. The Company will inform The Client in advance should any delay be anticipated.
15. Editing
All content will be filmed and edited in The Forever Captured Studio’s signature modern style. All editing, colour grading, selection of images/content, and creative decisions regarding the production of the final film or photographs are at the sole discretion of The Company. The Company will make every effort to include significant moments and requested elements, but does not guarantee specific shots, individuals, or events will be captured. The Client acknowledges The Company's unique style and agrees to accept the final product as delivered, subject only to technical corrections (e.g., file errors or export issues).
The Company shall not be held responsible for unclear, distorted, interrupted, or unusable audio caused by factors beyond its reasonable control, including but not limited to background noise, venue acoustics, guest interference, microphone limitations, environmental conditions, or other external factors affecting sound quality.
16. Storage
The Company agrees to retain the raw footage, photographs, and delivered content for a minimum period of 12 months following delivery of the final product. After this period, files may be permanently deleted at The Company's discretion without further notice.
The Client is responsible for downloading, storing, and securely backing up all delivered media. The Company shall not be liable for any loss of files resulting from The Client’s failure to download content, expired download links, device failure, or data corruption occurring after delivery. The Company strongly recommends that The Client downloads and securely backs up all delivered content within 6 months of delivery. This allows The Company to effectively manage storage capacity and maintain sufficient space for future client projects and ongoing work.
17. Data Protection & Privacy
All personal data and content are handled in accordance with our Privacy Policy.
18. Acceptance
By booking The Company / The Content Creator, you confirm that you have read, understood, and agreed to the Terms & Conditions. Any questions or concerns please contact The Company directly.