Your Wedding Film Agreement

Videography Services Agreement

This agreement is made between Ryan Woodard, trading as Talking Fly Wedding Films ("Talking Fly Wedding Films", "we", "us", "our"), and Emily Carter ("the Client", "you", "your"). Together you are "the parties". It takes effect on the date it is accepted.

1. Booking details

Talking Fly Wedding Films agrees to provide videography services for the following event:

• Client / booking contact: Emily Carter
• Couple: Emily Carter & James Hartley
• Event date: Saturday the 5th of September 2026
• Venue(s): Cooling Castle Barn
• Coverage times: 8 hours, two videographers
• Package / services: Wedding Highlights Film + Full Feature Film
• Total package price: £2,040

Further package details, deliverables, timings, locations and any agreed extras may be set out in Schedule A or the accepted quote.

2. Booking confirmation and retainer

2.1 The booking is not confirmed until this agreement has been accepted by the Client, and the agreed retainer has cleared in Talking Fly Wedding Films' account or has otherwise been confirmed as received.

2.2 The retainer is £408 (20%).

2.3 The retainer secures the event date and covers pre-production, administration, diary reservation and turning away other work. It is therefore non-refundable, except where Talking Fly Wedding Films cancels and no suitable replacement or alternative arrangement is agreed.

2.4 Until the booking is confirmed, Talking Fly Wedding Films may accept other enquiries for the same date.

3. Fees and payment

3.1 The total agreed fee is £2,040, as stated on the quote or invoice.

3.2 The remaining balance is £1,632 and is due one month before the event date.

3.3 The retainer and balance are payable by bank transfer using the details below. The Client should use their name or quote reference as the payment reference.

3.4 If payment is late, Talking Fly Wedding Films may pause pre-production, withhold attendance, withhold delivery, or treat the booking as cancelled by the Client. Talking Fly Wedding Films may retain sums already paid and may charge for work already carried out and costs already incurred.

3.5 Any additional services, extra coverage, travel, accommodation, parking, tolls, permits, rush edits, extra films or post-production work not included in the agreed package may be charged separately if agreed with the Client.

4. Client responsibilities

The Client is the booking/contact person named above, whether or not they are one of the partners. The Client agrees to:

• provide accurate partner names, event dates, venues, addresses, contact details and timings;
• confirm the final schedule no later than one month before the event, unless otherwise agreed;
• tell Talking Fly Wedding Films promptly about any changes to timings, locations, restrictions or key people;
• obtain any permissions, permits or venue approvals needed for filming;
• ensure Talking Fly Wedding Films is told about venue rules, ceremony restrictions, supplier rules and access limitations;
• provide reasonable access, parking/loading information and meal/rest arrangements for long coverage days; and
• ensure the event environment is safe and lawful for Talking Fly Wedding Films to work in.

5. Schedule, delays and coverage

5.1 Coverage begins and ends at the agreed times. If the event runs late, Talking Fly Wedding Films will do what is reasonably possible within the booked coverage.

5.2 If additional coverage is requested on the day, Talking Fly Wedding Films may agree subject to availability and any additional charge.

5.3 Talking Fly Wedding Films is not responsible for missed footage caused by delays, incorrect information, access issues, venue restrictions, late-running schedules, weather, traffic, guest behaviour, supplier issues, or circumstances outside Talking Fly Wedding Films' reasonable control.

5.4 Talking Fly Wedding Films cannot guarantee that every person, moment, item or detail will be filmed. Final shooting decisions are made professionally on the day based on timing, access, lighting, sound, safety and creative judgement.

6. Venue, location and technical limitations

6.1 Talking Fly Wedding Films must comply with venue, registrar, celebrant, church, site-management and safety rules.

6.2 The Client accepts that restrictions imposed by venues or officials may affect camera position, audio quality, lighting, movement, drone use or the amount/type of footage captured.

6.3 Outdoor filming is affected by weather, wind, light and background noise. Talking Fly Wedding Films will use reasonable professional measures, such as wind protection on microphones where suitable, but cannot guarantee perfect audio or visuals in difficult conditions.

6.4 Marquees, temporary flooring, historic buildings, crowded spaces or unstable surfaces may affect tripod stability and camera movement.

7. Drone filming

7.1 Drone filming is only provided where included or agreed, and is always subject to law, permissions, weather, airspace restrictions, safety, privacy, venue rules and pilot discretion.

7.2 If drone filming is not possible for safety, legal or practical reasons, this will not by itself entitle the Client to a refund unless the agreed package specifically priced drone coverage as a separately itemised service.

8. Safety and conduct

8.1 Talking Fly Wedding Films may pause or stop coverage, leave the venue, or refuse to continue working if Ryan, any videographer, assistant or contractor experiences threatening, abusive, unsafe, discriminatory, hostile or inappropriate behaviour.

8.2 If coverage is stopped for safety or conduct reasons, Talking Fly Wedding Films will not be responsible for missed footage and no refund will be due for the affected period.

9. Editing, creative control and music

9.1 Talking Fly Wedding Films retains creative control over filming style, editing style, shot selection, pacing, colour, audio mix, music choice and final delivery format, while taking account of any agreed brief.

9.2 The Client understands that the final films are edited selections, not a record of every clip captured.

9.3 Music must be properly licensed. Mainstream/commercial tracks may not be available or may be restricted by copyright/licensing rules. If the Client is asked to choose or approve music, production time may pause until that choice is confirmed.

9.4 Unless expressly included, re-edits, changes after approval, alternative versions, music changes, extra exports and rush turnaround may be chargeable.

10. Delivery and storage

10.1 Estimated turnaround times are estimates, not guaranteed deadlines, unless expressly agreed in writing.

10.2 Delivery may be by online gallery, download link, USB, private webpage, or another agreed method.

10.3 Talking Fly Wedding Films will take reasonable care with footage and backups. However, once final films have been delivered, the Client is responsible for downloading, saving and backing up their own copies.

10.4 Talking Fly Wedding Films aims to retain project files and/or delivered films for at least six months after delivery, but long-term storage is not guaranteed unless a separate archive service is agreed.

11. Copyright and client licence

11.1 Copyright in all footage and films remains owned by Talking Fly Wedding Films unless expressly assigned in writing.

11.2 Once the agreed fee has been paid in full, the Client receives a personal, non-exclusive licence to watch, download, copy and share the delivered final films for personal and family use.

11.3 The Client may share delivered films online provided they are not altered, misrepresented, sold, used for paid advertising, or supplied to third parties for commercial use without Talking Fly Wedding Films' written permission.

11.4 Suppliers and venues may share the final films only with Talking Fly Wedding Films' credit and only where the Client and Talking Fly Wedding Films consent, unless otherwise agreed.

12. Privacy and data protection

12.1 Talking Fly Wedding Films will handle personal data in line with its privacy policy and applicable UK data protection law.

12.2 Any separate marketing, portfolio, website or social media consent is handled outside this agreement, such as through the relevant wedding questionnaire or written client permission.

13. Rescheduling and cancellation by the client

13.1 The Client must tell Talking Fly Wedding Films as soon as possible if the event is postponed, rescheduled or cancelled.

13.2 The retainer is non-refundable because it reserves the date and covers work already carried out.

13.3 If the event is rescheduled, Talking Fly Wedding Films will try to move the booking to the new date if available. If Talking Fly Wedding Films is unavailable for the new date, this will be treated as a cancellation by the Client unless otherwise agreed.

13.4 Depending on how close the cancellation is to the event date, further cancellation charges may apply to reflect work completed, lost opportunity and costs incurred. The following cancellation charges apply unless otherwise agreed in writing:

• More than 90 days before the event: retainer retained.
• 31 to 90 days before the event: 50% of total fee payable.
• 30 days or fewer before the event: 100% of total fee payable.

14. Cancellation or non-performance by Talking Fly Wedding Films

14.1 If Talking Fly Wedding Films cannot attend due to illness, injury, emergency, bereavement, force majeure, transport failure, legal restriction, extreme weather or another cause outside reasonable control, Talking Fly Wedding Films will make reasonable efforts to arrange a suitable replacement or alternative solution.

14.2 If no suitable replacement or alternative solution is available, Talking Fly Wedding Films' liability is limited to refunding fees paid for services not provided.

15. Loss, damage and limitation of liability

15.1 Talking Fly Wedding Films will take reasonable professional care when capturing, storing and delivering footage.

15.2 In the unlikely event that footage or files are lost, corrupted, stolen or damaged due to equipment failure, storage failure, accident, theft or another issue outside reasonable control, Talking Fly Wedding Films' liability is limited to a refund of the amount paid for the affected part of the service.

15.3 Talking Fly Wedding Films is not liable for indirect loss, consequential loss, emotional distress, loss of enjoyment, lost opportunity, or costs above the amount paid under this agreement, except where the law does not allow liability to be limited.

15.4 Nothing in this agreement limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot legally be limited.

16. Complaints

16.1 Any issue with the delivered films should be raised in writing within 14 days of delivery.

16.2 Any technical access/download issue should be raised as soon as possible and within the storage period set out above.

17. Entire agreement and changes

17.1 This agreement, together with the accepted quote, invoice and any schedules, forms the whole agreement between the parties.

17.2 Any changes must be agreed in writing, including by email.

17.3 If any part of this agreement is found to be invalid or unenforceable, the rest of the agreement will continue to apply.

18. Governing law

This agreement is governed by the laws of England and Wales. The courts of England and Wales will have jurisdiction.

19. Acceptance

You can accept this agreement by typing your full name and confirming below, or by paying the booking deposit. By doing either, you confirm you have read, understood and agree to these terms. You do not need to print or hand-sign anything.

Schedule A - package and deliverables

• Client / booking contact: Emily Carter
• Couple: Emily Carter & James Hartley
• Event date: Saturday the 5th of September 2026
• Venue(s): Cooling Castle Barn
• Coverage: 8 hours, two videographers
• Films / package included: Wedding Highlights Film + Full Feature Film
• Total package price: £2,040

Any add-ons, estimated turnaround, travel/accommodation notes and special terms are as set out in the accepted quote for this booking.