Booking Terms & Conditions

Thank you for choosing Gareth Croft Films to capture your amazing wedding day. Before booking please read our filming & booking terms and conditions, these are important as it includes information about your booking and how we film your wedding day. 

Wedding Video Service Terms & Conditions

  1. General information

Gareth Croft Films will provide services to the Customer(s), providing the Customer(s) have/has assessed all the risks that may occur. Gareth Croft Films carry £1,000,000 Public Liability insurance. It is understood that Gareth Croft Films are the exclusive Videographer(s) retained by the customer(s) for the booked event.

  1. Booking and payment

a. A deposit of £200 is required to secure a booking (non refundable subject to Paragraph 3.c). Failure to include the deposit will not secure your booking and your date may be booked by other parties.

b. A date may only be considered reserved once a completed booking form has been received and deposit funds cleared. Until that point dates cannot be guaranteed. If a date is no longer available any deposit received will be returned to the sender with no further liability on either party.

c. The full balance is payable 30 days prior to the date of your wedding. In cases where a booking has been within the 30-day period, the full (non refundable) balance is payable upon return of this booking form. Failure to pay the final balance within this period will cancel your booking and the full contract price agreed will become chargeable.

d. A ‘day’ is 10hrs. Any time past 10hrs in which a production runs will be at the discretion of Gareth Croft Films and should be discussed before initial booking. All prices include travel within a 50 mile radius of Newport South Wales (NP19). Any mileage beyond will be charged at £0.50 per mile.

e. Depending on the circumstances there may be additional charges and the Customer(s) will be advised before any variation to the contract is agreed or accepted.

3. Cancellations

a. Weddings sometimes need to be cancelled. We strongly recommend that all couples take out comprehensive wedding insurance to protect themselves from costs if they need to cancel.

b. The Customer(s) may cancel this contract at any time by giving written notice to Gareth Croft Films by post.

c. Refunds are only available if it is requested in writing and sent by recorded delivery within 14 days of booking only. Cancellation after 14 days will be subject to a cancellation charge.

d. Cancellation charges are as follows;

  1. More than 8 Weeks prior to the date = deposit only.
  2. 8 weeks to thirty days prior to the date = deposit plus half the remaining cost.
  3. Less than thirty days prior to the date = full balance due.


4. Filming the day

a. Any variations in the times, dates, or to the planned event that may impact on the contract should be communicated to Gareth Croft Films as soon as possible.

b. The Customer(s) must obtain permission to film the Marriage Service and the Customer(s) is also responsible for any filming fees levied at the various locations.

c. The Customer(s) must also seek permission from any other venue where filming will be required.

d. Arrangements should be made for all venues to be accessible by Gareth Croft Films at least one hour before the time of each event; this is to be arranged by the Customer(s).

e. We aim to be discreet whilst filming but in low light conditions additional camera-mounted or free-standing lighting may be required.

f. Coverage will be as the cameraman’s professional expertise determines and no one scene or person will be determined more important than another. While every effort will be made to get the best position for the camera(s) to film the event this may not always be possible if restrictions are imposed upon us on the day.

g. We use broadcast quality well maintained equipment, however we will not be liable for any Radio Signal losses, Battery failures, equipment failure and or material defects, which are beyond our control. In the unlikely event of a total video failure our liabilities are limited to a refund of all monies paid by the Client(s).

h. Every effort is made to ensure perfect colour and lighting reproduction, but certain conditions may not be accurate such as mixed indoor and external lighting, hard shadows, and low lighting conditions. With these factors beyond our control, we will endeavour to produce the best pictures possible.

5. Live Streaming & Online Web Page

a. Live streaming is offered as a free additional service to certain wedding film packages, if your package includes a live streaming service this will be outlined in writing at the time of booking. Live streaming will be limited to the wedding service with one camera unless otherwise stated. 

b. Live streaming is a free additional service and is not guaranteed, as such no refunds will be made if the service cannot be fulfilled on the event date.

c. To enable successful live streaming of the event Gareth Croft Films will require a number of considerations to be in place, these will be discussed with the client before confirming the availability of the service.

d. For live streaming of events Gareth Croft Films will live stream to a private YouTube stream which will be embedded on a custom made webpage at www.garethcroftweddings.co.uk The link for the page will be distributed to the client before the event date and it will be the clients responsibility to promote this link to interested parties. Following the live stream the video will remain online for viewing for the following 7 days.

6. The Edit

a.  Gareth Croft Films will endeavour to build your film around any special requests made within this contract, but such requests are not binding instructions. Artistic interpretation cannot be guaranteed but every attempt will be made to comply with the Customer(s) wishes. Gareth Croft Films will not be held responsible for scenes or people not included due to inclement weather or other conditions outside of our control. Gareth Croft Films does not guarantee that every person attending your event will be included in the final edit.

b. Any final editing decisions are of the sole discretion of the editor

c. Any changes requested on the final copy once sent out will be subject to a further charge of £35 per hour.

d. Additional extras will be supplied at current retail costs.

e. To comply with Copyright law, if a choir or musician performs any music live, then a licence needs to be obtained from the Composer and Publisher of the music (Legislation Copyright Designs and Patents Act 1988 Part II, s.181 et). Composers and Publishers are represented in the UK and Ireland by MCPS. If the music is being played from a CD, record or any other recording, a second licence needs to be obtained from the Record Company. The Record Companies are represented in the UK and Ireland by PPL. Gareth Croft Films supply both licences in Paragraph (5.e) as part of this wedding package and this should be communicated to your ceremony organiser.

f. Any loss or damage of material or software (i.e. video and/or audio supplied by the Customer(s) is limited to the cost of the media alone. No consequential loss is accepted by Gareth croft Films.

g. If a Customer(s) submits any media for inclusion in the film, Copyright clearance is the responsibility of the Customer(s) other than music covered in Paragraph (e)

h. Completion of the final edit usually takes around 12 weeks but will take longer during peak periods (May – September) Gareth Croft Films will keep you regularly informed of suspected  completion dates and will endeavour to complete your edit as quickly as possible.  

i. Gareth Croft Films use professional grade A USB media Gareth Croft Films is not responsible for incompatibility with the USB created and the client’s playback device.

j. The final edit will be delivered as a digital copy either online or on a USB drive subject to options discussed at the time of the booking.  All material delivered in the final product can be copied and distributed by the customer(s) as they wish subject to the customer(s) following the correct copyright laws for any materials featured that is copyrighted (music for example) Gareth Croft Films will not be held responsible for any copyright laws broken through illegal copying or distribution of copyrighted materials.

k. All recordings and edits will be completed and delivered in High Definition (HD) format. If a Customer(s) do not have the facility to play a HD format production, Gareth Croft Films will endeavour to work a solution out but will not be held responsible for any loss in quality to the final product.

7. Speciality Packages & Faster Editing

a. Custom and speciality packages may be offered from time to time and may include variation in filming and editing procedures when compared to the procedures listed above, any changes from the above terms and conditions will be outlined clearly in writing during the booking process and by paying the initial booking deposit the client confirms that they both understand and agree to these conditions.

b. Faster or same day editing of the ceremony event may be offered as part of your package. While Gareth Croft Films will endeavour to complete the edit in the stated time scale there may be occasions where this is not possible and editing may be delayed. Gareth Croft Films will not be held financially liable for any delays in the stated editing times and will always endeavour to complete the edit in the quickest possible time. 

8. Acceptance of Goods

a. The Customer(s) shall within fourteen days from the delivery of goods give written notice to the Company of any respect in which it is alleged that the Goods do not comply with the Contract. Subject to any such notice, the goods will be deemed to comply with the Contract in all respects.

9. Additional

a. We keep a master copy of your final film in our archives for up to 3 years. You may order additional copies within this period as required subject to a reasonable charge. If you wish to order additional copies after 3 years we cannot guarantee that the master will be available.

b. Gareth Croft Films retain Copyright of the goods produced from this contract and are protected by the Copyright and Design act 1988.

c. Footage and pictures from the event or the final product may be used for the purposes of advertising by Gareth Croft Films and by accepting this contract the customer(s) grant permission for images to be used in this way.

d. These conditions do not affect the statutory rights as a consumer as defined by the Unfair Contract Terms act 1977 or any statutory amendments of that act.

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