Terms & Conditions

1. Agreement Overview

These Terms and Conditions ("Terms") govern the wedding videography services provided by Epic Day Cinema ("Company," "we," "our," or "us") to clients ("Client," "you," or "your"). By booking our services, you agree to be bound by these Terms.

Our services include cinematic wedding videography, editing, and delivery of wedding films across Kent and London, UK.

2. Booking and Confirmation

• Booking Process: Your wedding date is reserved upon receipt of a signed contract and £250 booking deposit
• Contract Priority: Wedding dates are secured on a first-come, first-served basis based on completed contracts
• Confirmation: We will provide written confirmation within 48 hours of receiving your deposit
• Availability: All bookings are subject to availability and our acceptance of the assignment

3. Payment Terms

Payment Schedule

• Booking Deposit: £250 due at contract signing (non-refundable)
• Second Payment: 50% of total bill due at least 2 weeks before wedding date
• Final Payment: Remaining balance due upon delivery of films
• Early Payment: Full payment can be made upfront if the customer wishes

Payment Methods

• Bank transfer (preferred)
• Debit/Credit card
• PayPal (additional 3.5% processing fee applies)

Late Payment

Failure to make payments by the due dates may result in cancellation of services. A £50 late payment fee applies to payments more than 7 days overdue.

4. Cancellation and Refund Policy

Client Cancellation

• More than 12 weeks before: Full refund minus £250 booking deposit
• 8-12 weeks before: 50% refund of payments made
• 4-8 weeks before: 25% refund of payments made
• Less than 4 weeks before: No refund

Rescheduling

One free date change is permitted if requested more than 8 weeks before the original date and subject to availability. Additional changes incur a £100 administration fee.

Force Majeure

If your wedding is cancelled due to circumstances beyond our control (pandemic, natural disasters, venue closure), we will reschedule at no additional cost or provide a full refund.

5. Service Delivery

Filming Coverage

• Hours: Coverage times as specified in your chosen package
• Locations: Ceremony and reception venues within Kent and London
• Equipment: Professional 4K cameras, audio recording, and lighting equipment
• Backup: Multiple camera angles and backup equipment for reliability

Post-Production

• Editing Style: Cinematic documentary style with professional color grading
• Music: Licensed music tracks included in all packages
• Delivery Timeline: 48-hour highlight teaser + full film within 6-8 weeks
• Format: Digital delivery via secure online gallery

Revisions

One round of minor revisions is included (music changes, color adjustments). Major re-edits incur additional charges at £50/hour.

6. Client Responsibilities

• Access: Ensure we have access to all required areas and key moments
• Timeline: Provide detailed wedding timeline at least 2 weeks before the event
• Vendor Coordination: Introduce us to other vendors and venue coordinators
• Permissions: Secure necessary permissions for filming at your venues
• Guest Communication: Inform guests that professional videography will be taking place
• Cooperation: Work with our team to ensure smooth filming operations

7. Intellectual Property and Usage Rights

Copyright

Epic Day Cinema retains copyright ownership of all wedding films, including raw footage, edited content, and creative elements. Clients receive a personal use license.

Client Usage Rights

• Personal viewing and sharing with family and friends
• Social media posting with credit to Epic Day Cinema
• Making personal copies for archival purposes

Portfolio Usage

With your consent, we may use your wedding film for marketing, portfolio, and promotional purposes. You can opt for complete privacy by selecting our private package option.

Restrictions

• No commercial use without written permission
• No editing or modification of the final films
• No redistribution or sale of content

8. Liability and Insurance

Professional Insurance

Epic Day Cinema carries comprehensive public liability insurance (£2,000,000) and professional indemnity insurance. Certificates available upon request.

Limitation of Liability

Our total liability is limited to the amount paid for our services. We are not liable for:

• Consequential or indirect damages
• Loss of profits or business opportunities
• Emotional distress or disappointment
• Third-party actions or venue restrictions
• Equipment failure beyond our reasonable control

Data Backup

We maintain multiple backups of your wedding footage for 12 months after delivery. However, we recommend clients create their own backups for long-term preservation.

9. Venue and Location Terms

• Travel: No additional charges for locations within Kent and London
• Accommodation: Overnight accommodation required for weddings more than 2 hours from Canterbury
• Access: Client responsible for securing filming permissions and vendor access
• Restrictions: Some venues may have filming restrictions that could limit our coverage
• Weather: Outdoor ceremonies subject to weather conditions (backup plans recommended)

10. Dispute Resolution

We aim to resolve any concerns through direct communication. If formal dispute resolution is required:

• Mediation: Initial disputes will be addressed through mediation
• Jurisdiction: English and Welsh law governs these Terms
• Courts: UK courts have exclusive jurisdiction over any legal proceedings
• Time Limit: Claims must be made within 12 months of service delivery

11. General Provisions

• Entire Agreement: These Terms constitute the complete agreement between parties
• Modifications: Changes must be made in writing and signed by both parties
• Severability: Invalid provisions don't affect the validity of remaining terms
• Assignment: Clients cannot transfer their contract without written consent
• Communication: All official notices must be in writing

12. Contact Information