Terms & Conditions for Businesses

About these terms

These terms apply when a business or organisation ("the client") books True Capture Productions Ltd ("we", "us") to film an event, make videos, or provide technicians and equipment. [Company number: ...]. [Registered address: ...].

Your quote or booking confirmation sets out what we've agreed to provide. If anything in it differs from these terms, the quote or confirmation takes priority.

Quotes, bookings and payment

Quotes are valid for [30] days. A booking is confirmed when you accept the quote in writing (including by email or through the client portal). [Say whether you take a deposit, how much, and when.]

We'll invoice [the balance after the event / on delivery]. Invoices are payable within [30] days. [Add late-payment terms if you want them, e.g. statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998.]

Prices exclude VAT where it applies. [Confirm whether you're VAT registered.] Travel, accommodation and parking outside [area] may be charged as agreed in the quote.

What we need from you

Please complete your event details and filming requirements in the client portal, including timings, locations, the videos you'd like, and any branding.

You're responsible for arranging access to the venue for our crew and equipment, including set-up time, parking, power and any permissions the venue needs, and for telling us about venue rules (for example health and safety inductions).

You're responsible for letting attendees and speakers know the event is being filmed, and for any permissions needed to film them, including anyone under 18.

If you supply music, logos, footage or other material, you confirm you have the right for us to use it in your videos.

Filming and editing

We'll film what's agreed in your requirements and use our professional judgement on the day. We can't guarantee to capture moments that happen without notice or outside the agreed times and locations.

We'll share edits for you to review in the client portal. Each video includes [two] rounds of changes. Further changes, or changes to what was agreed, may be charged.

Once you approve a video, we prepare the final files for you to download from the portal.

Delivery and downloads

Final videos are available to download from your portal for [2 months] after release. Please download and keep your own copies. We keep files for [4 months] after release, then delete them unless agreed otherwise.

[Say whether you keep raw footage, for how long, and whether it's available for an extra fee.]

Using the videos

Once paid for in full, you can use the final videos for your organisation's purposes, including on your website, social media, internal communications and at events. [Add any limits, e.g. paid advertising or broadcast needs a separate licence.]

Copyright in the footage and videos stays with True Capture Productions Ltd. Music we license for your videos is licensed for the uses above only.

We'd like to show short clips in our portfolio. We'll only do this if you've said yes in your portal, and we'll never share anything confidential.

Technicians and equipment

Where we provide technicians or equipment, you're responsible for safe access, a suitable power supply, and following the venue's rules. [Add anything about damage to hired equipment caused by attendees or venue staff.]

Cancellations and changes

[Set out what happens if the client cancels or postpones, for example: more than X weeks before the event, the deposit is kept; within X weeks, X% of the fee.]

If we can't attend because of something outside our control (for example illness or severe weather), we'll tell you as soon as possible, try to provide a replacement crew, and otherwise refund what you've paid for the parts we can't provide.

Liability

Our total liability to you is limited to the fee for the booking. We're not liable for indirect losses such as lost profits or business. [Check this with a solicitor, and mention your public liability insurance if you like.]

Nothing in these terms limits liability that can't legally be limited, such as for death or personal injury caused by negligence.

Confidentiality and data

We'll keep confidential anything you tell us is confidential, including unreleased products and internal content. How we handle personal information is explained in our privacy notice for business clients.

General

These terms are governed by the law of England and Wales.