Terms and booking conditions

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These terms govern any photography or videography commission between Calum McCarron, sole trader, Dorset, United Kingdom ("the Photographer", "I", "me") and the booking client ("the Client", "you"). They apply to every booking unless varied in writing and signed by both parties.

1. Quotes and bookings

All quotes are valid for 30 days from issue and itemise scope, deliverables, and travel.
A booking is confirmed only when the deposit (clause 2) has been received and the booking acknowledgement email has been sent.
Quoted day rates assume up to 10 hours on site. Additional hours are billed pro rata at the rate stated on the quote.

2. Deposit

A non-refundable deposit of 50% of the total fee is due to confirm the booking.
The remaining balance is due within 14 days of the final delivery email.
Late payments accrue interest at 8% above the Bank of England base rate, in line with the Late Payment of Commercial Debts (Interest) Act 1998.

3. Cancellation

If the Client cancels:

More than 30 days before the event: 50% of the total fee retained (the deposit).
14–30 days before the event: 70% of the total fee retained.
Less than 14 days before the event: 100% of the total fee retained.

If I cancel due to illness, equipment failure, or other reasons within my control, I will use reasonable endeavours to provide a substitute photographer or videographer of equivalent standard. If no substitute is acceptable, the deposit and any other amounts paid will be refunded in full and I will not be liable for further losses.

4. Deliverable timelines

Selects (web-ready preview gallery, watermarked or unwatermarked as agreed): within 24 hours of the event ending, where requested.
Full edited gallery: within 5 working days of the event.
Highlight reel (where commissioned): within 72 hours of the event for short-form social cuts; up to 14 working days for long-form films.

Timelines run from the agreed end of the shoot. They may be extended by mutual agreement where scope is exceptionally large or where additional retouching has been requested.

5. Image and video licensing

Unless agreed otherwise in writing, the Client is granted a perpetual, worldwide, non-exclusive licence to use the deliverables for internal and marketing purposes, including web, social, internal communications, sales decks, press, and trade publications.
The licence does not include resale or onward commercial sub-licensing without written permission.
I retain copyright in all deliverables and the right to use a representative selection in my portfolio, social channels, and marketing, subject to clause 7.
Crops, colour adjustments, and minor brand-treatment edits by the Client are permitted. Substantial creative re-edits or AI manipulation that alter the journalistic record require my prior written consent.

6. Model and venue release

The Client is responsible for ensuring that:

All attendees who appear in the imagery have been informed in advance that the event is being photographed or filmed and have not opted out.
All venue permissions, media consents, and union/agent consents are in place where applicable.
Any restricted or NDA areas are clearly briefed at the venue walk-around.

I will respect any opt-out lists provided in advance. Imagery captured in error of an opt-out will be deleted on request.

7. Portfolio use

I may use a representative selection of the deliverables in my portfolio, on social media, and in marketing collateral, including this website. The Client may request that a specific image or clip is withheld; I will accommodate reasonable requests at no charge.

If a launch embargo or NDA restricts portfolio use for a defined period, that period will be agreed in writing in the booking acknowledgement.

8. Force majeure

Neither party is liable for failure to perform due to events outside its reasonable control, including but not limited to: severe weather, public-health restrictions, transport disruption, government action, venue closure, or third-party AV failure. Where an event is rescheduled within 12 months due to a force majeure event, the deposit is transferred to the new date at no extra charge.

9. Liability

My total aggregate liability under any booking is capped at the fees paid for that booking.
I am not liable for indirect or consequential losses, including loss of reputation, loss of opportunity, or third-party claims arising from event organisation outside my control.
Nothing in these terms limits liability for death, personal injury caused by negligence, or fraud.

10. Insurance

I hold professional indemnity and public liability cover. Certificates are available on request.

11. Confidentiality

I will keep all information about the Client's event, attendees, and business confidential. I am happy to sign a Non-Disclosure Agreement before any brief is shared. Imagery captured under embargo will not be shared until the embargo lifts.

12. Equipment

Kit selection is at my discretion. I carry full backups for camera bodies, lenses, lights, and audio. I am not liable for shots missed because of attendee or venue actions outside my control.

13. Travel and expenses

Travel within mainland UK is included in the day rate up to a 200-mile round trip from Dorset.
Travel beyond that, and any overnight accommodation, is billed at cost on receipts.
International travel is quoted separately on a per-event basis.

14. Variations

Any variation to these terms must be in writing and signed (electronically or otherwise) by both parties.

15. Governing law

These terms are governed by the laws of England and Wales. Any dispute is subject to the exclusive jurisdiction of the courts of England and Wales.

Contact

hello@calummccarron.com for booking, contract, and post-event queries.