Terms and Conditions

1. Exclusive Photographer and/or Videographer

Avida Studios shall be the exclusive photographers and videographers retained by the client for the purpose of photographing and videoing the client’s event. Family and friends of the client shall be permitted to photograph and video the event as long as they shall not interfere with Avida Studios duties. It is the client’s responsibility to ensure a smooth operation and that no friends or family members interfere with the companies’ proceedings.

2. Delivery

Avida Studios endeavour to deliver the edited, developed and sorted photos within 12 weeks and edited video with online link within 24 weeks. Should the client wish to have their own music included in their edited video, the editing will resume upon receipt of those songs. Please note that delays in communication back to Avida Studios can cause delays in the final edit. Upon submitting the edited photos to the client, the client has 3 weeks to select photos for their album. Exceeding this time period may result in delays in completing the final design and layout of the photo album. When the client has submitted their chosen photos for their wedding album within the specified time period, Avida Studios endeavour to have the completed album design and layout ready for the client to review within 3 weeks. The client may request 1 set of edits for their wedding album(s) which must be submitted in one email. Further edits are chargeable. The client may request 1 set of edits for their wedding video(s) which must be submitted in one email. Further edits are chargeable. Upon receiving the requested video editing request from the client, Avida Studios endeavour to have the final version of the wedding video ready within 2 weeks. This will then be submitted to the client, which is to be reviewed by the client to ensure all requests have been actioned. Avida Studios endeavour to supply the completed USB and/or Blu-Ray disks to the client within 10 days upon the client confirming that all requested edits have been actioned. If the client takes longer than the specified times outlined above, then there could be further delays as the project will fall into the next available design schedule. Avida Studios shall assume liability for its employees and subcontractors under this Agreement and all videographers and photographers employed by Avida Studios are suitably qualified and competent to perform the services required by the Client.

3. Deposit and Payment

If the client agrees to pay by instalments, the Client shall make a deposit of 50% towards the invoiced amount on confirmation of the booking. A further payment of 50% towards the invoiced amount is due 7 working days before the booking date of the first function. The deposit and payment structure is applied at the discretion of and can be changed at any time by Avida Studios provided these changes are made before the client agrees to transfer a deposit.

4. Ownership / Usage

All photographic materials, including but not limited to negatives, transparencies, proofs, and previews, shall be the exclusive property of Avida Studios. The Client may make reproductions of the photographs and video taken by Avida Studios to be used for personal use only. Avida Studios may use materials produced for commercial purposes including but not limited to adverting online and in physical brochures.

5. Failure to Perform

If Avida Studios cannot perform this Agreement due to a fire or other casualty, strike, act of God, or other cause beyond the control of the parties, or due to photographer’s and/or videographer’s illness, then Avida Studios shall return the full deposit minus £150 admin fees and any monies received in relation to the service back to the Client but shall have no further liability with respect to the Agreement. This limitation on liability shall also apply in the event that photographic/videography materials are damaged in processing, lost through camera malfunction, lost in the mail, through bad film or corrupted memory cards, or otherwise lost or damaged without fault on the part of Avida Studios.

6. Photographer and/or Videographer

Avida Studios may substitute another competent and qualified photographer or videographer in the event of any illness or scheduling conflicts. In the event of such substitution, Avida Studios warrants that the photographer/videographer shall be a competent professional.

7. Quality and Standards

Avida Studios will make every effort to give the Client the best audio and video recording possible, but makes no guarantee either expressed or implied, in regard to the quality of audio/video recordings that are subjective and influenced by many factors beyond the complete control of Avida Studios, especially during live or un-staged events. It is also understood that the client is hiring Avida Studios for their technical and artistic expertise and, therefore, Avida Studios reserves the right to edit the recorded material as they see fit. Avida Studios does not guarantee that everyone involved in the event will be videotaped or will be included in the final edited videotape but shall make every effort to ensure the Clients immediate family members are sufficiently included.

8. Avida Studios Standard Price List

The charges in this Agreement are based on Avida Studios Standard Price list. This price list is adjusted periodically and future orders shall be charged at the prices in effect at the time when the order is placed.

9. Data Storage

Raw video footage is stored for a period of 90 days after the first edit has been sent to the client. The client must submit all requested changes to the first edit within 90 days, after this period no changes can be made due to the deletion of raw footage. If the client requires additional time to review changes then raw footage can be stored however a charge of £40.00 per week is payable for every additional week that raw data is retained past 90 days.

10. Miscellaneous

This Agreement incorporates the entire understanding of the parties. Any modifications of this Agreement must be in writing and signed by both parties. Any waiver of a breach or default hereunder shall not be deemed a waiver of a subsequent breach or default of either the same provision or any other provision of this Agreement. The parties have read this entire Agreement including all Terms and Conditions, agree to all its terms and conditions, and acknowledge receipt of a complete copy of the Agreement signed by both parties. Each person signing as Client below shall be fully responsible for ensuring that full payment is made pursuant to the terms of this Agreement. The undersigned Client and Photographer warrant that they are competent to complete and sign this Agreement.

11. Coronavirus (COVID-19)

Will Avida Studios still be able to cover my event if it’s still going ahead?

Yes. We are following government guidelines with regard to safeguarding ourselves and our customers against the virus.

Should any of our staff be experiencing Coronavirus related symptoms prior to your event they will be self-isolating and a suitable replacement will be provided to cover your event.

What if I cancel or postpone my event?

If you decide to postpone or cancel your event, we will be taking a flexible approach and are happy to re-schedule our services for a later date. Should you have to cancel your event we will refund your deposit minus £150 admin fee.

12. How do I sign my contract?

By agreeing to transfer a deposit you are accepting the terms stipulated in this document. Once a deposit has been received and accepted by Avida Studios this will constitute as acceptance of contract by both Avida Studios and the Client.

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