Your quote defines the job
Your quotation or project agreement sets out the agreed crew, production time, deliverables and project-specific costs.
Booking · Production · Delivery
Clear terms.
No surprises.
These terms explain how working with The Camera Guys works — from quotations and shoot days through to editing, payment, usage rights and what happens if plans change.
At a glance
The important bits.
Payment secures the date
Where a booking payment is required, the date is not fully secured until it is received and we confirm the booking.
Extras are agreed first
If the brief materially expands, we will normally confirm the additional work, cost and timing before proceeding.
Two review rounds
Where editing is included, two reasonable review rounds within the agreed brief are included unless your quotation says otherwise.
Final work, ready to use
Once agreed payment requirements are met, you receive the final deliverables and the appropriate licence to use them.
Source files are separate
Raw footage, camera originals and editable project files are not automatically included unless specifically agreed.
This summary is explanatory only. The detailed terms below take precedence.
01
About these terms
Your contract is with THE CAMERA GUYSUK LTD (company number 11891791), trading as The Camera Guys (“we”, “us” or “The Camera Guys”). These general terms apply alongside any quotation, proposal, statement of work, booking confirmation or project-specific agreement that we issue and you accept, including documents accepted electronically through our booking system.
If a project-specific quotation or written agreement expressly differs from these general terms, the project-specific wording takes precedence for that Project.
In these terms, the Client is the person or organisation engaging us; the Project is the agreed work; Deliverables are the final files listed in the agreement; and a Production Day is an agreed filming or photography booking. A Business Client acts mainly for a trade, business, craft or profession. A Consumer Client is an individual acting mainly outside those purposes.
02
Quotations, scope & booking
Our quotations are based on the brief, information and assumptions recorded when they are prepared. Depending on the Project, this may cover crew, production duration, locations, equipment, travel, editing, Deliverables, third-party costs and additional services. The accepted quotation defines the agreed scope and price.
If material information is incomplete, inaccurate or changes, we may clarify the brief, revise the quotation or propose a change to the scope before carrying out affected work. An item that is not stated or reasonably apparent from the agreed brief is not automatically included.
A quotation, enquiry or expression of interest does not by itself reserve a date. Unless the project agreement says otherwise, a Project is confirmed only when we have confirmed it in writing and all required booking steps have been completed. These may include accepting the quotation, signing an agreement and paying a booking payment, retainer or deposit.
Current public guide prices appear on our Pricing page. Your accepted quotation remains the authoritative source for your Project price.
03
Booking payments, retainers & deposits
Where a booking payment, retainer or deposit is required, its amount and due date will be shown in the relevant quotation, agreement or invoice. Unless that document says otherwise, it is applied towards the total Project fee and helps secure the production date and resources committed to the Project.
A production date is not treated as fully secured until the required payment has been received and we have confirmed the booking in writing.
If a Project is later cancelled or rescheduled, any booking payment will be dealt with under the agreed cancellation or rescheduling terms, taking account of work completed, costs and third-party commitments already incurred, production time reserved, our ability to reduce the loss and any applicable statutory rights. It is not automatically non-refundable in every circumstance.
04
Changes to the brief or scope
Only the work described in the accepted quotation or project agreement is included in the agreed price. The quotation is based on the brief, information and assumptions recorded when it is prepared.
A material change to the brief, assumptions, production requirements or Deliverables is a variation. This includes additional filming, locations, interviews, narrative development, versions, cut-downs or Deliverables; a materially different concept or creative direction; additional crew, equipment or specialist services; and substantial editing or re-editing outside the agreed edit brief.
A new film, cut-down, aspect ratio, language version, captioned version, social edit or other output not listed in the agreed Deliverables is additional scope, even where it can be created from footage already captured. If a change reasonably requires additional operators, production personnel, equipment, studio facilities, connectivity, safety measures or specialist services, these also form part of the variation.
We are not required to begin a variation until its scope, additional cost and likely effect on the schedule have been confirmed and authorised in writing by the Client's nominated contact. If genuinely urgent circumstances make a full revised quotation impracticable, the parties may instead agree in writing a rate, estimate or spending limit before the additional work begins.
Normal clarification and the creative or technical decisions reasonably required to complete the original brief are not variations.
Work that we have previously accommodated without additional charge, whether on the same Project or an earlier Project, does not alter the agreed scope, waive our right to charge for additional work or create an expectation that similar work will be included in future.
05
Payment
Booking payments, stage payments, final balances and due dates are set out in the quotation, agreement or invoice. Invoices must be paid by their stated due date. Travel requirements and any estimated travel charge will normally be identified in the quotation. Changes to the location, timetable or crew after quotation may require the travel element to be revised.
Where relevant, location hire, permits, parking, tolls, ferries, congestion or clean-air charges and reasonable accommodation are additional expenses. They will be included in the quotation or approved before commitment wherever reasonably practicable.
If an invoice is materially overdue, we may give notice and pause production, editing or delivery until the account is brought up to date. Unless agreed otherwise, we may withhold final unwatermarked or high-resolution Deliverables while sums due for the relevant work remain unpaid.
Business Clients remain responsible for meeting agreed payment dates even where their internal purchase-order, approval or finance process causes delay, unless we have agreed another arrangement in writing. For business-to-business transactions, we reserve the right to claim statutory late-payment interest and recovery costs where legally available.
Nothing in this section limits a Consumer Client’s statutory rights.
06
Client responsibilities
Good production depends on clear, timely information. The Client is responsible for providing an accurate brief and schedule, identifying essential content or shots before production and telling us about venue restrictions, safety issues or other constraints.
Unless the project agreement allocates the responsibility to us, the Client is responsible for obtaining venue and location permission for the agreed production and for disclosing relevant filming conditions or restrictions. We will obtain a permission or release only where the project agreement expressly assigns that task to us. Otherwise, the Client is responsible for permissions connected with locations, property, material and people that the Client controls, invites or instructs us to film.
The Client must ensure that contributors for whom it is responsible have been appropriately informed about the production and that any necessary consent or release has been obtained, unless we have expressly agreed to manage that process.
The Client must supply requested footage, logos, music, copy, data, approvals, feedback and other dependencies in a usable form by the agreed dates. We are not responsible for delay caused by missing, late, incomplete or unusable Client material.
Delivery estimates assume that Client material, access, decisions and approvals are provided when agreed. A Client delay will extend the timetable by at least the period of delay and may require work to be rescheduled around our other confirmed commitments. We will provide a revised estimate when reasonably practicable.
If something is essential to the finished production, it should be communicated before filming rather than assumed.
07
Production days
A Production Day covers the duration, crew and arrangements shown in the project agreement. Booked production time begins when the crew arrives and starts the agreed on-location setup. The Client should provide timely site access and suitable working conditions for the agreed crew and equipment.
If production continues beyond the booked period because of Client requests, venue or Client delay, or additional requirements, the extra time may be charged in accordance with the quotation or current Pricing page, subject to crew availability.
Restrictions or delays affecting access, setup, movement, recording positions, power, sound or working hours may affect what can reasonably be captured and may require changes to the production plan.
We may refuse to begin, or may stop, work where continuing would be unsafe, unlawful, contrary to site rules or reasonably likely to endanger crew, contributors, the public or equipment. We will explain the issue and, where practicable, work with the Client on a safe solution.
08
Drone filming, weather & external restrictions
Drone operations depend on suitable weather, aviation rules, airspace, location permissions, site restrictions, safety and the operator’s professional judgement. The pilot or operator retains final authority over whether a flight can be carried out safely and lawfully. Inclusion in a production plan is not a guarantee that flight will be possible.
Adverse weather, access problems, venue restrictions, public interference and changing site conditions can also affect production. Where circumstances outside our reasonable control prevent a planned element, we will use reasonable endeavours to find a practical alternative, which may include changing the shot, schedule, location or production approach.
Livestream quality and continuity depend on the production specification and on connectivity, power, venue systems and third-party platforms. Unless we have expressly agreed to supply and manage a particular connectivity or redundancy solution, we are not responsible for interruption or degradation caused by venue or Client internet service, network restrictions, platform outages or other systems outside our reasonable control. We remain responsible for performing the services we have agreed to provide with reasonable skill and care.
09
Creative & technical judgement
Subject to the agreed brief, the Client appoints us to exercise professional creative and technical judgement in matters including camera position, shot selection, framing, lenses, lighting, sound, colour, pacing, editing and storytelling.
We will perform the services with reasonable skill and care and use reasonable efforts to capture agreed priorities. Live and unscripted production cannot guarantee every individual moment, angle, expression or spontaneous event, so essential requirements should be identified in advance.
10
Editing, feedback & revisions
Where editing is included, two reasonable review rounds within the original agreed edit brief are included unless the project agreement says otherwise. A review round means feedback and amendments to the existing agreed edit and is complete when the Client submits one consolidated set of comments for that version.
It does not automatically include a new concept or video, an additional cut-down or Deliverable, replacement of the agreed creative direction or new scope introduced after production. Changes that materially alter the agreed narrative, structure, duration, creative direction or approved content selection are outside the original edit brief, whether requested during the first review round or later.
Further review rounds, substantial re-editing and editing outside the agreed brief are additional services. We will confirm the proposed basis of charge before carrying them out.
Where several people review a Project, the Client should provide one consolidated response wherever reasonably possible. Late or conflicting feedback may move the estimated delivery date. Approval of a script, storyboard, selection, draft or other stage may mean that revisiting that approved stage is additional work.
11
Delivery
Final files will be supplied in the formats and by the delivery method agreed for the Project. The Client is responsible for downloading and securely storing final delivered files.
Drafts and previews are provided for review. They may be watermarked, compressed, unfinished or contain material that has not yet been cleared, and should not be published or treated as final unless we approve them as final. Unless the project agreement says otherwise, final unwatermarked or high-resolution Deliverables will not be released until all sums then due for the relevant work have been paid.
A deadline is binding only where we expressly confirm it in writing. Urgent or expedited work is subject to availability and may require an additional agreed charge. Any expedited timetable depends on the Client meeting the corresponding dates for access, material, feedback, approvals and payment.
12
Raw footage, source files & project files
Unless specifically included in the quotation, camera originals, raw video footage, RAW photographs, audio source files, editable timelines, Premiere Pro, Resolve or After Effects files, graphics projects, source assets and other working files are not included in the Deliverables.
They may be available separately where technically possible and consistent with third-party licence restrictions. Any fee, format, transfer method and usage terms will be agreed separately or governed by current pricing.
13
Storage & archiving
We maintain appropriate working backups during active production, but the Client is responsible for securely storing delivered final files. Unless separately agreed, we do not guarantee indefinite retention of raw footage, photographs, project files, source media or final Deliverables.
Any download or archive period we agree will be stated in the project agreement or delivery notice. After that period, material may be deleted. If no archive period is stated, the Client should not assume that working or delivered files will remain available after completion.
14
Copyright & Client usage rights
Unless the quotation expressly says otherwise, copyright in original work created by The Camera Guys remains with us. Once all sums due for the relevant work have been paid, the Client receives an ongoing, non-exclusive licence to use the agreed final Deliverables for the purposes for which they were commissioned. For an ordinary commercial Project, that licence is intended to be broad and practical across the Client’s normal business, marketing and communications channels.
The quotation should identify any material restriction on media, territory, duration, exclusivity or campaign use. Where it does not, an ordinary commercial Client may use the final Deliverables across its own normal business, marketing and communications channels, but may not sell or license them as standalone assets or represent that copyright has been assigned.
Delivery of a final video, photograph or other asset does not by itself assign copyright or transfer ownership of raw footage, project files or licensed third-party material. Music, stock footage, fonts, templates, graphics and other third-party elements remain subject to their own licence terms. We cannot grant rights we do not own.
Music and other licensed assets may be restricted to specified platforms, territories, durations or types of use. The Client must not use or republish a Deliverable outside those restrictions. Any wider licence must be agreed and may involve an additional third-party charge.
15
Client-supplied material
If the Client supplies logos, music, images, footage, graphics, trademarks or other protected material, the Client confirms that it has the rights and permissions needed for us to use that material for the Project. We may rely on that confirmation and are not treated as independently licensing Client-supplied material.
The Client must tell us about any licence, attribution, territory, platform, duration or editing restriction applying to supplied material.
16
Portfolio use & confidentiality
For normal commercial or publicly released Projects, we may use publicly released final work, stills or short excerpts in our portfolio, showreel, website, social media, awards submissions and reasonable business marketing, unless confidentiality or an embargo has been agreed in writing.
This permission does not override an NDA, written confidentiality obligation, embargo or restriction applying to private or sensitive work. We will not use private consumer work, including wedding material, for public promotion where the applicable agreement requires separate consent and that consent has not been given.
The Client should identify any confidentiality, embargo or portfolio restriction before booking, or as soon as the need becomes known. Any agreed restriction will be recorded in the quotation, project agreement or another written confidentiality agreement.
17
Cancellation
A Client wishing to cancel should tell us in writing as soon as possible. Project-specific cancellation terms may take precedence. Any amount payable will be proportionate and determined by the agreement, work completed, costs already incurred, non-refundable third-party commitments, production time reasonably reserved, our ability to rebook or otherwise reduce the loss, and applicable law.
A booking payment is not automatically retained in every circumstance. Equally, cancellation may not entitle the Client to a full refund where we have already supplied work, incurred costs or reasonably committed resources that cannot be recovered.
18
Rescheduling
We will try to accommodate a reasonable date change, subject to availability. A replacement date cannot be guaranteed. Existing non-refundable or third-party costs may remain payable, new travel, venue or crew costs may arise, and substantial or repeated changes may need to be requoted.
Moving a production date does not automatically mean the original booking payment is lost, although reasonable and lawful additional costs or losses caused by the change may remain payable. If we need to change a date, we will use reasonable efforts to offer a suitable replacement date, suitably skilled substitute or other practical solution.
If no mutually suitable replacement date can be agreed within a reasonable period, the postponement may be treated as a cancellation. We will explain that position before doing so.
19
Consumer cancellation rights
This section applies only where the Client is acting as a Consumer and statutory cancellation rights apply.
Certain contracts agreed at a distance or away from our business premises give a Consumer a statutory right to cancel within 14 days, beginning on the day after the contract is made. There are exceptions, and the right does not apply to every booking or to Business Clients.
If a Consumer asks us to start services during that cancellation period, we will obtain the express request required by law. If the Consumer then validly cancels, we may charge a proportionate amount for services supplied up to cancellation. If the services are fully performed during the cancellation period after the Consumer expressly requested early performance and acknowledged that the cancellation right would be lost on full performance, the right to cancel may end.
Where a cancellation right applies, the booking agreement will explain how to exercise it and provide the legally required information. Nothing in these terms affects a Consumer’s statutory rights.
20
When plans have to change
Serious illness, accidents, extreme weather, transport disruption, venue closure, government restrictions, major power or infrastructure failure and other events outside reasonable control can make the original plan impossible or unsafe.
Our first objective will be to find a reasonable solution. Depending on the circumstances, this might include rescheduling, substituting a suitably skilled crew member, changing production arrangements or refunding an appropriate amount for elements we cannot supply. Neither party is responsible for delay or failure caused by an event outside its reasonable control, but this does not allow us to keep payment for undelivered services where doing so would be unfair or unlawful.
We prepare and maintain equipment with reasonable care and use proportionate backup or contingency arrangements for the Project. No technical system is entirely failure-proof. If an equipment failure for which we are responsible materially affects the Deliverables, we will use reasonable efforts to provide an alternative, repeat affected work where reasonably practicable, or agree an appropriate remedy, without limiting any rights that cannot lawfully be excluded.
21
Crew substitution
Where reasonably necessary, we may substitute a videographer, photographer, editor, assistant or other crew member with someone suitably skilled and experienced. If a named individual was expressly agreed and is material to the Project, we will not disregard that requirement and will discuss the available options with the Client.
We may use suitably skilled employees, freelancers, subcontractors, assistants and additional operators to deliver the Project. We remain responsible for the services they perform on our behalf and will apply appropriate confidentiality and data-handling requirements. Any additional charge caused by a Client-requested scope change will be agreed under Section 4.
22
Liability
Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, breach of rights that cannot lawfully be excluded, or any other liability that the law does not permit us to exclude or limit.
Business Clients
For Business Clients, subject to liabilities that cannot lawfully be limited, we are not liable for indirect or consequential loss or for loss of profit, revenue, anticipated savings, opportunity, goodwill or data. Our total aggregate liability arising from a Project will not exceed the fees paid or payable to us for that Project. Each limitation applies only so far as it is reasonable and legally effective.
Consumer Clients
We are responsible for loss or damage that is a foreseeable result of our breach or failure to use reasonable care and skill. We are not responsible for business losses suffered by a Consumer acting for personal purposes, or for loss that was not foreseeable. Nothing in these terms reduces the remedies available under consumer law.
The Client remains responsible for final factual, legal and regulatory approval of content within its own area of expertise before publication.
23
Resolving problems
If something is not right, please tell us as soon as reasonably possible. Production issues are often easier to resolve while the Project is active. Email info@thecameraguys.co.uk with the Project details and a clear explanation of the issue, and we will review it promptly and work with you towards a reasonable solution.
24
Privacy
We handle personal information in accordance with our Privacy & Cookie Policy. That notice explains what we collect, why we use it, who may process it and the rights available to individuals.
25
Governing law
These terms and the Project are governed by the law of England and Wales. For Business Clients, the courts of England and Wales have exclusive jurisdiction. A Consumer Client may bring proceedings in the courts of the part of the United Kingdom in which they live, and retains any mandatory rights about applicable law or jurisdiction.
26
Changes to these terms
We may update the website version of these terms from time to time. The version accepted when a Project is confirmed continues to apply to that Project. We will not retrospectively replace it with a materially less favourable version unless the Client agrees to the change in writing or a change is required by law.
Before you book
Questions about a booking?
If you are unsure how any of these terms apply to your Project, get in touch before booking and we’ll be happy to clarify it.