YPod Wedding Films Terms and Conditions
By booking YPod Wedding Films for your wedding/ event, you agree to the full terms and conditions below.
All Terms and Conditions stated within this document override any Terms and Conditions from the client.
Final Details Form
A link to an online form containing the details YPod Wedding Films require before the event will be sent prior to the event. This must be completed in full no later than 1 week before the event. The client must ensure that all information provided on this form is accurate to the best of their knowledge and inform YPod Wedding Films as soon as possible of any changes.
Any information not requested on the form which the client feels is important such as timings or a part of the day the specifically want to be filmed must also be provided to YPod Wedding Films.
YPod Wedding Films cannot be held responsible for any problems or filming missed due to errors, changes to the details such as times and locations provided or information not given.
Access For Filming
It is the client’s responsibility to ensure that YPod Wedding Films have clear access to all relevant locations required throughout the day.
It is also the client’s full responsibility to ensure that they obtain any licences and permission and pay all fees required for the recording of the wedding/ event. This includes, but it not limited to, licences/ fees for permission to film in certain locations/ buildings and for the recording of music by choirs etc.
Any restriction for filming must be passed on to YPod Wedding Films before the event. YPod Wedding Films will not be held responsible for any restrictions of their filming e.g. location of equipment such as camera and microphones or filming/ audio recording not being permitted which effect the final production. This includes people involved in the event/ shoot, such as officiants, refusing to wear microphones.
While YPod Wedding Films will always make every effort to ensure they have all of the shots/ footage/ audio required in every situation they cannot be held responsible for their view/ filming/ audio being restricted or interrupted e.g. a guest/ staff member/ photographer blocking their shot or interfering with their equipment e.g. knocking over a static camera or microphone. This also includes background noise and guests (such as children crying/ shouting) interfering with audio.
Performers / Suppliers and Guest Agreement
YPod Wedding Films will not be responsible for anyone who does not wish/ agree to
be featured in the production. The responsibility rests with the client to ensure
that all people featured in any YPod Wedding Films production has given their full
consent to be part of the production. No liability will be accepted by YPod Wedding
Films if the production has to be re-
It is the sole responsibility of the client to arrange any consent forms, gain full permission and pay any associated fees required for all persons and locations involved.
YPod Wedding Films will assume that permission is granted from all people present unless otherwise specified and will not take responsibility for any sections of the production which must be omitted or restrictions in filming due to people who do not wish to be filmed.
If there is a request to not film a particular person during the event, this information must be passed on to YPod Wedding Films in advance. YPod Wedding Films will try film the event without including this person were possible, but it cannot be guaranteed.
Invoice and Work Quoted
All work undertaken by YPod Wedding Films will be delivered to the client via a detailed invoice before the day of filming. The client is obligated to ensure that this, along with the full terms and conditions, is thoroughly read and understood prior to booking. Any amendments or additional filming will incur an additional charge which will be invoiced to the client.
If any further work/ filming is required on the wedding/ event day (which has not previously been approved) this will be invoiced after the wedding. Any work out with the original agreement must be authorised by YPod Wedding Films who reserve the right to refuse additional work.
Payment and Prices
A booking fee which will be detailed in any written invoice is required to secure YPod Wedding Films’ services. Your date is not secure and can be booked by another client until the booking fee is received in full.
Any additional extras not included in your original invoice may incur a further
charge, the sum of which will be provided to the client in an invoice e-
YPod Wedding Films will include any mileage/ travel fees and (if required) an accommodation
fee within the original invoice supplied to the client. YPod Wedding Films not will
accept responsibility for any unforeseen additional travel/ accommodation costs which
are not caused by them directly. The client will be liable to pay an extra charge
in any such circumstances which will be invoiced via e-
The full invoice amount must be paid 7 days before the wedding/ event by bank transfer.
At YPod Wedding Film’s discretion, the client may face a non-
Payments made to YPod Wedding Films are non-
Payment methods -
On request, YPod Wedding Films may agree to accept payment via cheque which should be made out to YPod Media. Payments by cheque must be fully cleared before they are marked as received. In the case of booking fees, the date will not be secured until the payment is cleared. All other payment must be fully cleared before the date that payment is due.
YPod Wedding Films currently do not accept any other forms of payment such as credit/ debit cards or PayPal.
In the highly unlikely event of cancellation by YPod Wedding Films or unavoidable total equipment failure on, before or after the event, YPod Wedding Films will offer a full refund of any booking fees and fees paid. YPod Wedding Films will not be responsible for any further costs.
If the client should have to cancel a booking the following cancellation fees will be due immediately:
Payments made are non-
If a client cancels but wishes to rebook on an alternative date which is suitable to YPod Wedding Films, their booking fee will be transferred onto the new date given that no cost additional cost is incurred by YPod Wedding Films. If the date is changed, the original price quoted will no longer be valid.
If a client cancels less than 6 weeks before the event, the full balance will be due and if the client cancels less than 6 months before the event date, 50% off the remaining balance will be due. Payment will be due immediately.
Payment for any travel and accommodation costs which have already been booked such as hotels/ flights etc will be due on cancellation regardless of the when the cancellation takes place.
In order to cancel, the client who made the booking should e-
Change of Filming Dates
In the event of the client wishing to change the filming date we insist on a minimum of 6 week notice.
YPod Wedding Films cannot guarantee that they will be able to accommodate any change in filming dates.
If the filming date is changed, the prices quoted for YPod Wedding Films services on the original date/ booking will no longer be valid. The client must pay YPod Wedding Films current prices at the time of changing the date. The client will receive an invoice with the updated prices.
Failure to comply will result in the client becoming 100% liable for all costs incurred.
Aborting Filming (on shoot day)
In the event of filming being delayed or aborted due to a lack of organisation or
cancellation by the client, full payment will still be due and no refund will be
provided. A re-
Equipment Failure/ Substitution and Loss of Data
In the unlikely event that YPod Wedding Films experiences equipment failure or difficulties, all efforts will be made to find suitable replacement equipment as soon as possible. The equipment used on the day of filming will be at the discretion of YPod Wedding Films.
YPod Wedding Films take measures to ensure filming of the event will not be interrupted by equipment failure, damage, loss of theft but if this unlikely event occurs and results in filming/ audio being missed or footage is damaged after the wedding/ event, YPod Wedding Films cannot be held responsible.
If data/ footage is lost or corrupted due to equipment failure, damage, loss or theft, every effort will be made to recover/ reconstruct the date, but YPod Wedding Films cannot be held responsible for anything which cannot be recovered.
If YPod Wedding Film’s equipment is damaged at the event by the client or their guests, the client will be liable for the full cost of repair/ replacement and any any other costs incurred.
Travel Problems/ Delays
YPod Wedding Films cannot be held responsible for any delays which make them late for or entirely miss any part of the event. This includes, but is not limited to, transport breakdown or problems, delays in transport such as trains, ferries and planes, breakdowns or accidents on the road, accidents involving YPod Wedding Films, road works, road closures and extreme weather. This applies to travel to the initial venue, travel between venues and any time YPod Wedding Films must leave the venue throughout the day for example, for food if this is not provided.
In the event of extreme and dangerous weather conditions, YPod Wedding Films reserves the right to change the date of filming to a more suitable day or cancel the contract.
YPod Wedding Films reserves the right to refuse to film or abort filming where conditions (such as rain) may cause damage to their equipment or where the videographers safety is compromised.
YPod Wedding Films cannot be held responsible for weather or elements interrupting or interfering with their filming and audio. For example wind noise interfering with microphones or rain on lenses etc.
Health and Safety
In all instances YPod Wedding Films will reserve the right to remove any of its videographers and / or equipment from a location if it is deemed unsafe or if they are subjected to abusive, aggressive or upsetting behaviour. In this instance the client will be liable for any costs incurred as a result of this. YPod Wedding Films will observe the client’s site safety rules at all times and will liaise with the Health and Safety Manager if deemed necessary.
If at any point the videgraphers are made to feel uncomfortable or feel that they or their equipment are at risk, filming will immediately be aborted. No refunds of payment will be provided.
In the event of a client or guest being aggressive or abusive before, during or after the wedding/ event, YPod Wedding Films will take this as full cancellation of the contract. No further work will be carried out and no refund will be given.
Copyright (material filmed by YPod Wedding Films)
The Copyright of all material that has been captured by YPod Wedding Films is solely owned by YPod Wedding Films and is protected under UK Law.
All footage/ audio filmed/ recorded by YPod Wedding Films is fully owned by and copyright of YPod Wedding Films. All footage/ material/ media can be used by them for any purpose they see fit including use in promotional purposes and on social media for YPod Wedding Films and other companies they own without further consent from the client or people featured. The footage may also be sold by YPod Wedding Films.
Copyright (material provided by client)
In the event of the client providing material (video, audio, photographs, logos etc) for inclusion in a YPod Wedding Films production, copyright must firstly be obtained from the original copyright owner / material provider. This is the sole responsibility of the client to ensure full copyright permissions have been explicitly transferred to YPod Wedding Films. The client will indemnify YPod Wedding Films against any future possible claims, disputes, and expenses or similar that may arise for a third party concerning usage of such material.
Licence and Coverage
YPod Wedding Films shall be granted artistic licence in relation to the subjects recorded and the locations used. Although every effort will be made to comply with the client’s requirements, YPod Wedding Films’ judgment regarding the location, position, shots taken, subjects and length of footage taken shall be deemed correct.
For bookings involving a church ceremony or at certain other venues, videographer’s movements are often restricted by the minister/ officiant or person in charge. Therefore, recording of parts or even all of the ceremony may be restricted or prohibited, as may the use of artificial lighting and audio recording equipment. The videographers cannot accept responsibility for limited coverage in such cases.
Whilst the videographers shall endeavour to fulfil all of the client’s requirements,
they cannot be held responsible for non-
Any alterations made to the booking by the client once details have been confirmed may only be made at the discretion of the videographer’s. If unable to accommodate alternative arrangements (such as the change of filming date or venue), the videographer’s are not liable to compensate the client in any way whatsoever.
When filming an event, YPod Wedding Films require complete exclusivity. No other professional videographer (paid or unpaid) may film throughout the day and video footage may not be taken by any other supplier such as the venue, photographer etc.
Guests may take short video clips/ photographs of the event provided that they do not interfere in any way with YPod Wedding Films’ filming, do not restrict their view/ shots and are not using professional equipment.
Video Results, Delivery, Production Time & Amendments
By using YPod Wedding Films you are granting them full creative control over the final outcome of your video. YPod Wedding Films will edit/render/ colour grade and produce a final video, on the understanding that you trust YPod Wedding Films to give you the best possible finished result. YPod Wedding Films are happy to discuss special requirements or suggestions with the client, but these are not guaranteed.
As YPod Wedding Films edit and colour grade their films in a creative way, colours may be edited to give the film a creative look/ feel.
YPod Wedding Films cannot be held responsible for problems caused by equipment which is not owned or operated by them which includes, but is not limited to sound quality issues caused by the venue’s sound system, interference from mobile phones or other devices, problems with lighting etc.
Wedding films are delivered on USB as standard. DVD copies are no longer offered.
Online delivery -
Online delivery is not intended as a permanent copy of the film and may not always be available. The main copy of the film will be sent via USB which the client should backup for safe keeping.
YPod Wedding Films cannot be held responsible for any issues or problems caused by Mediazilla such as disruption in service, playback issues or problems with the client’s account.
Where footage is made available for use on a DVD player reasonable steps are taken to ensure compatibility, but DVD discs may not play on all DVD players, particularly older models. USBs are formatted to be playable on TVs where possible, but we cannot guarantee compatibility. USB copies will be most compatible with smart TVs.
Quality, colour and audio etc in the film will vary depending on the TV, player, computer or device used. YPod Wedding Films ensure that each production is of high quality on their professional equipment and therefore, cannot be held responsible for the quality of playback on clients devices.
All copies are checked before dispatch, but it remains the responsibility of the
client to check for in-
As YPod Wedding Films has full creative control over every production. If agreed
by YPod Wedding Films, revisions or any re-
The average production time for a film by YPod Wedding Films is approximately 20
Commercial music will only be used when permission/ or licences giving permission has been acquired by YPod Wedding Films.
For DVD/ Digital (USB and online delivery) video productions where commercial music has been requested by the client, a Limited Manufacture Licence will be purchased covering MCPS and PPL.
Commercial music will incur an additional charge to the client and will vary depending on the volume of copies required. YPod Wedding Films will take no responsibility for client's who make unauthorized copies of DVD's / digital files covered by Limited Manufacture Licence and any charge or fine incurred through such acts are the sole responsibility of the client.
The cost of the licence for the first 5 copies is covered in the initial quote.
The copyright in the Musical Work (MCPS)
The copyright in the Sound Recording (PPL)
Unauthorised copies of films may not be made as the licences are limited to a number of physical copies. Online delivery is for personal use only and the link may not be shared online as this would violate the MCPS/ PPL licence terms.
Royalty Free Music
When commercial music is not used and a soundtrack has been requested, music will
be created by YPod Wedding Films. The soundtrack will be created using unique musical
arrangements or using sounds and music from our royalty-
Choice of Music in Production
For the Feature Film Package, YPod Wedding Films will allow the client to suggest the music used in their main feature film which is provided on DVD and/or USB. Editing will not be started until the music choice has been received and approved. The final selection of music for each section of the wedding/ event film is decided by YPod Wedding Films who may make suggestions as to songs which will fit better with the footage or refuse to use a song which they feel is unsuitable or offensive.
The client may decide that they would prefer YPod Wedding Films to select the music
for their film. In this case the client gives YPod Wedding Films full control to
select the music they feel will work best with the footage. After the production
is finished with YPod Wedding Film’s choice on music, any requested changes to the
music will incur an additional cost which must be paid in full before any amendments/
The Special Features section will be to YPod Wedding Videos choice of royalty free music. Note: The special features section is no longer offered, but will be honoured in existing bookings who had it included in their package.
Online highlight videos/ trailers/ sneak peaks and mini movies will not contain any commercial music. All music for these films will be chosen by YPod Wedding Films from music they can licence for online use. YPod Wedding Films have full creative control in these films and all their work.
Any amendments or re-
Requirements on the Day of Filming
On the day of filming, if YPod Wedding Films will be filming after the meal (filming is not carried out during the meal), They would be very grateful to receive a hot meal and drink although on most occasions they do not require this as part of the terms and conditions.
The only time YPod Wedding Films will require a hot meal/ drink to be provided is in events in remote locations such as castles or where there are not facilities in the venue for them to purchase food. In this case, they require a hot meal and drink for both videographers to be provided (both requires a vegetarian option).
YPod Wedding Films feel it is not practical to leave a wedding venue during the wedding as they may experience delays such as car breakdowns/ road works/ traffic accidents etc which prevent them returning to the venue on time to film the remainder of the event however, if food is not provided YPod Wedding Films may leave the venue during the meal.
Samples of Work
Samples of YPod Wedding Film’s work may be available to view online in the form of short highlight videos and trailers. It also may be possible to request a full wedding film sample which will be sent in the form of a password protected or private link which can be viewed on a a website such as MediaZilla.
These samples are available to view as a very rough example of previous work undertaken by YPod Wedding Films and are in no way a guarantee of the outcome or final results of future work by YPod Wedding Films.
Each project (particularly weddings) is very different and YPod Wedding Films will approach, film and edit each wedding or project in a way that they feel is most appropriate. There is no guarantee that the type of shots and
content of samples shown in previous work will be included in future work.
The final edit of the production will be provided in the format which was agreed on booking (e.g. DVD, USB, Online Delivery). The agreed format cannot be changed after the wedding or project has been filmed.
All footage filmed/ recorded by YPod Wedding Films is fully owned by and copyright of YPod Wedding Films. All footage/ material/ media can be used by them for any purpose they see fit including use in promotional purposes for YPod Wedding Films and other companies they own without further consent from the client or people featured. The footage may also be sold by YPod Wedding Films.
No raw footage or unedited footage, will be provided to the client at any time or under any circumstances. The final edited production will be the only footage provided to the client.
YPod Wedding Films will aim to keep a final rendered copy of the production for at least 3 years after the filming date although this is not guaranteed.
All footage other than the final rendered copy of the wedding or project will be deleted after the production has been delivered to the client.
Feature Film Package
YPod Wedding Films now offer only short form wedding films.
The Mini Movie Package includes ONLY a 6 -
YPod Wedding Films will select all of the music and audio which is used in the Mini Movie. They may include audio from the wedding day such as from the ceremony and/ speeches, but audio recording/ use is not guaranteed in this package.
The Feature Film Package includes ONLY a 15 -
YPod Wedding Films do not guarantee that any specific parts of the day will be filmed or included in the final film. The shots and audio included in the final film is completely at the discretion of YPod Wedding Films who have full creative control over the filming and editing of the film.
In the Feature Film, Cinematic and Mini Movie Packages, the full ceremony, speeches and dancing will WILL NOT be filmed in full. Live audio is not recorded/ used during the dancing unless added as an extra.
Full edits of the ceremony, speeches and first 3 dances may be added on to the Feature Film or Mini Movie as extras. These must be added, agreed and paid for in full BEFORE the wedding has been filmed.
Due to the creative style, films may not run in chronological order and may be highly edited and colour graded to give it a cinematic style.
As of 1st February 2018 YPod Wedding Film’s packages have changed and they no longer offer the Cinematic or Director’s Cut Packages for new bookings. There will be no change to previous/ outstanding bookings for these packages.
The Director’s Cut Package: Feature Film approximately 15 -
The Cinematic Package 15 -