Terms & Conditions
Overview
It is agreed that the following terms set out in this document are the total agreement (The Contract) between the parties ‘Icon Studio’ and the ‘client’ and that no variation or modification of this contract shall be effective unless agreed by both parties in writing.
Booking Fee
A booking fee of £100 is required to secure the services of Icon Studio on your date and is non-refundable in the event of cancellation. The fee maybe transferable if Icon Studio are available on the date required by the client, if this is the case then the Change of Date fee as detailed below will apply. The booking fee is non transferable to other services that Icon Studio offer.
Change of Date
(i) As per the above detail, the booking fee paid maybe transferable if Icon Studio are available on the date required by the client. A change of date will incur a fee of £195, it being agreed that Icon Studio will have suffered a loss of potential clients owing to the date previously being taken by the client prior to the change.
(ii) Due to the current Covid 19 pandemic, if weddings are not able to take place due to government legislation / venue closure, the clients date can be moved free of charge to another available date.
(iii) Where possible the if the date change is to take place due to Covid 19 restrictions the client is to make every effort possible to ensure that Icon Studio are available on their new date, and to prevent a loss of booking fee.
Balance
Following the payment of the booking fee the remaining balance is to be settled in full 8 weeks prior to the date of your wedding. Failure to do so will result in forfeiture of photographic coverage by Icon Studio.
Cancellation
Cancellation less than 24 weeks before the wedding will result in the client being liable for the full amount of the invoice. It being the agreed loss suffered by ‘Icon Studio’ due to cancellation. All cancellations must be in writing. Weddings that are postponed to a later date will retain the fee as long as Icon Studio are available to re-schedule for the new date and time. All monies paid to Icon Studio prior to 24 weeks will be forfeited in the event of cancellation.
Coverage
(i) Icon Studio shall be granted artistic license in relation to the poses photographed and the locations used during any works under taken. Our judgment regarding the locations/poses and number of images taken shall be deemed final and correct, with the understanding that our professional judgment is best. Any special photographic requests made by the client are not binding however we, Icon Studio will try to meet those requests, the client will understand that varying factors such as weather, subjects and location will dictate if those requests are possible.
(ii) The client understands that there may be restrictions imposed by third parties preventing use of a particular area for photography and also with regard to the use of flash lighting. Due to any such restrictions, and other variants i.e.the weather and the willingness of attendee’s it may not be possible to capture all the images requested.
(iii) Icon Studio are not responsible for the actions undertaken by any persons at a wedding which cause hinderance to the photographing or filming process. Icon Studio, where able to will direct those persons into the best locations in order to ensure to the best of their ability that moments are captured. Where the view of a camera is impaired or obstructed by another person at a wedding for example a guest, person of worship or registrar, Icon Studio are not responsible. The Client understands that such events are outside of Icon Studio’s control.
(iv) Icon Studio’s coverage is creative documentary and as such weddings are captured in that manner. Requested photographs should be pre arranged with Icon Studio. It is the responsibility of the Client to ensure that specific requirements needed in order for the requested photographs to take place are met, this includes but is not limited to, the availability of those required for a requested photograph, any clothing or cosmetic changes required for the requested photograph, a specific area required for the requested photograph. Points (ii) & (iii) are also included in this section.
(v) Icon Studio will not share their time or compete with other photographers or guests for the attention of the subjects. Unacceptable conduct by any person that interferes with Icon Studio may seriously affect the quality of images recorded or increase the number of times they must be retaken. If the Client is unable to control the conduct of attendees, resulting in an unacceptable degree of misconduct, or if any such conduct injures or damages the equipment owned by Icon Studio, it will result in the early or immediate departure of both photographers. The Client understands in such an event, no refund will be granted.
Pre - Wedding Photoshoot
Icon Studio will endeavour to facilitate all pre-shoot requests and will arrange the pre-shoots around their current commitments for that year. Where possible pre-shoots will be held at the clients venue, if the venue is not available or is outside of the Cheshire area then a suitable location of Icon’s choosing will be selected. For clients who have been offered weekend dates and are unavailable, mid week dates will be explored and where clients are unavailable for these, the photo-shoot will be forfeited.
Travel
Travel fees are calculated on the normal expected travel time and distance to get to and from the main wedding site, should this site be outside the normal operating area of Icon Studio. This will take into consideration that both photographers will be expected to travel to the site, and that there maybe a number of sites that the photographers are required to travel to. This will be quoted and discussed with you prior to booking. Should there be an overnight requirement due to distance again this will discussed with you prior to booking.
Display & Images
(i) Icon Studio may display any photographs included in the contract on our website, portfolio, literature, display areas, exhibitions, competitions or advertising. The images held on the secure area of our website are not in the public domain and are not subject to fair use.
(ii) Icon Studio reserve the right to share and distribute images with suppliers who we will work alongside on your wedding day. The amount of images shared will be subject to fair use policy and the discretion of Icon Studio. We will retain the ownership of these images at all times, and the purpose of these images should be for social media only, should a supplier require images for marketing, advertising etc then as per Copyright (ii) these images should be purchased direct. Any supplier who wishes to use our images for social media should also seek acceptance from the client.
(iii) Icon Studio include image retouching with their packages and will digitally alter the images taken where necessary. Icon Studio will be granted full artistic license in the processing phase with their professional opinion being final.
(iv) Icon Studio will provide the client with a final set of fully edited images in .jpeg format on a USB and an online password protected gallery. RAW files will not be supplied to the client owing to point (iii).
(v) Icon Studio will provide the USB which will be suitable for use on both PC & Mac computers and will support operating platforms such as Windows and IOS. Icon Studio are not responsible for the use of the USB to which corruption or errors may occur during the upload process. The client must make sure that they have the suitable equipment to use and support the USB; Icon Studio are not responsible for providing such equipment.
(vi) It is understood by the client that should the USB be altered or interfered with in anyway i.e.: files moved / edited or deleted then they will be held solely liable for issue and the replacement of the USB will be at full RRP from Icon Studio.
(vii) It is understood by the client that due to limitations of screen resolution and variations of computer operating systems, and media devices able to access the secure area that it is understood that images viewed via this method may appear differently according to the specification of each screen and that prints may not match images viewable on any particular display.
(viii) All print and presentation sizes are approximate and subject to change at the discretion of Icon Studio.
(viiii) Upon receipt of the USB it is the clients responsibility to ensure the USB is kept in a safe place and that copies of images are backed up to a suitable location.
Copyright
(i) The images, text, artwork and information on this site and its design are the intellectual property of Icon Studio and are protected by UK and International Copyright Laws. Without prior consent, you must not print, store, duplicate, reproduce, re-use or redistribute in any form any media by any means and for any purpose, images and information contained within this website. This copyright notice is applicable to each visitor and includes private individuals, companies and educational organisations.
(ii) As per point (i) should any private individuals, companies and educational organisations wish to use images taken by Icon Studio they must purchase these with the consent of the ‘client’ and this must be done so through the Icon Studio website.
(iii) Copyright of photographs is a mutual agreement between Icon Studio and ‘the client’. Often a confusing area is the usage rights and who exactly owns the rights to use the photographs. The passing of the 1988 Copyright, Designs & Patent Act grants copyright ownership to the photographers in this case Icon Studio. This means that clients only have rights to use such material under ‘license to use’ subject to a payment being received in full.
Videographers
Icon Studio reserve the right to ask any videographer to stop filming during such times where they have purposefully set up a creative shot. This is owing to Icon Studio wishing to maintain creative license over any photographs they may take and to prevent any potential copyright infringement.
Conduct & Safety
Icon Studio will not tolerate verbal or physically abusive behaviour. Unacceptable conduct by any person that interferes with the photographers and their equipment will result in the early or immediate departure of both photographers. The Client understands in such an event, no refund will be granted. Accidental or Malicious damage caused to photography equipment will be claimed directly from the client at full RRP replacement value.
Force Majeure
(i) Icon Studio has full public liability Insurance. In the unlikely event of photographic failure, injury or sickness beyond Icon Studio’s control due to ‘force majeure’, Icon Studio will make every effort to find a replacement photographer of their recommendation, where a replacement photographer can not be sought Icon Studio will look to make a full or partial refund.
(ii) Icon Studio’s liability shall end where events are out of their control, this includes damage or destruction to any of Icon Studio’s equipement by any third party, this includes but is not limited to guests, venue staff, third party staff and/ or any persons at the event that are involved with the event.
Covid 19
(i) Icon Studio will during the period of the enforced restrictions by the UK government where weddings can not take place, move a clients current booking to a new date of the clients choice free of charge, providing that Icon Studio are available on that new date.
(ii) Icon Studio are not held accountable for being unavailable on dates which has not previously been discussed, subject to a date change due to the Covid 19 restrictions.
(iii) Icon Studio, in line with the Competition and Markets Authority (CMA) if a change of date has occurred without prior consultations with Icon Studio, Icon Studio will retain the non refundable deposit / booking fee to cover all administration and business costs relating to that booking. Should a booking be cancelled outside of the UK government Covid restrictions then normal cancellation terms apply.
Gift Vouchers
All Gift Vouchers purchased are e-vouchers. An electronic copy of the voucher will be sent via email upon purchase. Gift Vouchers cannot be exchanged for cash nor credited to any account. The voucher must be used within 12 months of being issued. Bookings are to be made via email contactus@icon-studio.co.uk. Date availability is not guaranteed, Icon Studio will make every effort to accommodate date requests however owing to the nature of weddings which have been booked months in advance it may not be possible to accommodate specific voucher requests. Travel outside of the Cheshire area for Home Studio and Location Shoots will incur a mileage fee.
Waiting Times
We aim to deliver your photographs within a time range of 8-12 weeks. This is not EXACT. It may be sooner or later. Due to the nature of our business some times of the year are very busy which limits the amount of editing time we have. If you choose to have the docu-film, this may not be delivered at exact the same time as your photographs.