These Terms & Conditions form the general booking framework for P&R Productions. The written quotation/brief for each booking sets the specific scope, deliverables and price.
1. Booking, Brief & Acceptance
Each booking is based on the written quotation, booking summary or agreed brief supplied by P&R Productions. The client must review the scope, deliverables, exclusions and price before confirming the booking. Payment of the required booking deposit or full payment confirms acceptance of the agreed brief and the applicable P&R Productions Terms & Conditions. Important changes or agreements must be confirmed in writing. Email and WhatsApp messages between P&R Productions and the nominated authorised client contact count as written communication. Verbal discussions do not override the final written agreement unless subsequently confirmed in writing.
2. Booking Deposits, Rescheduling & Cancellation
Any security booking deposit paid to secure a date is non-refundable if the client cancels. With at least 14 days' notice, the client may transfer the existing deposit once to a new mutually agreed date. With less than 14 days' notice, the change is treated as a cancellation and a new booking deposit is required. After one reschedule, any further date change requires a new booking deposit unless P&R Productions agrees otherwise at its discretion. If P&R Productions cancels and a mutually suitable replacement date cannot be agreed, payments for the affected booking will be refunded in full.
3. Payment
Unless expressly agreed otherwise in writing, standard bookings must be paid in full no later than 7 days before the shoot. Bookings made within 7 days require full payment at the time of booking. Wedding bookings retain the separately agreed 21-day final-payment deadline. Payment may be made by bank transfer (BACS) or cash by prior arrangement. Bank transfer is considered paid only when cleared funds are visible in the nominated account; a payment screenshot is not cleared payment. Cash must be received before the shoot begins. No cleared payment means P&R Productions is not required to attend, begin or carry out the shoot.
4. Late Arrival, No-Shows, Client Delays & Overtime
A booking starts and finishes at the agreed times. Late arrival does not extend the session or reduce the agreed price. A no-show forfeits the booking and payments already made are non-refundable, subject to applicable legal rights. The client is responsible for ensuring required people, products, access and other agreed elements are ready at the scheduled start time. Client-caused delays do not stop the booked time running. Where the diary permits, P&R Productions may extend a session at £75 per additional 30-minute block. Extensions are discretionary, subject to availability and never guaranteed.
5. Turnaround, Revisions & Approval
Completed photography, video, podcast and content work will normally be delivered within 14 days of the shoot unless otherwise agreed in writing. Work may be delivered sooner. One round of reasonable amendments within the original agreed brief is included. The client has 48 hours from delivery to submit that included amendment request. If no request is received within 48 hours, the work is considered approved and the project complete. Further revisions, late revision requests or changes outside the original brief are additional work and are charged at £75 per 30 minutes unless separately quoted.
6. Client Response Delays & Inactive Projects
Where P&R Productions is waiting for information, files, feedback, approval or decisions from the client, that waiting period does not count towards the 14-day delivery timeframe. The timeframe resumes when the required material or instruction is received. Client-caused delays may move completion behind other work already scheduled. If no contact is received for 30 consecutive days while a project is waiting on the client, P&R Productions may mark the project inactive. Reopening is subject to current availability and additional work may be chargeable. A reasonable extension may be agreed where the client contacts P&R Productions and explains that additional time is needed.
7. RAW Files & Creative Control
P&R Productions supplies the finished professionally edited work agreed in the booking. RAW photographs, unedited video or audio, unused footage, editing timelines and project files are not normally supplied. Clients book P&R Productions having had the opportunity to view the general style and standard of its work. P&R Productions retains reasonable creative discretion over composition, lighting, camera angles, image and footage selection, colour grading, editing, sequencing, and music/sound design while working to the agreed brief.
8. Specific Shots & On-Location Conditions
Any photograph, person, product, interview question, spoken line, scene or other content considered essential must be identified in the agreed brief before the shoot. P&R Productions cannot accept responsibility for an uncommunicated required shot. Where a shot has been requested, reasonable efforts will be made to capture it, but no individual shot can be absolutely guaranteed where weather, changing light, venue restrictions, access, time constraints, public interference, participant cooperation, safety or other circumstances outside reasonable control prevent it. P&R Productions may use professional judgement to obtain suitable alternative content.
9. Changes to the Brief & Add-Ons
The agreed price covers the agreed scope only. Additional filming, photography, people, locations, deliverables, versions or other material changes requested by the client are treated as add-ons. Smaller additions may be charged at £75 per additional 30 minutes; larger additions may be separately quoted. Extra work will be agreed before it is carried out.
10. Copyright & Standard Commercial Licence
Copyright in photographs, video and other creative work produced by P&R Productions remains with P&R Productions unless copyright is expressly assigned in a separate written agreement. The client receives a non-exclusive commercial licence to use the finished work to promote their own business or personal brand, including normal website, social-media, organic marketing and general business promotional use. The standard licence does not include resale, sublicensing, third-party licensing, transfer of usage rights to another business, major third-party advertising/broadcast/display campaigns, or use as the principal content of a separately monetised or subscription product. Those uses require prior written permission and a separately negotiated commercial licence fee or royalty arrangement. Exclusivity does not transfer copyright.
11. Alteration, Credit & Reviews
Clients may make reasonable practical adaptations such as cropping, resizing, adding captions, adding their own logo or changing dimensions for social platforms. Substantially re-edited, recoloured or materially altered versions must not be credited, tagged or represented as work created or approved by P&R Productions unless P&R Productions has approved that revised version. Credit or tagging for original finished work is appreciated but not compulsory. Reviews on platforms such as Google or Facebook are also appreciated but entirely optional.
12. Client-Supplied Materials & Music
Where the client supplies or directs P&R Productions to use music, photographs, video, logos, graphics, fonts or other third-party material, the client confirms that they hold the necessary permissions, licences and rights for the intended use. P&R Productions may rely on that confirmation and may refuse material where rights are unclear. Where P&R Productions selects music or sound design, it may use material available through editing/content platforms or services subscribed to at the time, subject to the licensing terms of that source. P&R Productions does not currently promise a separate blanket commercial music licence for every possible use.
13. Equipment Failure, Data Loss & Events Outside Control
P&R Productions takes reasonable precautions with equipment and files. If equipment failure, corruption, data loss or another technical issue prevents agreed work being delivered, the first remedy where reasonably possible will be a free repeat of the affected work. Where repeat performance is not reasonably possible, cannot be arranged within a reasonable time or would cause significant inconvenience, an appropriate refund or price reduction will be considered according to the affected portion of the service and applicable legal rights. For circumstances genuinely outside either party's reasonable control, the first option will be a mutually suitable reschedule. If the service cannot reasonably be rescheduled or provided, an appropriate refund will be made. Nothing in these terms limits statutory rights that cannot legally be excluded.
14. Location Permissions & Travel
Where the client selects, supplies or requests a location, the client is responsible for obtaining necessary permission, approval, access and permits and for ensuring P&R Productions and its equipment are permitted there for the agreed purpose and time. Delays or prevention caused by missing client-arranged permission are not treated as cancellation by P&R Productions; additional time, travel or rescheduling may be chargeable. Where P&R Productions specifically arranges the location, P&R Productions is responsible for the required location permission. Travel charges arising from distance, congestion or charging zones, tolls, parking, public transport, accommodation or other necessary expenses will be disclosed and agreed before booking. Undisclosed travel charges will not be added afterwards unless the client changes the location or requirements.
15. Health, Safety & Equipment Protection
P&R Productions may pause, modify, relocate or refuse any part of a shoot where conditions present an unacceptable risk to people or equipment. This includes unsafe locations, unsuitable weather, rain or water exposure, hazardous activity, aggressive behaviour or unsafe instructions. P&R Productions is not required to expose cameras, lenses, lighting, audio equipment or other production equipment to conditions reasonably considered likely to cause damage. Where possible, a safe alternative will be offered.
16. Client Conduct
Clients, guests and participants must maintain a safe and reasonably respectful working environment. Threatening, abusive, aggressive, discriminatory, sexually inappropriate or otherwise seriously unacceptable behaviour will not be tolerated. Where appropriate, a clear warning and opportunity to correct behaviour will be given. Continued misconduct may result in the shoot being stopped and P&R Productions leaving the location. Sufficiently serious conduct may justify immediate termination without a prior warning. Payments are not automatically refundable where a shoot is reasonably terminated because of serious client-side misconduct, subject to applicable legal rights.
17. Under-18s
Any person under 18 participating in a photography, video or podcast booking must be accompanied by their parent or legal guardian for the duration of the session. P&R Productions does not take responsibility for supervising or caring for children or young people. The parent or legal guardian is responsible for participation consent and must remain present. P&R Productions may refuse to begin or continue a session if an appropriate parent or legal guardian is not present. Promotional use of images involving an under-18 remains subject to separate appropriate permission.
18. Animals
Animals are welcome where appropriate for the agreed shoot. The animal must remain under the control and supervision of its owner or responsible handler at all times. P&R Productions does not take responsibility for supervising, handling or controlling a client's animal. Where an animal causes damage through a failure to exercise reasonable care or control, the client may be responsible for the reasonable repair or replacement cost. P&R Productions may pause or end a session where an animal creates an unreasonable safety risk.
19. Damage to Studio Property or Equipment
Where cameras, lenses, lighting, microphones, furniture, backdrops, props or other property are damaged through careless, reckless or deliberate actions of the client or someone attending as part of their booking, the client may be responsible for the reasonable cost of repair or replacement. Normal wear and tear and damage that could not reasonably have been prevented are excluded.
20. Studio Rules, Capacity & Personal Belongings
All food and drinks must be consumed in the designated kitchen area and must not be taken into the podcast area, content-creation floor, photography/backdrop area or around production equipment. Smoking and vaping are not permitted inside the building and must take place outside. Moderate alcohol consumption may be permitted at P&R Productions' discretion; excessive intoxication, unsafe behaviour or misconduct may result in alcohol being refused and/or the session being paused or terminated. The studio operates a maximum client/guest capacity of 10 people unless agreed in advance. For an individual one-person booking, clients are asked to bring no more than one accompanying guest wherever possible. Clients and guests remain responsible for their personal belongings. Found lost property will normally be retained for 30 days before it may be donated or disposed of.
21. Client Products, Props & Physical Items
Where the client supplies products, clothing, props, equipment or other physical items for a shoot, collection must be arranged within 48 hours after P&R Productions notifies the client that the items are ready, unless another arrangement has been agreed in advance. P&R Productions is not a storage facility and does not provide ongoing storage for client property.
22. Delivery, Downloads, Backups & Private Galleries
P&R Productions currently uses services including Dropbox and Zenfolio and may use another suitable digital delivery platform. Once a working delivery or gallery link has been provided, the client is responsible for downloading all files, checking that the complete delivery has been received correctly and creating permanent backup copies. P&R Productions retains delivered files for 30 days after delivery; after that they may be permanently deleted and recovery or replacement cannot be guaranteed. Clients have the same 30-day period to report missing, corrupted or incomplete downloads. Client galleries and delivery folders are private by default. Zenfolio galleries are password protected; Dropbox deliveries may use a private sharing link without a password. Clients may share their delivery link, but anyone receiving it may gain access to the entire gallery/folder available through that link. The client is responsible for deciding who they trust with links and passwords.
23. Promotional Use of Client Images
Clients will be given an explicit Yes/No choice over whether photographs or video created during their booking may be used by P&R Productions for its portfolio, website and social-media promotion. Choosing No does not affect the service provided. Permission to use selected work promotionally does not make the client's complete private gallery public. Confidentiality or embargo arrangements override general promotional permission for the affected material while those restrictions apply.
24. Reviews & Testimonials
P&R Productions may display selected reviews or testimonials. Where P&R Productions controls presentation, private customer names may be shortened or displayed using an initial rather than unnecessarily publishing a full name. A business name may be used where appropriate. Third-party review platforms may impose their own display and attribution requirements.
25. Publishing, Platforms & Marketing Performance
Unless specifically included in the agreed package, P&R Productions' role is to create, edit and deliver the agreed content. The client is responsible for when, where and how it is published, including captions, hashtags, posting schedules, advertising campaigns, account management and platform settings. P&R Productions does not guarantee particular views, impressions, followers, likes, comments, shares, enquiries, leads, bookings, sales or other engagement. Content will be prepared for the agreed intended use at the time of delivery, but P&R Productions is not responsible for later third-party platform changes to formats, compression, algorithms, functionality, music availability, policies or technical requirements. Later reformatting or re-editing may be chargeable.
26. P&R Cancellation, Substitute Professionals & Team Allocation
If P&R Productions cannot carry out a booking due to serious illness, emergency or another preventing circumstance, the client will be contacted as soon as reasonably possible. P&R may first offer a trusted and suitably experienced substitute professional. For an emergency substitution of a specifically expected photographer/videographer, the client may accept or decline the proposed replacement. If a suitable replacement cannot be agreed, P&R will attempt to reschedule; if neither substitution nor rescheduling can reasonably be agreed, payments for the affected booking will be refunded in full. P&R Productions may normally use appropriately selected photographers, videographers, assistants, editors and subcontractors to carry out work on its behalf while P&R manages the booking and final delivery. Unless a particular individual has been specifically requested and confirmed in writing, the booking is with P&R Productions as a business and P&R may allocate a suitable team member.
27. Confidentiality, Embargoes & NDAs
The client must inform P&R Productions before the booking where material is confidential, commercially sensitive, embargoed or unreleased and clearly identify the affected material. P&R will take reasonable steps to comply with disclosed requirements, including restrictions on behind-the-scenes material, portfolio use and discussion. Additional confidentiality requirements that materially affect production, staffing, storage or promotional rights may affect the quotation. P&R is willing to consider a separate NDA before work begins. Temporary confidentiality must include a specific release/embargo date or written confirmation when the restriction is lifted. Indefinite or unusually long confidentiality must be specifically agreed. P&R cannot reasonably be expected to know material is confidential if this was not communicated beforehand, but will take reasonable steps to prevent further disclosure if genuine confidentiality is later brought to its attention.
28. Exclusivity
Bookings are non-exclusive unless expressly agreed otherwise in writing. P&R Productions remains free to work with other businesses, including businesses in the same industry. Where a client requires competitor restrictions, the agreement must define the scope, geographical area and duration. Because exclusivity may prevent P&R from accepting other paid work, an additional exclusivity fee or agreed minimum level of ongoing business may be required. Exclusivity remains conditional on the client meeting the commercial commitments agreed for that arrangement and does not transfer copyright or ownership of P&R's work.
29. Ongoing Relationships & Serious Breach
Either party may end an ongoing or recurring working arrangement by giving 30 days' written notice. Work already completed, payments already due and bookings within the notice period remain subject to the existing agreement unless otherwise agreed. Either party may terminate immediately for a serious or material breach that makes continuation unreasonable, including serious/repeated non-payment, threatening or abusive behaviour, deliberate damage, unlawful activity, serious safety concerns or repeated substantial breaches. A correctable breach may first be given an opportunity to be remedied, but no warning is required where immediate termination is reasonably justified.
30. Quotations, Pricing Errors & Promotions
Unless otherwise stated, quotations are valid for 30 days. A quotation accepted and secured within that period is honoured for the agreed scope even if standard prices later change. After 30 days, P&R Productions may reissue the quotation at current prices. Genuine obvious administrative or pricing errors may be corrected before acceptance. If such an error is discovered after payment, the client may proceed at the corrected price or cancel the affected booking for a full refund of the amount paid. Promotions, discounts and special offers apply only under their stated conditions, cannot normally be combined and do not apply retrospectively to bookings already confirmed.
31. Complaints & Direct Resolution
If a client is unhappy with any aspect of the service, P&R Productions asks that they make direct contact first, explain the concern clearly and allow a reasonable opportunity to investigate and, where appropriate, put the matter right. Nothing in these terms restricts statutory rights or prevents a client from expressing an honest opinion about their experience.
32. Changes to Terms, Governing Law & Legal Housekeeping
P&R Productions may update its terms, policies, services and prices for future bookings. A confirmed booking remains governed by the version accepted when it was booked unless both parties agree a change in writing. These terms and the booking agreement are governed by the laws of England and Wales, while preserving any consumer rights concerning jurisdiction or remedies. If any provision is found invalid or unenforceable, the remainder continues in effect. The booking agreement is between P&R Productions and the client named on it; employees, guests, participants, relatives, business partners and other third parties do not automatically gain independent contractual rights. The written brief/quotation, applicable terms and later written amendments together form the agreement.
