Terms and Conditions
Our services are covered by the following Terms and Conditions.
Booking Fee Payment:
A 50% NON-REFUNDABLE Booking Fee and signed Contract is required to confirm the dates and times of the EVENT(S) booking of ‘EF Woodcock’. The Booking Fee is being paid to secure ‘EF Woodcock’ (the live artist) for a particular date, that securing such services prevents ‘EF Woodcock’ from booking other clients, and that economic loss will result if the artist does not collect the fee. Bookings are made on a strictly first-come first-serve basis. EVENT(S) dates will ONLY be secured upon receipt of both the non-refundable Booking Fee and completed Contract. Booking Fees are not transferable to new dates. A NON-REFUNDABLE Holding Fee of £100 is payable to reserve a date for five working days (Mon-Fri), after which the full Booking Fee is required, or the booking is considered no longer held and the date may be booked by other parties.
The Booking Fee fee is due at the time of signing of Contract which result in booking ‘EF Woodcock’. The remaining balance is payable in full, TWO months prior to the EVENT(S). In the event the CLIENT fails to remit payment as specified, ‘EF Woodcock’ shall have the right to immediately terminate this agreement with no further obligation, retain any monies already paid, and rebook the EVENT(S) date if possible.
‘EF Woodcock’ is not currently VAT registered, thus does not charge VAT on products or services. Services, products or merchandise not included in this initial contract (at time of booking), will be sold at the current price when the order is placed. All prices and specifications are subject to change at any time without notice. Credit vouchers have no intrinsic cash value and may only be applied toward merchandise purchased from ‘EF Woodcock’ directly.
Festive Period Surcharge:
EVENT(S) booked for 24/25/26th, 31st December, 1st, 2nd January incur a 50% increase in standard quoted costs.
Event Schedule / Timeline:
The CLIENT agrees to confirm the schedule no later than two months prior to the EVENT(S). A Final Timeline will be agreed upon no later than two months prior to the EVENT(S), based on the client’s requirements. Notification of any changes in schedule/ timeline or location must be made in a timely manner and confirmation of receipt must be obtained from ‘EF Woodcock’ by the CLIENT.
Weather & Delays:
Weather permitting the event take place as agreed. In the event of inclement weather the live artist, in cooperation with the CLIENT will make necessary changes to the schedule and will do their best to produce coverage of the EVENT(S) within the time allocated to us. When delays occur due to circumstances outside ‘EF Woodcock’s’ control, the artist will stay on beyond the agreed time if required, for an additional fee.
EVENT Time / Additions:
The CLIENT and ‘EF Woodcock’ agree that cooperation and punctuality are essential to accomplish the goals and wishes of all parties. Services commence at the scheduled start time and end at the scheduled end time. If the CLIENT does not arrive at the appointed time for the EVENT(S), services will still commence at the scheduled start time and end at the scheduled end time. All additional time beyond the scheduled end time will be billed to the CLIENT accordingly at the rate of £200 per hour.
When applicable, the CLIENT is responsible for all travel, accommodation, meals, and transport costs unless provided by the CLIENT. During wedding events where attendance is greater than 4hrs food and beverages must be provided to all EF Woodcock staff (with suitable seating at the venue). Any additional charges incurred will be recovered from the CLIENT and agreed in advance where possible.
‘EF Woodcock’ is not responsible for compromised coverage due to causes beyond the control of ‘EF Woodcock’ including but not limited to obtrusive CLIENT or guests, lateness of the CLIENT or guests, weather conditions, schedule complications, incorrect addresses provided to ‘EF Woodcock’, rendering of decorations, or restrictions of the locations. ‘EF Woodcock’ is not responsible for backgrounds or lighting conditions which may negatively impact or restrict the artistic coverage. ‘EF Woodcock’ will not be held accountable for failure to deliver images of any individuals /any objects at the EVENT(S).
The CLIENT is responsible for acquiring all permits and necessary permission for all locations at which ‘EF Woodcock’ will be performing services.
Artworks produced by ‘EF Woodcock’ will be digitised where possible, and digital copies of a resolution of 72DPI will be delivered to the CLIENT in PDF format. The CLIENT shall be solely responsible for the safekeeping, storage and backups of their images. ‘EF Woodcock’ does not offer any guarantee for future storage or retrieval of archive files, once CLIENT receive digital files. Retrieving archive files older than 6 months will incur an additional £100 administration fee.
The intellectual property rights (IPR) and copyright of all images created will remain that of ‘EF Woodcock’. IPR and copyright are not transferred to the CLIENT along with the physical artworks. The artworks produced by ‘EF Woodcock’ are protected by Copyright Law (all rights reserved) and may not be reproduced in any manner without ‘EF Woodcock’s explicitly written permission. ‘EF Woodcock’ grants the CLIENT a Single Usage, Non-Exclusive Licence, including permission to share digital images on social networking websites with family and friends, and on vendor websites as long as the images remain unaltered and textual credit is explicitly given to ‘EF Woodcock’. The CLIENT may not resell images. EF Woodcock reserves the right to use any image for publicity or advertising purposes without any compensation to the parties involved. The CLIENT hereby acknowledges that infringement of ‘EF Woodcock’ copyright is unlawful and may be a criminal offence.
‘EF Woodcock’ shall be granted full artistic licence in relation to poses photographed and locations used at the photography locations. Due to the unpredictable nature of the weather and the willingness of subjects, it is not always possible to capture certain requested images. No one image shall be deemed ‘more important’ than any other image or be treated as such.
Limit of Liability: In the unlikely event that ‘EF Woodcock’ is unable to perform to the guidelines of this contract due to an injury, illness, act of God, pandemic, act of terrorism, or other cause beyond the control of ‘EF Woodcock’, responsibility and liability is limited to the return of all payments (minus Booking Fee) received for the EVENT(S).
‘EF Woodcock’ reserves to right to terminate coverage and leave the location of the EVENT(S) if the artist or any staff from ‘EF Woodcock’ experiences inappropriate, threatening, hostile or offensive behaviour from person(s) at the EVENT(S); or in the event that the safety of the photographer or any staff from ‘EF Woodcock’ is in question. In event of the above, no refund will be issued for any payments received for the EVENT(S).
If the EVENT(S) are rescheduled, postponed, or cancelled due to illness, act of God, pandemic, act of terrorism, or other cause, or if there is a breach of contract by the CLIENT, the Booking Fee (Retainer Fee) is non-refundable and shall be liquidated to cover damages to ‘EF Woodcock’.
Up to two months before EVENT(S) (photo shoot / wedding):
The CLIENT may cancel their contract with ‘EF Woodcock’ up to two months before the date of the EVENT(S) (photo shoot or wedding). Upon receiving a written cancellation notice ‘EF Woodcock’ will reimburse any monies paid LESS the Booking Fee which remains non-refundable, bank charges or any other charges incurred up to that point. £100 administration fee applies.
Less than two months before EVENT(S) (photo shoot / wedding):
If the CLIENT cancel the contract less than two months prior to the EVENT(S) (photo shoot or wedding), all monies will be retained by ‘EF Woodcock’. The CLIENT will be liable for full payment of original contract.
Postponement of EVENT(S) (photo shoot/wedding):
Should the EVENT(S) (shoot / wedding) turn out to be a postponement for any reason, illness, act of God, pandemic, act of terrorism, or any other cause, then at the discretion of ‘EF Woodcock’ and subject to availability, monies other than the Booking Fee may be applied to the new shoot / wedding. Booking Fees are not transferable to new dates. In order to confirm a new date, a new Booking Fee will be required, subject to availability.
Cancellation by EF Woodcock:
In the highly unlikely event of cancellation by ‘EF Woodcock’, or unavoidable total artistic failure, liability shall be limited to a full refund of any Booking Fees and fees paid to ‘EF Woodcock’ up to that point. ‘EF Woodcock’ will not be responsible for any further costs.
This agreement contains the entire understanding between ‘EF Woodcock’ and the CLIENT. It supersedes all prior and simultaneous agreements between the parties. The only way to add or change this agreement is to do so in writing, signed by all parties. In the event that any part of this agreement is found to be invalid or unenforceable, the remainder of this agreement shall remain valid and enforceable. Any agreement to waive one or more provisions of this agreement or any failure by one or both parties to enforce a provision of this agreement shall not constitute a waiver of any other portion or provision of this agreement.