Terms and Conditions
These Terms and Conditions apply to all bookings made with Forever and Always VR for 360° wedding videography, editing, online video delivery, raw footage, VR headsets and other related services.
By paying a deposit, paying an invoice or confirming your booking, you agree to these Terms and Conditions.
1. Booking and Payment
Submitting an enquiry does not reserve or guarantee your date.
Your booking is only confirmed once we have checked availability, accepted the booking, received the required deposit and issued written confirmation.
The remaining balance must be paid by the date shown on your invoice or booking confirmation. We may withhold attendance, editing or delivery if payment is overdue.
Only the services listed in your booking confirmation are included.
2. The Service
Forever and Always VR provides immersive 360° video coverage.
360° video differs from traditional videography. Guests, suppliers, equipment, tripods and camera operators may appear in the footage. People close to the camera may look distorted and stitching lines or changes in lighting may be visible.
The viewer chooses where to look, meaning they may look away from the main action.
These are normal characteristics of 360° footage and do not mean the service is defective.
We retain creative control over camera positioning, footage selection, editing style, pacing, audio, colour and the final presentation.
3. Missed Moments
We provide general 360° event coverage and do not guarantee that any particular person, speech, reaction, ceremony moment, conversation, activity, sound or other part of the event will be captured or included in the final video.
Any schedule, shot list, filming request or list of important moments is provided for guidance only and does not create a guarantee that those moments will be recorded or used in the final edit.
We are not responsible for missed, blocked, inaudible, incomplete or unusable footage caused by circumstances outside our reasonable control. This includes schedule changes, early or late timings, poor lighting, background noise, weather, venue restrictions, guests or suppliers blocking the camera, equipment being moved or interfered with, the actions of another supplier, safeguarding concerns, safety requirements or events taking place outside the agreed filming area or filming times.
Missed moments, incomplete coverage or the exclusion of particular footage will not entitle you to a refund, partial refund, price reduction or compensation where we have provided the service with reasonable care and skill.
Nothing in these Terms excludes or limits any rights or remedies that cannot legally be excluded under applicable law.
4. Customer Responsibilities
You must provide complete and accurate event details, timings, venue information, access instructions and contact details and notify us promptly of any changes.
You are responsible for identifying any important moments, people or locations that you would like us to capture and for providing all relevant instructions before the event.
You are solely responsible for obtaining all permissions, consents and approvals required for filming at the venue. This includes permission from the venue, registrar, celebrant, officiant, event organiser and any other relevant person or authority.
You are also responsible for informing all guests, venue staff, suppliers and other attendees that 360° video recording will take place and for obtaining any permissions or consents required from people who may appear in the footage. You must notify us in advance of any privacy, safeguarding or filming restrictions, including details of anyone who must not be recorded.
Although it is not a requirement, we strongly recommend including a short notice on your invitations, wedding website or guest information confirming that video recording will take place at the event.
If we are prevented from filming, required to stop filming or unable to capture all or part of the event because the necessary permissions or consents have not been obtained, this will not be considered a failure by us, and no refund, partial refund or compensation will be provided.
If you provide inaccurate, incomplete or late event information, or fail to notify us of a relevant change, we may charge a £50 administration fee to cover the additional work and disruption caused. You will also be responsible for any additional reasonable costs we incur as a direct result.
We will not be responsible for any consequences arising from inaccurate, incomplete or late information. This includes delays, attendance at the wrong location or time, missed moments, reduced filming time, incomplete footage or a reduced-quality final video. No refund, partial refund or compensation will be provided where the service or final video is affected for these reasons.
You must use reasonable efforts to ensure that guests, venue staff and other suppliers do not touch, move, cover, block, damage or otherwise interfere with our equipment.
We are not responsible for any loss of footage, missed moments, delays or other issues caused by a lack of permission or consent, filming restrictions, guest objections, interference with our equipment or any other matter outside our reasonable control.
5. Other Suppliers and Venue Restrictions
We will work reasonably with photographers, videographers and other suppliers, but we cannot control their movement, equipment, lighting or positioning.
We are not responsible for footage affected by another supplier, venue restriction or instruction from a registrar, celebrant, officiant, venue manager or security team.
Camera placement remains at our professional discretion and may be affected by safety, available space and venue rules.
6. Prices, Travel and Additional Time
The total price will be shown in your quotation, invoice or booking confirmation.
Travel within approximately 50 miles of Portsmouth is included unless otherwise stated. Events further away may incur additional charges for mileage, fuel, parking, tolls, accommodation, travel time or other reasonable travel expenses.
Your booking only includes filming and attendance during the times confirmed in your booking confirmation.
If the event runs beyond the agreed finish time, any additional attendance or filming will be subject to our availability and approval. We are not required to remain at the event beyond the agreed finish time and may refuse any request to extend the booking.
Where we agree to stay beyond the agreed finish time, additional charges will apply at our current rate. We may require payment before the additional time begins or issue an additional invoice following the event.
During the event, we may move between filming locations, reposition equipment, take reasonable breaks or temporarily leave the immediate filming area where necessary. We are not required to provide ongoing updates regarding our location, movements or whereabouts during the event.
7. Booking Fee, Cancellation and Postponement
A Booking Fee of 20% of the total booking price, subject to a minimum of £100, is required to reserve your event date. Your booking is not confirmed until we have accepted it, you have agreed to these Terms and the Booking Fee has been received. The Booking Fee forms part of the total booking price.
The remaining balance must be paid no later than 28 days before the event. For bookings made within 28 days of the event, full payment will be required when the booking is confirmed.
All cancellations and postponement requests must be made in writing by email to hello@foreverandalwaysvr.co.uk and will take effect on the date we receive the email.
If you cancel:
-
more than 90 days before the event, we will retain the Booking Fee;
-
between 61 and 90 days before the event, 50% of the total booking price will remain payable;
-
between 31 and 60 days before the event, 75% of the total booking price will remain payable; or
-
30 days or fewer before the event, 100% of the total booking price will remain payable.
If we cancel because we are unable to provide the agreed service, we will refund amounts paid for services and products not supplied or, where agreed, transfer the booking to another date.
If we cancel because of non-payment, missing permissions, unsafe or abusive behaviour, inaccurate information or a serious breach of these Terms, the booking may be treated as cancelled by you and the cancellation charges above will apply.
Nothing in this clause affects any rights that cannot legally be excluded.
8. Cancellation by Us
We may cancel or stop the service where payment is overdue, required permissions have not been obtained, the event is unsafe, behaviour is threatening or abusive or providing the service would be unlawful.
If we cancel for a reason not caused by you, we will refund amounts paid for services not provided.
If the assigned staff member is unable to attend, we will try to arrange a suitable replacement. If no replacement is available, our liability will normally be limited to refunding the affected service.
9. Technical Failure and Loss of Footage
We take reasonable precautions to protect equipment and footage, but cameras, batteries, memory cards, computers, software, storage devices, internet services and hosting platforms can fail.
Footage may be incomplete, corrupted, lost or unusable because of technical failure, file corruption, battery failure, overheating, damage, theft, water damage, interference, software problems, cyber incidents or manufacturer defects.
Where only part of the footage is affected, we may continue the edit using the remaining usable material.
Partial loss does not automatically entitle you to reject the full service or receive a full refund.
Where we are legally responsible, any refund or price reduction will reflect the part of the service affected.
10. Final Edit and Raw Footage
The final video is an edited selection and is not intended to be a complete record of every moment captured during the event.
We will use reasonable care and skill when filming, editing and producing the final video and any related products. However, due to the live and unpredictable nature of events, we do not guarantee that the final video, raw footage or any physical or digital product will be completely free from imperfections, omissions, interruptions or technical issues.
We may exclude footage that is blocked, repetitive, distorted, poorly lit, inaudible, technically defective, unsuitable or affected by privacy, safeguarding or filming restrictions.
Raw footage is only supplied where it is included in your chosen package or purchased separately.
If raw footage is not included in your package, you may purchase it at our standard rate within 60 days of the event, subject to the footage remaining available and payment being received in full.
We will retain raw footage for a maximum of 60 days after the event. After this period, the raw footage may be permanently deleted and cannot be recovered, retrieved or supplied.
Raw footage is unedited and may contain test clips, duplicated footage, poor lighting, inconsistent sound, visible equipment, distorted images, unusable recordings or other technical imperfections. Specialist software or hardware may also be required to view or edit it.
Once raw footage has been supplied to you, you are responsible for downloading, storing, backing up and protecting the files. We recommend keeping more than one secure backup.
We are not responsible if your copy of the raw footage is lost, deleted, damaged, corrupted, misplaced or becomes inaccessible after the 60-day retention period. We will not provide a refund, replacement, compensation or other remedy where we are no longer able to retrieve the raw footage.
11. Online Link Package
Where your package includes a private online link, the link is a viewing method and not a permanent storage or archiving service.
The video may be hosted by a third-party provider. We do not guarantee that the platform, link, software or video format will remain available or compatible indefinitely.
The link may expire, stop working or become unavailable because of platform closure, account changes, technical failure, data loss, software updates or future changes in technology.
A link-only package does not include permanent local backup, raw footage or long-term storage unless stated in writing.
We may delete our local working files and raw footage after the retention period shown in your booking confirmation.
After deletion, we may be unable to recover, replace, re-upload or recreate the video.
Customers who want a personal copy for safekeeping are strongly advised to purchase the raw footage option.
Once files have been delivered, you are responsible for checking them and creating your own backups.
We are not responsible for files lost because you failed to download them, deleted them, lost access to an account, changed devices, used incompatible software or failed to maintain backups.
12. Delivery and Change Requests
Estimated delivery times may be shown in your booking confirmation.
Any delivery date or timeframe provided is an estimate unless we expressly confirm in writing that it is guaranteed. Delays may occur during busy periods or where specialist editing, technical recovery, additional information or matters outside our reasonable control affect production.
Your package does not include complimentary changes or re-edits once the final video has been completed and delivered.
You may ask us to make changes to the final video, but all change requests are subject to our approval, availability and technical feasibility. We are not required to accept any requested change.
Where we agree to make a change, additional charges will apply. We will confirm the cost before carrying out the work, and payment may be required in advance.
We may refuse requests that would materially alter the agreed style or scope of the video, require disproportionate work, affect third-party rights, create privacy or safeguarding concerns, or cannot reasonably be completed using the available footage.