Photography & Videography Terms and Conditions

These Terms and Conditions apply to all photography and videography services provided by Visuals by Glenn Patrick (“VBGP”) and form part of every proposal, quotation, invoice, and signed agreement unless otherwise stated in writing.

1. Booking Confirmation & Deposit

To secure production dates and allocate resources, a non-refundable deposit equal to fifty percent (50%) of the total quoted project fee is required.

Unless otherwise agreed in writing:

Deposit must be paid a minimum of fourteen (14) calendar days before the scheduled project date.
No project date shall be considered confirmed until deposit is received.
VBGP reserves the right to release unconfirmed dates without notice.
Remaining balance is due:
- Photography: before delivery of final images.
- Videography: before release of final exported files.

Projects booked less than fourteen (14) days before production may be accepted subject to availability and may incur Rush Service Fees.

2. Project Scope & Change Requests

The agreed quotation covers only services specifically listed in the proposal.

Additional requests including but not limited to:

Additional shoot hours
Additional locations
Additional revisions
Additional deliverables
Additional editing
Additional personnel
Extended production days

shall be billed separately at VBGP’s current rates.

Any scope changes may affect delivery timelines.

3. Delivery Timelines

Delivery timelines begin only after:

Production is completed;
Client submits all required materials;
Final selections are made (where applicable);
Outstanding payments are received.

Estimated delivery periods:

Photography

Final edited photographs shall be delivered within a minimum of three (3) business days.

Videography

Final edited video deliverables shall be delivered within a minimum of five (5) business days.

Delivery periods are estimates and may extend depending on:

Project complexity;
Number of shooting hours;
Number of deliverables;
Multi-day productions;
Client revisions;
Seasonal workload;
Weather delays;
Third-party approvals.

VBGP will communicate revised timelines where necessary.

4. Rush Service

Expedited delivery may be available upon request and subject to scheduling availability.

Rush Services shall incur an additional fee determined by:

Delivery deadline;
Production complexity;
Editing requirements;
Existing project commitments.

Acceptance of Rush Service is solely at VBGP’s discretion.

Rush fees are non-refundable once work begins.

5. Transportation & Travel Fees

Projects located outside of San Ignacio, Belize are subject to additional transportation and travel charges.

Transportation fees may include:

Fuel;
Vehicle usage;
Accommodation (if required);
Parking;
Tolls;
Ferry or air transport;
Crew travel expenses.

Travel fees shall be quoted before project commencement whenever reasonably possible.

Unexpected location changes requested by Client may result in additional charges.

6. Client Responsibilities

Client agrees to:

Arrive on time and maintain schedule;
Obtain required permits and permissions;
Secure location access;
Ensure participants are available;
Designate one authorized decision-maker;
Provide branding assets and instructions before editing begins.

Delays caused by Client may result in rescheduling fees and revised delivery timelines.

7. Cancellation & Rescheduling

Client Cancellation

Deposit payments are non-refundable.

If Client cancels:

More than 14 days before project → deposit retained.
Less than 14 days before project → additional expenses already incurred become payable.

Rescheduling

One reschedule may be permitted if:

Requested at least 7 days before production;
New date falls within 90 days;
VBGP availability permits.

Subsequent reschedules may require a new deposit.

8. Weather, Force Majeure & Unforeseen Events

VBGP shall not be liable for delays or inability to perform due to:

Severe weather;
Natural disasters;
Government restrictions;
Illness;
Equipment failure beyond reasonable control;
Transportation interruptions;
Emergencies.

Parties shall cooperate to reschedule where practical.

9. Revisions

Included revisions:

Photography: one (1) round
Videography: two (2) rounds

Additional revisions shall be billed separately.

Revision requests must be submitted within seven (7) days after preview delivery.

10. Ownership, Copyright & RAW Files

Unless otherwise agreed in writing before project commencement:

All RAW files, source files, footage, photographs, edits, project files, and Final Deliverables remain intellectual property of VBGP.

Payment grants usage rights only and does not transfer ownership.

RAW files are not included unless purchased separately.

Transfer of RAW files does not transfer copyright.

11. File Retention

VBGP is not obligated to archive project files indefinitely.

Retention schedule:

RAW files: 30 days
Final exports: 90 days

After this period, files may be permanently deleted.

Client is responsible for backups immediately upon delivery.

12. Portfolio & Marketing Use

VBGP reserves the right to display completed work for:

Website
Portfolio
Social media
Advertising
Awards

unless restricted in writing before project commencement.

13. Limitation of Liability

VBGP’s total liability shall not exceed amounts paid under the applicable agreement.

VBGP shall not be liable for indirect, consequential, lost profits, or reputational damages.

14. Acceptance

Payment of deposit, signing of proposal, approval by email, or commencement of services constitutes acceptance of these Terms and Conditions.

A few additional items I recommend adding later in the full agreement:

Drone operations clause (weather, airspace, permissions)
Model release
Music licensing clause for videos
Meal breaks & overtime for full-day shoots
Equipment damage caused by client
Social media ad usage rights
Commercial vs personal licensing distinction
Venue restrictions and permits
Deliverable approval process
Late payment interest clause

This structure should work well as the legal section attached to your VBGP proposals, invoices, and service agreements.

15. Drone Operations (If Applicable)

Where aerial photography or videography services are included:

Drone operations are subject to weather conditions, visibility, safety conditions, airspace restrictions, and applicable aviation regulations.
VBGP reserves the right to cancel, postpone, modify, or replace aerial services where operations cannot be safely conducted.
Client acknowledges that aerial footage cannot be guaranteed.
No refunds shall apply specifically to unavailable drone footage where circumstances are outside VBGP’s reasonable control; however, alternative coverage methods may be offered where feasible.
Client is responsible for obtaining permissions required by private venues unless otherwise agreed.

16. Model Release & Consent

Client represents and warrants that all individuals appearing in the Project have consented to being photographed and/or recorded.

Where minors are involved:

Parent or legal guardian consent must be obtained prior to production.

Unless restricted in writing before commencement:

Client grants VBGP permission to use completed work for:

Portfolio display
Marketing materials
Website content
Social media
Promotional campaigns
Awards submissions

Any restriction on publication must be agreed in writing prior to production and may result in additional confidentiality fees.

17. Music Licensing (Videography)

Unless expressly included in writing:

Music licensing costs are not included in project pricing.
Licensed music purchased by VBGP shall only apply to the agreed final deliverables.
Client shall not extract, reuse, redistribute, or separately publish licensed audio unless permitted under applicable licensing terms.
Client-requested copyrighted music may require proof of licensing before inclusion.
VBGP reserves the right to substitute music where licensing restrictions apply.

VBGP shall not be liable for platform muting, takedowns, demonetization, copyright claims, or content restrictions resulting from Client-requested music.

18. Production Hours, Meal Breaks & Overtime

Projects include only the hours specified in the proposal.

Unless otherwise stated:

Production exceeding scheduled hours shall incur overtime charges.
Overtime shall be billed in minimum one-hour increments.
Full-day productions exceeding six (6) consecutive hours shall permit reasonable meal and rest breaks.
Delays caused by Client, venue, participants, or third parties shall count toward booked production time.

Additional crew or equipment required due to schedule changes may incur additional fees.

19. Equipment Protection & Damage

Client shall exercise reasonable care regarding VBGP equipment and production setup.

Client may be financially responsible for damage caused by:

Intentional acts;
Negligence;
Unauthorized handling;
Unsafe environments;
Actions of guests, staff, vendors, or participants under Client control.

Replacement or repair costs may be invoiced separately.

VBGP reserves the right to suspend production where safety concerns exist.

20. Social Media, Advertising & Extended Commercial Usage

Standard deliverables permit ordinary agreed usage only.

Unless otherwise purchased:

Client may not use deliverables for:

Paid advertising campaigns;
National or international media campaigns;
Product packaging;
Resale;
Licensing to third parties;
Television distribution;
Broadcast advertising.

Extended advertising rights, campaign licenses, and media usage may be purchased separately before publication.

21. Commercial Use vs Personal Use

Personal Use License

Personal-use projects permit:

Sharing with family and friends;
Social media posting;
Printing;
Personal archives.

Personal-use projects prohibit:

Commercial advertising;
Resale;
Business promotion.

Commercial Use License

Commercial-use projects permit use for:

Business marketing;
Websites;
Advertising;
Social campaigns;
Internal business purposes.

Commercial licenses do not transfer copyright ownership.

22. Venue Access, Permits & Legal Compliance

Client shall obtain and pay for:

Venue permissions;
Photography permits;
Filming permits;
Entry approvals;
Property releases;
Event approvals.

VBGP shall not be responsible for denied access caused by missing permissions.

Additional waiting time or location changes may incur additional fees.

23. Proof Approval & Deliverable Acceptance

Where previews, proofs, or draft edits are provided:

Client shall review and provide consolidated feedback.
Approval constitutes acceptance of deliverables.
Once approved, substantial changes may require a new editing fee.

If no written feedback is received within fourteen (14) days of delivery of preview files:

Deliverables shall be deemed accepted.

24. Late Payments & Collection Costs

Invoices not paid by the stated due date may incur:

Late payment fees;
Administrative charges;
Suspension of services;
Delay of deliverables.

VBGP reserves the right to withhold:

Final files;
RAW files;
Licenses;
Copyright transfers

until full payment is received.

Client agrees to reimburse reasonable collection costs and legal fees incurred in recovering unpaid amounts.

25. Credit Attribution (Optional but Recommended)

Unless otherwise agreed:

Client shall make reasonable efforts to credit:

Photo/Video: Visuals by Glenn Patrick

when posting commercially on websites, social media, printed publications, or editorial features.

Credit removal requests may be negotiated separately.

26. Entire Agreement

These Terms and Conditions, together with the Proposal, Quotation, Invoice, and any signed Addendum, constitute the entire agreement between the parties.

No verbal statements or informal communications shall modify this Agreement unless confirmed in writing.

27. Governing Law & Dispute Resolution

This Agreement shall be governed by the laws applicable in Belize.

The parties agree to attempt good-faith negotiation before commencing formal legal proceedings.

Any disputes shall be submitted to the appropriate courts of Belize unless otherwise agreed in writing.

Terms and Conditions