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Terms and Conditions

 

How do we work?

ZooM prides itself in its professionalism as an events photographic and video production company, dealing with a wide variety of corporate and private clients who we treat with the utmost value and respect.

All our staff complete tough in-house training programs and learn the way WE do things before they qualify to shoot or work for us. Besides great picture quality, huge emphasis is placed on being professional, which includes personal conduct, dress code, and time keeping. (All our photographers arrive at the venue half an hour before the shoot starts for example.)

Because we have been around the events industry for such a long time, we understand that we must be ready for any eventuality and therefore we have backup equipment and staff who are able to stand in should anything go wrong 24/7. Our philosophy is that we will always deliver what we promised at your event.

We have put together some terms and conditions to describe the services we will provide to you, how we will work together, and other aspects of our business relationship.

Client Confidentiality

ZooM will not disclose any event information or make use of material communicated to them in confidence, for the purposes of our clients events.  We only communicate this information to staff and suppliers who enable us to complete our tasks efficiently and effectively.

Booking Confirmation

A signed contract or official approval by email is required to reserve the dates and times of your event. Once jobs are confirmed in writing, our services are carried out with full approval of your company and all responsibility of payment lies with the company/person who approved the job. On acceptance of your quote, our standard terms and conditions apply.

If your company requires a PO for a job to take place, please ensure we receive the PO 24 hours before the job is to take place. If any work has been been approved and completed without a PO, then our clients are still responsible for full payment.

Briefs

It is our client’s responsibility to give us a full written brief so we understand exactly what your photographic and video goals are. Where specific details are missing in the brief, the client accepts the photographers interpretation of what the shoot is about as well as what is most important to shoot. ZooM undertakes to follow client brief at all times. If there are last minute changes we will happily oblige as best as we can.

Event Schedule

The client agrees to confirm the event schedule a minimum of 24 hours prior to the event.  Please notify us of any changes as soon as they arise (even if onsite) so that any logistical and budget discrepancies can be discussed and approved immediately.

Additional Expenses

Our services and costs are governed by the quote accepted by our clients which outlines the official start and end times, products and services to be included. ZooM does acknowledge that events don’t always run according to schedule and in such a case, the client should immediately discuss these changes with the office or onsite staff and approve any additional costs if need be.

Any additional costs such as travel, accommodation, meals etc. are usually handled on a job for job basis  and will be discussed with the client during the quoting stage.

Payment Terms

All invoices are due on the last shoot date except where prior arrangement has been agreed upon.

Clients will be liable for all costs incurred to collect any outstanding debt owed to ZooM (legal fees, interest etc)

Cancellation

A booking is considered firm from the date of confirmation and ZooM will charge a fee for cancellation or postponement according to the terms below:

Cancellation 7 days or more before an event only material costs will be incurred if there are any.

Cancellation 5 days before the event a 30% cancellation fee plus the full cost of materials will be incurred.

Cancellation 2 days before the event a 50% cancellation fee plus the full cost of materials will be incurred.

Cancellation less than 2 days before the event, the full cost applies.

Responsibilities

ZooM is not responsible for compromised service due to causes beyond the control of the company including, but not limited to; obtrusive guests, lateness of clients or guests, weather conditions, schedule complications, incorrect event details, or restrictions of the locations.

Venue and Location Permits

Each venue has its own rules and regulations with regards to using photographic and video equipment. It is the clients responsibility to ensure that ZooM has the necessary permission/ permits to use this equipment at each location safely and effectively.

Copyright

Use and copyright of all material is given over to our clients once payment for services are made in full. ZooM may however, use the footage for promotional and reference purposes unless otherwise stipulated in writing from the client.

Limit of Liability

In the unlikely event that our service is compromised due to theft, injury, illness, act of God, equipment malfunction or any other cause beyond our control, we will make every effort to rectify the situation where both parties are happy. If a suitable solution is not found, responsibility and liability is limited to a maximum amount equal to the total cost for that service.

Although we do have an archival system for all shoots and take every care to back up every shoot that we do for an unlimited time period ZooM is not liable for the loss of images beyond the lesser of the final delivery of all products included in the package or one year.

Capture and Delivery of footage

Photography is an artistic and creative service and therefore all our imagery undergoes some basic editing. In this editing process, we delete imagery that is undesirable or of inferior quality (such as, people eating, eyes closed, out of focus, doubles of the same image etc.). We may also crop, lighten, darken, sharpen or change the white balance of an image in order to enhance its effect. If you dislike the way we have interpreted an image, please let us know and we will gladly change any of the basic editing for you.

If  however, you require special editing, not covered in the basic editing, such as removing or adding elements of the image (blemishes, people, telephone poles, banners etc), portrait enhancements, deep etching backgrounds,  please feel free to discuss this with us and we will gladly assist at an affordable rate.

These Terms and Conditions shall not be varied except by agreement in writing or according to a signed SLA between ZooM and client. Should you require a signed document, or would like to expand, elaborate or discuss any part of this document, please feel free to contact us on info@zoomphoto.co.za.

Thank you from the Zoom team.

We look forward to working with you.

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