Terms and Conditions

How do we work?

ZooM prides itself in its professionalism as a specialised corporate events photographic company, dealing with clients such as PCO’s, to CEO to COO’s. We have a fun, yet professional approach in all our aspects on our business and treat our clients with the utmost value and respect.

All ZooM photographers complete a tough in-house training course before they qualify to shoot 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 are briefed to be at the venue half an hour before the shoot starts

Zoom is not an individual photographer but an organisation designed to specifically service Event Organisers. Because of this specialisation, we understand that sometimes things don’t go according to plan. With each shoot we do, we have backup equipment and photographers who are able to stand in should anything go wrong. Our philosophy is that we will always deliver what we promised at your event.

With this in mind there are some things that we feel are essential to create a great working relationship with both us and you and we have put together our terms and conditions for you to go through. 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 between ZooM and you please feel free to let us know and we shall do so.

Client Confidentiality

ZooM will keep confidential and will not disclose to any third parties or make use of material or information communicated to them in confidence for the purposes of the photography, as may be reasonably necessary to enable ZooM to carry out their obligations in relation to the commission.

Reservation

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 to you as our client and all responsibility of payment lies with you. On acceptance of Quote are 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.

Should we not receive a PO written notification from an authorised person will be accepted as an order.

Briefs

It is our client’s responsibility to give ZooM a full written brief for their shoot. 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 within our means as best as we can.

Event Schedule

In order for the photographer to follow the brief, the client agrees to confirm the schedule a minimum of 24 hours prior to the event.  Notification of any changes can be given to the photographer onsite and he will gladly assist.

Additional Expenses

The Client and ZooM agree that cooperation and punctuality are essential to accomplish the goals and wishes of all parties. Shooting commences at the scheduled start time and ends at the scheduled end time. ZooM does acknowledge that events don’t always run according to scheduled times and in such a case the photographer will work according to new suggested times by the Client. If the Client does not arrive at the appointed time for the event, shooting will 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.

When applicable, the Client is responsible for all travel, accommodation, meal and transport costs to ZooM, unless provided by the Client. All travel expenses are based on the distance between the event location(s) and ZooM’s studio address. For all events, the first 50km  round trip of travel are included. All kilometers in excess of 50 km round trip are charged at R4.80 per km.

Payment Terms

All invoices are due 30 days after shoot date.

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

ZooM holds the right to retain any footage / photos until full payment is made from a client dependent on client account record.

Cancellation

A booking is considered firm as from the date of confirmation and ZooM will, at their discretion, charge a fee for cancellation or postponement or 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 coverage due to causes beyond the control of the photographer including but not limited to obtrusive guests, lateness of clients or guests, weather conditions, schedule complications, incorrect addresses provided to ZooM, rendering of decorations, or restrictions of the locations.

Venue and Location Permits

Each site has its own rules and regulations with regards to equipment on site. It is the clients responsibility to ensure that ZooM is able to perform at its best.  Usually special permission is required in public and shared venues and it’s the clients responsibility to get permission for this.

The Client is responsible for acquiring all permits and necessary permission for all locations on which ZooM will be performing services.

Copyright

Use and copyright of all pictures / footage is given over to our clients once payment for services are made in full. ZooM may however, use the photographs for the purposes of portfolio and reference or otherwise promoting their work unless otherwise stipulated or requested in writing from the client.

Limit of Liability

In the unlikely event that the assigned photographer from ZooM is unable to perform to the guidelines of this contract due to an injury, illness, act of God, act of terrorism, or other cause beyond the control of ZooM, we will make every effort to secure a replacement. If the situation should occur and a suitable replacement is not found, responsibility and liability is limited to the return of all payments received for the event to the client.

In the unlikely event that digital files have been lost, stolen, or destroyed for reasons beyond ZooM’s control, including but not limited to camera, hard drive, or equipment malfunction, the company liability is limited to return of all payments received from the event. The limit of liability for a partial loss of originals shall be a prorated amount of the exposures lost based on the percentage of total number of originals. 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

Photography is an artistic service and not every image is usable such as, chewing, eyes closed, out of focus etc. We delete these poor images as part of our editing process to deliver you the best quality. All images are put through our editing department before you receive them to ensure top quality pictures are delivered. However if you require special editing such as removing blemishes, removing of items from a picture, adding additions to a picture please feel free to discuss this with us and we will gladly assist at an affordable rate.

 

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