Terms of Service

Last updated: 2025

1. Booking & Payment

• • A non-refundable deposit is required to secure your booking.
• • Full payment must be completed no later than 4 weeks before the event date.
• • Bookings are only confirmed once payment has been received.
• • Late payments may incur additional charges or result in cancellation.

2. Cancellations & Rescheduling

• • Changes to the event date or location after booking may attract additional fees.
• • The Polity Media reserves the right to cancel up to 4 weeks before the event due to emergencies or unforeseen circumstances, with a full refund issued.

3. Service Delivery

• • Final edited photos and/or videos will be delivered within 1–4 weeks after the event.
• • Up to 50 images will be retouched, and all images will be edited.
• • Deliverables will match what is stated in your invoice.
• • Raw/unedited files are not included unless separately agreed for an additional fee.

Quality Standards

• • Photos are acceptable if subjects or actions are clear and identifiable.
• • Audio is acceptable if speech is audible and understandable.
• • Creative styles (e.g., motion blur, depth of field, camera movement) are intentional artistic choices, not defects.
• • Preferences beyond this standard are considered subjective, not quality issues.

4. Event Day Logistics

General Logistics

• • The Polity Media manages crew logistics.
• • For smooth coverage, transporting the crew alongside the couple is recommended.
• • If travel between locations exceeds 15 minutes, additional logistics fees may apply.
• • Arrival and departure times must be finalized at least 9 weeks before the event.

Timing

• • Earliest crew arrival: 8:00 AM.
• • Earlier arrival may incur additional charges.
• • Multi-location events may attract extra fees.

Coverage Scope

We aim to capture the following (subject to your package and schedule):

• • Pre-event preparations (makeup, dressing, etc.)
• • Portrait sessions
• • Bridal and couple entrances
• • Exchange of vows and rings
• • Bridal party entrances
• • Traditional/registry ceremony & reception
• • First dance and parent dances
• • Cake cutting

Note: Coverage depends on actual event activities and booked hours. Additional hours must be booked in advance or will be charged at a higher rate on the day. Activities outside booked hours are treated as after-party coverage.

5. Other Media Teams

• • To ensure the best results, The Polity Media should be the only media team present.
• • If additional media teams or content creators will be present, this must be disclosed in advance.
• • Coverage guarantees apply only when we are the sole media provider.

6. Accommodation

• • If provided by the client, accommodation must be safe, clean, and suitable.
• • The client is responsible for the safety of crew members and equipment.
• • If overnight stay is required due to timing or logistics, accommodation fees will apply.

7. Copyright & Usage

• • The Polity Media retains full ownership of all content produced.
• • We reserve the right to use images and videos for promotion, advertising, and social media.
• • Clients may be tagged in shared content.

8. Client Usage Rights

• • Clients receive a personal, non-commercial license for their media.
• • Commercial use (e.g., advertising or resale) requires a separate agreement.

9. Refund Policy

• • All payments are final. No refunds after booking.
• • Clients are advised to: Review package details carefully, Communicate preferences in advance

10. Dispute Resolution

• • Complaints must be submitted via email within 5 working days of delivery.
• • Issues will be reviewed and resolved where appropriate.

11. Liability

• • The Polity Media is not liable for circumstances beyond its control (e.g., weather, unforeseen disruptions).

12. Data Storage

• • Files are stored for 7 days after delivery.
• • Clients are responsible for downloading and backing up their files promptly.
• • After this period, file availability is not guaranteed.
• • Flash drives are for delivery only, not long-term storage.

13. Client Conduct

• • Clients must treat staff with respect and professionalism.
• • Harassment or abusive behavior will result in immediate termination of services without refund.

14. Agreement

By making payment, you confirm that you have:

• • Read and understood these terms
• • Agreed to be bound by them