Terms and conditions
By submitting the online booking form you agree to the following terms and conditions.
We recommend you print these out for your own records
“Us”; “We”, means Trafford Photography Limited
“You”, means the person booking Trafford Photography for your event
Our online booking form must be completed and submitted to Us to make a booking. All the details stated on the booking form will be taken as correct unless otherwise or subsequently stated by writing.
By submitting the booking form You are agreeing to the Terms and Conditions on the website at the time of your event.
Booking completion, payment of booking fee
Any submitted online booking forms are considered provisional bookings. We will check availability and then request payment of any booking fees which, once received, secures the booking.
We accept payment by all major credit cards, paypal, bacs and chaps payments. A full invoice / receipt will be provided which is also the confirmation of your booking.
We will confirm your booking with us by e-mail.
Payment of balance
Unless otherwise agreed we require the balance of any booking fee to be paid 10 days before the event along with any extra costs that have been added between payment of the booking fee and the event.
Date changes & cancellations
Any request for a date change or cancellation must be made in writing. Depending on the time between the request and the event date different terms apply as follows:
1. 60 days or more before the event
If the request for a date change is 60 days or more before the event You will be entitled to a full refund of any booking fee less £150;
a credit for the amount of the booking fee against a future event, less £50 administration fee.
2. Between 60 days and at least 30 days before the event
A request for a date change within 60 days but at least 30 days in advance of the original event date is subject to availability and receipt of a new booking form. If there is no availability for the alternate date, any booking fee shall be forfeited.
3. At least 30 days before the event
A cancellation occurring at least thirty days prior to the event date shall forfeit any booking fee.
4. Less than 10 days before the event
A cancellation occurring less than ten days prior to the event date shall forfeit all payments received. Where no payment has been made a cancellation fee of £150 shall be payable. The exception to this would be where the whole event has been cancelled due to unforeseen circumstances or insufficient numbers.
We will arrive before the commencement of the event allowing sufficient time to set up under normal circumstanced so that We are ready to start on time. Wherever possible, the mobile studio or exhibition stand will be set up within the function room or close to the secretary’s station at a sports event.
We will require a minimum space of 12′ x 15′ for the mobile studio, in addition to a nearby power supply.
It is up to You to ensure that the venue agrees to Us being in attendance at the agreed time.
We carry valid PAT certificates and we are covered by Public liability insurance to £5 million, it is your responsibility to ensure this is agreeable with your venue. We will not be responsible for a venue refusing to allow Us to operate.
Venue Access and Location
It is up to You to ensure we are provided with the correct address for the venue and that the venue allows reasonable access for loading and suitable parking .
We require that we shall be the only professional photographic body in attendance. In the event that another photography company or professional photographer is in attendance we reserve the right to charge an additional fee of £200 and remove our service.
Events beyond our control
We will make best endeavours to attend the event. Where circumstances make this impossible due to, but not limited to adverse weather, we will contact You or the venue as early as possible and a full refund will be made.
Traffic delays or vehicle breakdowns
We will always try to arrive at the venue punctually. Where circumstances make this difficult due to severe traffic delays or vehicle breakdowns, we will refund You accordingly to the amount of time delayed by and in proportion to the amount paid for.
Termination of service
We have a zero tolerance policy towards any abuse or threatening behaviour to any of our staff or abuse of our equipment. If this occurs we retain the right to terminate the service immediately. This applies equally to You and your guests. We may terminate the service in cases where our staff feel the equipment belonging to Us is in danger of being damaged or has been damaged due to the actions or unruly behaviour of You or your guests.
Wherever possible and reasonable to do so we will speak with You or the venue first to try to resolve the matter before any termination is enacted. If we do terminate, for such reasons, the full cost will remain due and we will not issue any refunds for any period of service not provided. Further, You will be fully responsible for any damages caused by You or your guests or other attendees at the event to the equipment however caused.
The entire copyright in the Photographs is retained by Us at all times throughout the world.
Use of photos
You agree that all pictures taken can be uploaded to a web gallery and our Facebook page unless otherwise stated and exempt Us from responsibility of publishing the pictures. Photos taken during the event may be used by Us to assist with our promotion and marketing. This may include printed matter as well as online images. We will not use any pictures that we think may cause offence or embarrassment to the people in the picture. We will immediately remove any picture from our website and Facebook if requested to.
You agree to, and understand the following: All guests/competitors hereby give to Us the right and permission to copyright and use of photographic portraits or pictures and email addresses of any guest/competitor who may be included intact or in part, made through any and all media now or hereafter known for illustration, art, promotion, advertising, trade, or any other purpose. In addition You, hereby release, discharge and agree to save harmless Trafford Photography, from any liability, that may occur or be produced in the taking of said picture or in any subsequent processing thereof, as well as any publication thereof, including without limitation any claims for libel or invasion of privacy.
We will in all instances act in what we consider to be the best interests of You and to take steps when required to act to protect the health and safety of guests/competitors. Where such actions lead to an early removal from service or other such action likely to cause distress or dissatisfaction we limit any refunds to the amount of the original booking less the booking fee. This applies to all cases. It in no way affects general public liabilities or employers liability insurance.
Participants must be physically fit to take part in the activities involved and free from any illness or conditions that may render the activity hazardous. By the nature of photography, high quality studio lighting and flash units may be used in creating our images, as are lcd monitors.
Damage to our equipment
You acknowledge that You shall be responsible for any damage or loss of our Equipment caused by any misuse of our Equipment by You or your guests.
If any provision of these terms shall be unlawful, void, or for any reason unenforceable under Contract Law, then that provision, or portion thereof, shall be deemed separate from the rest of this contract and shall not affect the validity and enforceability of any remaining provisions, or portions thereof. This is the entire agreement between Us and You relating to the subject matter herein and shall not be modified except in writing, signed by both parties. In the event of a conflict between parties, You agree to solve any arguments via arbitration.
If no service is received, our maximum liability will be the return of all payments received from You.
We are not responsible for any consequential damages or lost opportunities upon breach of this agreement.
We Reserve the right to change these Terms & Conditions at any time.