Last Updated: 8 August 2026
Welcome to Rabbit Wilcox Films. These Terms & Conditions govern the booking and provision of our photography, videography, film production, event coverage, podcast recording, live streaming, editing and related creative services.
By making a booking, paying a deposit, approving a quotation or instructing Rabbit Wilcox Films to begin work, you agree to these Terms & Conditions.
1. About Us
Rabbit Wilcox Films provides professional photography, videography, film production, podcast and interview recording, event coverage, live streaming, editing and related creative services.
For the purposes of these Terms & Conditions, “we”, “us” and “our” refer to Rabbit Wilcox Films.
“Client”, “you” and “your” refer to the person, company, organisation or other party purchasing our services.
2. Services & Quotations
2.1
The services we provide will be set out in your quotation, proposal, booking confirmation or agreed project brief.
2.2
Each quotation will specify, where applicable:
- Date and duration of the service
- Location
- Type of production
- Number of cameras or crew members
- Photography or videography coverage
- Equipment requirements
- Editing requirements
- Deliverables
- Turnaround times
- Additional services
- Total price
- Payment schedule
2.3
Unless otherwise stated, quotations are valid for 7 days from the date issued.
2.4
A quotation does not constitute a confirmed booking. Your date is only secured once we have received the required booking payment and confirmed the booking in writing.
2.5
Any services requested after the original quotation has been accepted may incur additional charges.
3. Booking & Payment
3.1
A booking deposit or booking fee may be required to secure your date.
The required amount will be stated in your quotation or booking confirmation.
3.2
The booking fee secures our availability for your agreed date and may cover pre-production, planning, administration and the opportunity cost of declining other work for the same date.
3.3
Unless otherwise agreed in writing, the remaining balance must be paid before or on the agreed production date.
3.4
For larger commercial, corporate or multi-day projects, we may agree a staged payment schedule.
3.5
We reserve the right to suspend or postpone delivery of final content where an invoice or agreed payment remains outstanding.
3.6
All prices are subject to VAT where applicable.
4. Cancellation & Rescheduling
4.1 Cancellation by the Client
If you cancel a booking, any booking fee or deposit may be retained to cover the date reserved, preparation and costs already incurred.
Where significant costs have already been committed on your behalf, you may also be responsible for those costs.
4.2
For cancellations made close to the production date, we may charge additional cancellation fees depending on the amount of preparation completed, suppliers engaged and whether the date can reasonably be rebooked.
Any specific cancellation terms stated in your quotation or contract will take precedence.
4.3 Rescheduling
We will make reasonable efforts to accommodate a request to move your booking to another date.
Rescheduling is subject to:
- Our availability
- Supplier availability
- Venue availability
- Crew availability
- Equipment availability
Additional costs may apply where third-party suppliers or other non-refundable expenses have already been incurred.
4.4
If a suitable alternative date cannot be agreed, the booking may be treated as cancelled.
5. Events Outside Our Control
We will make reasonable efforts to provide the agreed services.
However, we cannot be held responsible for failure or delay caused by circumstances beyond our reasonable control, including:
- Severe weather
- Flooding
- Fire
- Natural disasters
- Government restrictions
- Venue closure
- Public transport disruption
- Power failure
- Civil disturbance
- Serious illness
- Accident
- Equipment failure despite reasonable precautions
- Loss of access to a venue
- Restrictions imposed by venue management
- Acts of third parties
- Other force majeure circumstances
Where reasonably possible, we will work with you to find an alternative solution or date.
6. Event Access & Client Responsibilities
The Client is responsible for providing accurate information regarding the event, location, timings and requirements.
You must ensure that we have reasonable access to:
- The venue
- Filming locations
- Required rooms or areas
- Power supplies where required
- Parking or loading access where applicable
- Guests, speakers or participants who need to be filmed
The Client is responsible for obtaining any venue permissions required for filming unless otherwise agreed.
If access is delayed or restricted through circumstances outside our control, this may affect the amount of coverage we are able to provide.
7. Event Timing & Overtime
Our agreed coverage period will be stated in your quotation.
If your event runs beyond the agreed coverage period, additional filming time may be charged at our applicable overtime rate.
Where possible, we will inform you before additional charges are incurred.
If overtime cannot be accommodated because of crew, venue or other commitments, we reserve the right to finish coverage at the agreed time.
8. Weddings, Parties & Private Events
For private events, we aim to capture the important moments of your occasion.
However, we cannot guarantee that every individual, guest, interaction or moment will appear in the final footage.
Events are unpredictable, and our coverage depends on:
- The event schedule
- Guest movement
- Lighting
- Venue restrictions
- Accessibility
- Timing
- Weather
- Unexpected changes
We will use reasonable professional judgement to capture the most important moments.
9. Corporate Events, Conferences & Exhibitions
For corporate events, conferences, exhibitions and trade shows, the Client is responsible for communicating any filming restrictions imposed by:
- Event organisers
- Venues
- Speakers
- Exhibitors
- Sponsors
- Customers
- Employees
- Other third parties
The Client should notify us before the event of any individuals, areas, presentations or materials that must not be filmed.
10. Interviews & Case Studies
Where we are filming interviews, testimonials or customer case studies, the Client is responsible for ensuring that participants have provided any necessary permission to be recorded.
The Client should also ensure that participants understand how the resulting content may be used.
We are not responsible for disputes arising between the Client and an interview participant regarding the participant’s appearance or statements.
11. Photography & Videography Style
Our work involves a degree of creative judgement.
While we will consider your preferences, references and agreed brief, the final creative style may reflect our professional judgement and artistic approach.
Specific shots, poses, angles, locations or creative outcomes cannot always be guaranteed.
We will make reasonable efforts to deliver work consistent with the agreed brief.
12. Editing & Post-Production
Editing is carried out according to the agreed package or quotation.
Unless otherwise specified, our creative editing decisions will include selection of footage, pacing, music, colour treatment, transitions and other post-production elements.
12.1 Revisions
Where revisions are included in your package, the number of included revision rounds will be stated in your quotation.
Additional revisions may be charged separately.
12.2
Major changes to the original brief after editing has begun may be treated as additional work and may incur additional charges.
12.3
Feedback should be consolidated where possible to avoid unnecessary delays and additional editing costs.
13. Delivery Times
Estimated delivery times will be communicated during the booking or project process.
Turnaround times may vary depending on:
- Project size
- Number of filming days
- Amount of footage
- Editing requirements
- Number of deliverables
- Revision requests
- Client response times
- Third-party requirements
Delivery dates are estimates unless a specific deadline has been agreed in writing.
14. Client Delays
Where we are waiting for information, feedback, approvals, music, logos, scripts, brand assets or other materials from the Client, our delivery schedule may be extended accordingly.
We are not responsible for delays caused by late client feedback or failure to provide required materials.
15. Raw Footage
Unless specifically included in your package, raw or unedited footage is not automatically provided.
If you require raw footage, this must be agreed before or during the project.
Additional charges may apply for:
- Preparing raw footage
- Data storage
- Hard drives
- File transfer
- Long-term storage
We cannot guarantee indefinite storage of raw footage after final delivery.
16. Data Storage & Backup
We take reasonable steps to protect and back up project files during production and post-production.
However, clients should download and securely store their final delivered files.
Unless otherwise agreed, we do not guarantee permanent storage of your footage or final files after project completion.
17. Music, Stock Assets & Third-Party Materials
Where music, stock footage, images, fonts, graphics or other third-party materials are used, they may be subject to separate licensing conditions.
We will make reasonable efforts to use appropriately licensed materials.
The Client must not assume that third-party materials can be extracted from the final production and reused independently without checking the applicable licence.
If the Client supplies music, images, logos, footage or other materials, the Client confirms that they have the necessary rights and permissions to provide them to us for use in the project.
18. Copyright & Intellectual Property
Unless otherwise agreed in writing, Rabbit Wilcox Films retains copyright and intellectual property rights in our original creative work, production processes, project files and underlying materials.
Upon receipt of full payment, the Client receives the agreed usage rights to the final deliverables for the purposes stated in the quotation or project agreement.
The Client does not automatically receive ownership of:
- Raw footage
- Project files
- Editing timelines
- Unused footage
- Original photography files
- Production templates
- Internal workflows
- Source files
Any transfer of copyright or ownership must be expressly agreed in writing.
19. Client Usage Rights
Once the project has been paid for in full, the Client may use the final agreed deliverables for their own marketing, promotional, personal or business purposes, subject to any restrictions specified in the quotation.
Where content includes third-party intellectual property, music, performers, venues or other rights holders, the Client remains responsible for ensuring that its intended use is permitted.
20. Portfolio & Promotional Use
Unless otherwise agreed in writing, Rabbit Wilcox Films may use selected photographs, video clips, stills and extracts from completed projects for our:
- Website
- Portfolio
- Showreel
- Social media
- Marketing materials
- Advertising
- Awards submissions
- Promotional presentations
If your project contains confidential information or is subject to restrictions on publication, please inform us before production.
We will respect reasonable confidentiality requirements agreed in writing.
21. Privacy & Personal Data
We may collect and process personal information necessary to provide our services, including names, contact details, booking information and project-related communications.
Personal data will be handled in accordance with applicable UK data protection legislation and our Privacy Policy.
Where individuals appear in event footage, photography or interviews, responsibility for obtaining appropriate permissions will depend on the circumstances and the agreed production arrangement.
22. Drone Photography & Videography
Drone filming may be available as part of selected productions.
Drone operations are subject to applicable UK aviation regulations, airspace restrictions, weather conditions, venue permissions, safety considerations and any required permissions or authorisations.
We reserve the right to cancel, modify or restrict drone operations where we reasonably believe that flying would be unsafe, unlawful or inappropriate.
If drone filming cannot take place for reasons outside our reasonable control, we will seek to provide suitable alternative coverage where practical.
Drone footage is not guaranteed unless expressly confirmed as part of the agreed production.
23. Live Streaming
Where live streaming is included, the service depends on suitable:
- Internet connectivity
- Power
- Venue access
- Streaming platform availability
- Equipment
- Network bandwidth
We cannot guarantee uninterrupted streaming where technical failures arise from third-party networks, platforms, venue infrastructure or circumstances outside our reasonable control.
The Client is responsible for providing or approving access to the relevant streaming platform where required.
24. Equipment & Technical Failure
We use professional equipment and take reasonable precautions to protect against technical failure.
However, equipment and technology can fail.
Where reasonably possible, we may use backup equipment or alternative methods.
Our liability for technical failure will be subject to the limitations set out in these Terms & Conditions.
25. Client-Supplied Equipment or Materials
Where the Client provides equipment, media, storage devices, files or other materials, we will take reasonable care when handling them.
However, we are not responsible for pre-existing damage, corruption, incompatibility or failure of Client-supplied materials.
26. Liability
We will provide our services with reasonable care and skill.
To the extent permitted by law, we will not be liable for indirect or consequential losses, loss of profit, loss of business, loss of opportunity or other indirect financial losses arising from the provision of our services.
Nothing in these Terms & Conditions excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot legally be excluded.
Where permitted by law, our total liability in connection with a project will not exceed the total amount paid by the Client for the relevant services.
27. Venue & Location Restrictions
Some venues may impose restrictions on:
- Camera positions
- Lighting
- Audio recording
- Tripods
- Cables
- Drones
- Filming guests
- Access to stages
- Recording performances
The Client is responsible for notifying us of known restrictions before the event.
We will comply with reasonable venue and safety requirements.
28. Safety
We reserve the right to stop filming or withdraw crew from any situation that presents a serious or unreasonable safety risk.
This includes dangerous weather, unsafe structures, aggressive behaviour, uncontrolled crowds, hazardous locations or other circumstances that may place our personnel or equipment at unreasonable risk.
Where possible, we will discuss alternative arrangements with the Client.
29. Client Feedback & Approval
The Client is responsible for reviewing supplied drafts and providing feedback within a reasonable period.
Once final content has been approved, further changes may incur additional charges.
Where a Client approves a final version, Rabbit Wilcox Films is not responsible for errors that could reasonably have been identified during the approval process.
30. Complaints
We aim to provide a high standard of service.
If you have a concern about our services, please contact us as soon as reasonably possible and provide details of the issue.
We will review the matter and attempt to resolve genuine concerns fairly and professionally.
31. Changes To These Terms
We may update these Terms & Conditions from time to time.
The version applicable to your booking will generally be the version in force when your booking was confirmed, unless a subsequent written agreement between us states otherwise.
32. Governing Law
These Terms & Conditions are governed by the laws of England and Wales.
Any disputes arising in connection with these Terms & Conditions shall be subject to the jurisdiction of the courts of England and Wales, unless applicable law requires otherwise.
33. Agreement
By booking our services, paying a deposit, approving a quotation or instructing Rabbit Wilcox Films to commence work, you confirm that you have read, understood and agreed to these Terms & Conditions.
If there is any conflict between these Terms & Conditions and a specific written project agreement or quotation, the specific written agreement will take precedence where expressly stated.
Contact Us
If you have questions about these Terms & Conditions or would like to discuss a project, please contact Rabbit Wilcox Films.
Rabbit Wilcox Films
Film • Photography • Videography • Events • Live Streaming • Content Production