TERMS AND CONDITIONS ASTON MEDIA PRODUCTIONS LTD 2026

Aston Media Productions Ltd (AMP) undertakes audio visual (AV)/filming projects subject to a signed AV/filming contract and/or received Purchase Order; with the agreement that our terms and conditions are accepted by the client.

1. Payments. Payment for our services must be paid by BACS or via a payment link as soon as the invoice is received and before the event. Paying the invoice means you agree to our T&Cs. Your booking is not secure until payment is received. AMP cannot guarantee AV equipment hire or services if payment is not received by the due date on the invoice.
2. Cancellation. In the event of the client cancelling a booking, AMP reserves the right to charge the client the full balance should the cancellation fall within 8 weeks before the event date. In the event of AMP needing to cancel the booking prior the event date; the client will receive a full refund of all monies paid. The client agrees to no further claims from then on.

2a. For events happening in countries outside of England, Scotland and Wales; cancellation from the client must fall before 16 weeks prior the event.  In this case, the client would be required to still pay expenses lost.

2b. In the scenario where AMP cannot attend an event due to a flight/ferry cancelation, car hire/transfer issues and any other means of travel problems resulting in non attendance by AMP to the event; the client will receive a refund of the event package fee minus any expenses occurred by AMP (i.e. flight tickets, car hire and hotels). The client agrees to no further claims from then on.

2c. In the scenario where AMP cannot attend an event due to unpreventable travel issues (i.e. car breakdown, train cancellations), AMP crew illness or any other problem resulting in non attendance by AMP to the event; the client agrees to receive a full refund of the event package fee only of any monies paid to the date. The client agrees to no further claims from then on.  Please note, AMP will always ensure show crew are based as locally as possible to the venue/s pre-event.

2d. If a client needs to postpone an event to a different date, AMP will try to accommodate the change, however, in the case where AMP is unavailable on a rescheduled event date; the client agrees the deposit is non-refundable and ‘point 2’ comes into action.

2e. If an event is cancelled on the event day for any reason (including weather or venue issues) by the client or another entity outside of AMP, it will be the client’s responsibility to claim back all monies from their insurance company and not request a refund from AMP for any monies paid to date.

2f. Any acts from the UK Government that prevent an event from happening as planned will result in the booking deposit (and balance if already paid) kept for 24 months so the client can re-book their event date.  If AMP is unable to return for the new rescheduled event date all monies will be refunded minus any expenses.

3. Attendance & Overtime. Unless booked specifically and mentioned prior an event date, there will be two crew members present on your event day as standard. Depending on the package you choose the crew will attend the full day/days mentioned on the booking form and/or day plan.  There is no guarantee who the crew member will be on the day.

3a. If the event overruns, and AMP crew is requested to stay on longer, this will incur charges of £75 per hour per crew member after the agreed end time of the event. This extra attendance will be only at the discretion of the AV Production Manager on the day. The extra payment will be invoiced and paid by the client within 30 days after the event.

4. Video Planning. Client is asked to give full details of required filming/recording prior all events. If there is no video director on the client’s team present during the recording process, the filming and recording process/direction from AMP will be deemed correct. The client agrees to no further claims from then on.  AMP will arrange a site visit and pre-meeting with the client at approx. 4 weeks prior the event.

4a. For promotional / outreach videos, AMP will arrange a pre-planning meeting with the client to discuss all aspects of the film which includes script and/or storyboard.

5. Breaks. During events/shoot days with up to 8 hours attendance the AMP crew will be entitled to a minimum 30-minute break (taken at a time agreed with the client).
6. Coverage. In the case of live events such as a conferences and live music, all coverage captured is at the full discretion/direction of AMP and shall be deemed correct by the client.  AMP will film your event as agreed in the final pre-planning meeting notes, however we cannot be held responsible for circumstances preventing this, such as: a) failure by the client to provide an accurate schedule of events or adequate notice of any changes that arise or of events that were not mentioned in the pre-planning meeting notes, this includes last moment changes by organisers; b) earlier start of events than mentioned in the pre-planning meeting/filming notes c) inclement weather & filming conditions; d) restrictions placed by the venue or security officials; e) disruptions in live sound recording caused by any other disturbances other than the stage audio; f) Technical failures during live filming or g) audience or contractors suppliers blocking the cameras during filming.

6a. Whilst every effort is made to provide comprehensive coverage of live events, AMP does not guarantee to capture any specific item of footage and the videographer’s judgement regarding filming conditions/shots and what is captured shall be deemed correct. The client agrees that all shots captured are within AMP judgement only and are deemed correct for a live occasion.

6b. If included in your quote, drone and aerial videography is supplied by AMP.  All our Drone pilots are subcontracted licensed pilots certified by the Civil Aviation Authority (CAA) and fully insured.  With all Drone work undertaken, AMP will liaise with venues and landowners regarding permissions to fly.  Any changes to agreed flight times due to bad weather/permissions which are outside of AMP control will not result in a refund to the client.  Our Drone pilots cannot guarantee any particular shot is captured on the day, However, AMP will always use full discretion to convey what needs to be captured for the best shots possible. AMP holds no responsibility to any accidents or injuries resulted to persons or property by a drone pilot subcontracted by AMP. These private entities (Freelance or company pilots) carry their own Public Liability Insurances for any claims due to damages and it is the responsibility of the client to gather these directly.

6c.The client takes full responsibly to ensure all delegates, attendees and speakers including their representatives are notified that the event is being filmed/recorded/live-streamed.  If any persons at the event cannot be or do not wish to be filmed AMP must be notified of this within 4 weeks prior the event for suitable time to plan.  The client holds for responsibility for any persons who claim under any privacy matters due to being filmed at the event.

7. Editing/Post event info. In the case of live events such as a conference, all editing decisions for videos are at the discretion and direction of AMP only and shall be deemed correct by the client. Editing begins only once either all outstanding payments & information requests have been settled. Post-production on all videos is agreed via email with the client. If no agreement is made prior the event/shoot day; the edit time is 2-3 weeks.

7a. The creative director (AMP) is responsible for overseeing the editing stage and their creative & technical judgement regarding the work is final. Any applications for amendments after delivery must be made in writing within 7 days of receipt of the finalised edit.  A charge will be made for any amendments outside of the agreed sets of edits (see your personalised quote). All edits are at the discretion of AMP and AMP has the right to decline any re-edits required.  The studio and editor hire rates are £185 per hour.

7b. Multi-camera shoots for all filming will be colour-corrected and matched at the AMP film editor’s discretion and this shall be deemed correct.  AMP does not guarantee matched camera kit on event shoots.  All footage will be shot at Full HD, 25fps or 50fps at 1080p at a REC.709 colour space as standard, unless specified prior in writing and agreed by AMP; at least 4 weeks prior the event date.

8. Live-streaming If included in your AV quote, AMP will live-stream your event using one of the following platforms: Zoom, Microsoft Teams, YouTube, Facebook or Vimeo.  AMP cannot guarantee continual live-streaming if the following occurs: electrical power cut, technical failings of equipment, low internet upload speeds and/or internet disconnection/drop outs.  However, AMP will ensure there are back up systems in place including recordings (only if permitted) of a Live-Stream. In the event of the previous events occurring during a Live-Stream, the client acknowledges and accepts that there will be a delay in the live-stream broadcast before all systems are fully operational again.

8a.The client will notify all viewers wishing to attend a live-stream to use high download speed internet (preferably LAN-connected) for the best viewing of a live-stream broadcast.

8b. The client is responsible for letting all attendees/audience members or speakers during the live-stream and video recordings know that they could be seen on camera.  The client will ensure that any issues with attendees or speakers who do not want to be live-streamed or video recorded are mentioned to AMP prior the event/show.

9. Playing your films. All videos are digitally sent to our clients from a private website with a link for self download only. AMP makes the decision on how the films are provided to the client.  It is the client’s own responsibility and at their own expense to have their own compatible TV or computer to view the digital video files provided by AMP.
10. Conferences and event room conditions. AMP will provide and operate AV equipment for conferences and all other events as agreed with the client via a quote and booking form. Adverse room conditions including high/low temperatures, bad room acoustics, too much or lack of lighting which inhibits comfortable viewing of (for example) TV and projection screens is not the responsibility of AMP.  The client will be advised of all recommendations to avoid any AV issues, as mentioned, during the quotation process via notes made on the quotations/emails.  AMP will deliver only the best outcome but within the limits of the room(s) provided by the client.

10a. Third party AV equipment.  AMP advises that all AV equipment used on events is provided by AMP.  However, in the scenario where the client requests AMP to use third party AV equipment, either provided by a venue (i.e. a projector) or by a speaker (i.e. a laptop), AMP will ensure great care is taken of equipment provided, however, the client agrees that AMP will hold no responsibility for any accidental damage, including hardware or software, which may occur when joining/connecting/operating third party equipment with AMP AV equipment.  The client will need to have insurance to cover any costs related to the above.

10b. Dry hire and deliveries. AMP will deliver AV equipment as quoted and agreed with the client. All equipment will be pre-tested and in working condition with up-to-date PAT-certificates. When AMP staff are not operating the equipment (dry hire) the client will be solely responsible for ensuring the equipment is safe and remains undamaged throughout the hire period. Any damages to the dry hire equipment are the sole responsibility of the client or their insurance company. Equipment will be delivered on the agreed date and at the agreed time in the booking form. AMP will not be responsible for late delivery in case of the following: road traffic accidents, road closures or in case of a lack of parking/loading areas at the client’s venue. However, AMP will always pre-plan in the best possible way to try to avoid any late delivery. The client will ensure adequate parking/loading areas are either booked in or explained to AMP prior to the event to avoid loading issues.

11. Usage & Copyright. The copyright of the video productions / live-recordings produced by AMP are and shall remain the property of the client.

11a. Unedited video footage is not given or sold to the client or any third parties.

12. Electricity: Unless specified or requested, AMP will be using in-house ring-main electrics and will presume all is safe and suitable for powering its equipment. AMP is not to be held responsible for power-outages. All equipment is PAT tested.
13. Data protection and UK GDPR – The client agrees to AMP’s data protection and UK GDPR regulations as found in the footer of the website.