Company Policy

Locations:

For events outside of the Tri-state area (Ohio, Kentucky, Indiana, greater than 45 miles radius from downtown Cincinnati) , additional charges will apply for travel and / or accommodations depending on distance and the length of the event. For more details on distance and pricing, please call 513-509-4715.

Deposit:

A 50% deposit is required to secure the date for any event, and it is due before meeting to sign this contract, and it is deducted from the final invoice. An arranged meeting to exchange the final product and the remaining balance is the preferred method to closing the deal/contract. All deposits are non-refundable.

Complementary Session:

In the case of Sand Stone Films offers a free/complementary session, i.e.. engagement photo session, engagement video session, the offer is valid with the following conditions:

-If the couple chooses to accept and do the session prior to the wedding for example, the session is valid from the date of the contract up to the date of the wedding/event.

-If the couple chooses to accept and do the session, but after the wedding/event, the session is only valid for 6 month from the date of the wedding/event.

Meetings and review:

The client gets two (2) detail-review sessions for free; the first time is to be chosen by the client, and the second time is recommended 2 - 3 weeks prior to the event in case of any changes in the wedding plans. If the client wishes to meet with Sand Stone Films more than twice, a $75 per hour charge will be added to the final invoice.

Virtual Meetings:

Given the current situation regarding COVID-19, virtual meetings will be held upon client request. The meetings are usually limited to a 60-minutes session, through Google Meet, or 30-minutes session, through ZOOM. Sand Stone Films will only allow 10 minutes late arrival to virtual meetings, unless a prior notice has been given, minimum one hour prior to the virtual meeting, if no-show, 10 minutes after the start time of the meeting, this will be taken against the two free session, and the client will be left with one free session, If the client wishes to meet with Sand Stone Films beyond this point, a $75 per hour charge will be added to the final invoice.

Cancelation and fees:

In the case that the client wishes to cancel the event, for any reason what so ever, Sand Stone Films will keep the deposit made at the time of signing this contract, as all of deposits are non-refundable.

Limitations of Photographing:

Because of the nature of this business not all events can be photographed due to other events that may have been secured on your event date, however, we will try our best to cover the entire paid event. If a deposit is paid, the date is secured.

All dates are given out on a first come first serve basis. Dates cannot be guaranteed or held unless a deposit and a signed contract have been received by Sand Stone Films.

All deposits are non-refundable. If a date must be changed, an additional fee of $200 will be required. If new date is not available, Sand Stone Films IS NOT obligated to photograph the event. If the deposit has been paid by check and the check is returned, the contract is void and the date is no longer secured.

Locations' Permits:

It is the sole responsibility of the client to secure a written permission of the church, synagogue or other officials to photograph the event in the case of a needed permission. Full package price will remain due if such officials deny photographing of the event. Some locations have strict rules on photography; we are obligated to respect these rules and photograph according to their regulations. Sand Stone Films cannot and will not be held responsible for not being allowed to photograph the event in the way the client may wish if the authorities representing the facility will not allow it. Sand Stone Films suggests that the client ask for the facilities rules ahead of time and read through them so there is an understanding of what will and won't be allowed. Sand Stone Films will make every effort to ensure that your event will be photographed in a professional and artistic manner capturing all of the events involved. However, neither everything nor everyone may get photographed due to circumstances beyond our control. Sand Stone Films will not be held responsible for circumstances beyond our control, including but not limited to power failure, defective equipment and limited number of photographers, and medical emergencies. If a situation occurs at the event that the client does not wish to appear in the final product, the client responsible to instruct Sand Stone Films before editing begins. If the client chooses a location for photos between ceremony and reception and the said location requires a permit, the client is responsible for securing such permits, and if a permit is not secured and Sand Stone Films is asked to leave the location, Sand Stone Films and its photographers are not obligated and will not be held responsible to photograph in this location.

Technical errors and editing changes:

If there are any errors, Sand Stone Films must be contacted within 2 weeks of delivery so corrections can be made. Editing errors are corrected at no charge (i.e., spelling, technical errors). Any requested change to the final product must be submitted, in writing, no later than 2 weeks after the delivery of the product. After 2 weeks, Sand Stone Films is not responsible for any requested changes. Additional re-editing will be charged at current rate of $125.00 per hour for editing plus duplication fees that may apply. Allow an additional 4-8 weeks for re-edits.

Raw footage and copyrights:

Sand Stone Films guarantees to the client the full copyrights of the photos and video footage taken/edited after the full payment has been submitted. However, we reserve the full right of usage of all and any footage captured by any of its photographers for advertisement and promotional purposes. Although, all rights of usage are guaranteed to the client, Sand Stone Films will not, under any condition give out RAW video or photos.

Meals:

For events/production days longer than 4 hours, Sand Stone Films kindly asks the client to provide a meal to the photographers when guests are served. Because plans change we would prefer to eat dinner in the same room as the party to avoid the possibility of missing something that may happen unexpectedly, such as toasts, words from family and/or friends… etc.

DELIVERY OF PRODUCT:

Photography:

Delivery will be approximately 8 weeks after event for the photos, and about 3 weeks for all the other prints and frames and albums. The completion period is only an approximate length of time and any longer periods necessary for completion will not void this contract and will not result in any additional charges.

Videography:

Delivery will be approximately 12 weeks after event, unless specific arrangements are made between Sand Stone Films and the Client for early or later delivery, where additional charges may apply. The completion period is only an approximate length of time and any longer periods necessary for completion will not void this contract and will not result in any additional charges.

You may expect Sand Stone Films to provide a high quality, well-presented product of your event. It will be photographed in the style and manner as indicated in the examples of Sand Stone Films work that you have been invited to view.

In the case where the client have requested a bundle, photo and video, the delivery for both products will be at the same time, approximately 12 weeks after event.

Sand Stone Films reserves the right to provide replacement service of equal ability in the case of an emergency or accident, and will notify the client immediately if such incident shall arise. Deposit will be

forwarded by Sand Stone Films to new service provider as well as the amount of package sold.

It is understood that no event shall be canceled due to weather unless back-up weather arrangements are made and stated. For outdoor events purchaser should provide a safe covered area free from rain and ground water.

Sand Stone Films reserves the right to stop service at any time in the interest of safety for all persons and equipment. The agreed wage shall not be affected by such conditions. Sand Stone Films will make every effort to continue service. 

Revised on December 2020