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:

Unless stated otherwise, a 25% deposit is required to secure the date for any event, due at the meeting of signing the contract, it is also 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.

Complimentary Session:

In the case of Sand Stone Films offers a free/complimentary 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 months 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, we recommend 6 months before the event, and the second time is recommended 2 - 3 weeks prior to the event in case of any changes in 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 can be held upon the client's request. The meetings are usually limited to a 60-minutes session, through Google Meet, or a 30-minutes session, through ZOOM. Sand Stone Films will only allow 10 minutes late arrival to virtual meetings unless prior notice has been given, a minimum of two (2) hours 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 sessions, and the client will be left with one free session, If the client wishes to meet with Sand Stone Films beyond the second free session, 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 whatsoever, Sand Stone Films will keep the deposit made at the time of signing this contract, as all of the deposits are non-refundable.


Pandemic related changes/cancelations:

In the case that the client wishes to cancel or change the date of the event due to pandemic concerns such as COVID-19, Sand Stone Films will keep the deposit made at the time of signing this contract, as all of the deposits are non-refundable, however, if plans for a furture date is considered, Sand Stone Films will honor the contract as the deposit has been paid.

The regular rescheduling terms listed in this contract will not apply for such change, as long as a written notification has been received, a minimum of 60 days in advance of the original event date.

Sand Stone Films will commit to providing coverage for pandemic-related date changes or cancelations, however, if the date is not available Sand Stone Films is not obligated to cover the event.

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. Please remember, If a deposit is paid, the date is secured.

All dates are given out on a first-come-first-served 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 written permission of the church, synagogue, or other officials to photograph the event in the case of needed permission. The full package price will remain due if such officials/locations deny photographing the event, please contact your location's administrator to confirm such details. 

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 at the location(s) of the event, and a limited number of photographers, and medical emergencies. If a situation occurs in the event that the client does not wish to appear in the final product, the client is responsible to instruct Sand Stone Films before editing begins, within 7 calendar days after the event. 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 or any of its photographers are asked to leave the location, Sand Stone Films and its photographers are not obligated to stay at the location, 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...etc). 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 the current rate of $125.00 per hour for editing plus duplication fees that may apply. Allow an additional 4-8 weeks for re-edits.

Weather and General Safty Guidelines

It is understood that no event shall be canceled due to weather unless backup weather arrangements are made and stated. For outdoor events, the client should provide a safe covered area, free from rain and groundwater. Sand Stone Films highly recommends preparing "Plan B" if the event is set to take place outdoors. 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. 

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 videos 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.

If the venue insisted on placing the crew away from the guests' area, Sand Stone Films and any of its photographers will not be held responsible for missing events such as toasts, words from family and/or friends… etc.

If the DJ is failing to communicate the timeline of the reception with our crew, Sand Stone Films and any of its photographers will not be held responsible for missing events such as toasts, words from family and/or friends… etc.

Delivery of the Final Product

Photography:

Delivery will be approximately 8 weeks after the event for the photos unless specific arrangements are made between Sand Stone Films and the Client for early delivery where additional charges may apply, and about 3 weeks for all the other prints, frames, and albums. The completion period is only an approximate length of time and any longer periods necessary for completion will not void the contract and will not result in any additional charges.

Videography:

Delivery will be approximately 12 weeks after the event unless specific arrangements are made between Sand Stone Films and the Client for early 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 for 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 has requested a bundle, photo, and video, the delivery for both products will be at the same time, approximately 12 weeks after the 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 an incident shall arise. The deposit will be forwarded by Sand Stone Films to the new service provider as well as the amount of package sold.

Revised December 2021