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.
Unless stated and/or agreed upon otherwise, a 25% retainer of the total purchased packed is required to secure the date for any event, and it is due at the meeting and/or signing of the contract, it is also deducted from the final invoice. If the client chooses a delivery method other than digital/online delivery, an arranged meeting to exchange the final product will be decided once the final product has been completed and all outstanding balance(s) have been cleared by Sand Stone Films. Any and All retainers are non-refundable.
In the case of Sand Stone Films offering 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.
All packages offered by Sand Stone Films, include an engagement session. If the couple chooses to opt-out of the engagement session, the price of the chosen package remains unchanged.
Meetings and review
The client gets two (2) review sessions for their timeline at no charge; the first time is to be chosen by the client, we recommend a minimum of 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 $150 per hour charge will be added to the final invoice.
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-minute 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 offered above. 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 $150 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 retainer made at the time of signing this contract, as all of the retainers are non-refundable.
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 retainer made at the time of signing this contract, as all of the retainers are non-refundable, however, if plans for a future date are considered, Sand Stone Films will honor the contract as the retainer 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 and/or a substitute is not available to take over the contract, Sand Stone Films is not obligated to cover the event.
Limitations of Photographing:
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 retainer is paid, the date is secured, and it is first-come-first-serve.
All dates are given out on a first-come-first-served basis. Dates cannot be guaranteed or held unless a retainer and a signed contract have been received and cleared by Sand Stone Films.
All retainers are non-refundable. If a date must be changed, an additional fee of $400 will be required to secure the new date, if the new date is available. If new the date is not available, Sand Stone Films IS NOT obligated to photograph the event, and the retainer is non-refundable.
If the retainer has been paid by check and the check is returned, the contract is void and the date is no longer secured.
Locations' Permits, Limitaitions, and Conditions
It is the sole responsibility of the client to secure written permission of the church, synagogue, or other officials/locations 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.
As some locations have strict rules on photography and videography; 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, and submit a copy of these rules to Sand Stone Films for review.
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, 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 fully 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 in the final product that are discovered by the client, 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, black flicks, and frames...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 $300.00 for editing plus duplication fees that may apply. Allow an additional 4-8 weeks for re-edits.
If the client wishes to receive a different edit to the video(s) that are not technical issues related, a meeting with Sand Stone Films must be arranged, and additional change will apply, including meeting time ($150/hr.), new editing time starting at $800.
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 its service.
Raw footage usage rights, and copyrights
Sand Stone Films guarantees to the client the full usage rights of the photos and video footage taken/edited after the full payment has been cleared. However, as Sand Stone FIlms owns the full copyrights of all and any of its photos and videos by default, 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 conditions or agreements, give out RAW videos or photos to any of its clients.
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
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 needed by Sand Stone Films will not void the contract and will not result in any additional charges.
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 needed by Sand Stone Films will not void the contract and will not result in any additional charges.
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.
Guarenteed Profissonilism and Work Quality
You may expect Sand Stone Films to provide high-quality work, well-presented products, and a professional attitude for your event. It will be photographed in the style and manner indicated in the examples of Sand Stone Films' work that you have been invited to view.
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 retainer will be forwarded by Sand Stone Films to the new service provider as well as the amount of package sold.
Revised JUNE 2022