Terms & Conditions

Visible Memories Last updated: 08/07/26

These terms apply whenever you book videography or digital transfer services with Visible Memories (“we”, “us”, “our”), run by Ian Byers and based in Felixstowe, Suffolk. By booking with us, you (“you”, “the client”) agree to these terms.

1. Our services

We provide videography services for weddings, proms, christenings, parties, and other events, along with a digital transfer service for converting existing video media (VHS, DVD, MiniDV, etc.) into digital formats. Exact deliverables (e.g. edited film length, number of copies, delivery format) will be confirmed with you at the time of booking.

2. Booking and payment

  • A booking is confirmed once we’ve agreed the details and received a deposit of [X]% of the total fee (or £[X]).
  • The remaining balance is due [before the event / on delivery / within X days of the event — confirm].
  • Prices quoted are valid for [X days] and may change after that if not confirmed.
  • Payment can be made via [bank transfer / cash / other — confirm accepted methods].

3. Cancellations and rescheduling

  • If you cancel: deposits are non-refundable, as they secure your date and turn away other bookings. [Confirm any sliding-scale cancellation fee for cancellations closer to the event.]
  • If you need to reschedule: we’ll do our best to move to a new date, subject to availability, at no extra charge if given reasonable notice (e.g. [X weeks]).
  • If we cancel: in the rare event we’re unable to attend due to illness, emergency, or circumstances beyond our control, we will try to arrange a suitable replacement videographer where possible, or refund any payments made for services not delivered.

4. On the day

  • We ask that you let us know of any specific shots, moments, or family members you’d like us to prioritise, ideally in advance.
  • We film in an unobtrusive, documentary style and won’t direct your event or guests unless asked.
  • Access to certain areas (e.g. during a ceremony) may be restricted by the venue or officiant — we’ll always follow venue rules, and can’t guarantee specific shots where access is limited outside our control.
  • We are not liable for missed footage caused by circumstances outside our reasonable control, including equipment failure, extreme weather, venue restrictions, or actions of third parties (e.g. guests blocking a shot).

5. Delivery

  • Edited films are typically delivered within [X weeks] of your event, depending on the size of the booking and time of year.
  • Delivery format (USB, digital download, DVD) will be agreed with you at booking.
  • If you need footage sooner (e.g. for a same-day edit or highlights reel), let us know in advance — this may be a separate add-on service.

6. Digital transfer service

  • You are responsible for ensuring physical media sent to us is your own property or that you have the right to have it copied.
  • We take reasonable care of any media you send us, but we cannot guarantee the condition or quality of transfer for old, damaged, or degraded tapes — some loss of quality may be unavoidable and is not our responsibility.
  • We recommend not sending your only copy of irreplaceable footage without checking with us first; we’re happy to advise on this before you post anything.
  • Original media will be returned to you [alongside your digital copy / on request] unless otherwise agreed.

7. Copyright and use of footage

  • Visible Memories retains copyright over the footage we film and edit.
  • You are granted a licence to use, copy, and share the delivered footage for personal, non-commercial purposes (e.g. sharing with family, on personal social media).
  • We may wish to use short clips or photos from your event in our portfolio, website, or social media to showcase our work. We will always ask for your separate permission before doing this, and you’re free to say no or withdraw permission at any time.
  • You may not sell, broadcast commercially, or otherwise commercially exploit footage we deliver without our written agreement.

8. Guests and third parties

Weddings and events naturally involve filming guests who haven’t individually agreed to be filmed. By booking with us, you confirm you’ll let your guests know that filming will be taking place where appropriate (e.g. a note in your order of service or on invitations), and you accept that incidental footage of guests forms part of the delivered film.

9. Liability

  • Our liability for any loss or damage arising from our services is limited to the total fee paid for that booking, except where liability cannot be limited by law (e.g. for death or personal injury caused by our negligence).
  • We carry public liability insurance  and will provide details to venues on request.
  • We are not liable for indirect or consequential losses.

10. Complaints

If you’re unhappy with any aspect of our service, please get in touch directly — most issues can be resolved quickly through a conversation. Contact us at:

  • Email: ianbyers@btinternet.com
  • Phone: 07890 409866

11. Governing law

These terms are governed by the laws of England and Wales, and any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

See also our [Privacy Policy] for details of how we handle your personal data and footage.