Our company policy

Legalities

Overview

Sand Stone Films is an established and well respected company. We continue to build our reputation by providing excellent, professional services and we enjoy strong business relationships with our customers as their destination for photography and videography. We have a responsibility to be open and responsive to our clients’ requests for information because it is among the many ways we build business partners and life-long clients.

Purpose

This policy exists to assure that the information disclosed by Sand Stone Films is timely, accurate, comprehensive, authoritative and relevant to all aspects of Sand Stone Films. Adherence to this policy is intended to provide an effective and efficient framework to facilitate the timely dissemination of information. This also guarantees the rights and responsibilities of all parties involved.

Locations

For events over 5 miles outside of the Greater Cincinnati 275 loop, additional charges may apply for travel and /or accommodations depending on distance. For more details on distance and pricing, please call 513-509-4715.

Deposit:

For Weddings, a 50% deposit is required to secure the date for any event, and it is due at the time of meeting to sign the contract. It is deducted from the final invoice. The remaining 50% is due 3 weeks before the wedding.

For all other events, the full amount is due at the time of signing SOW (Statement Of Work).

ALL deposits are non-refundable.

Meetings and review:

For weddings, 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 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.

For all other events, number of meetings may vary depending on the nature of the event. All charges for meetings outside the scope of the event will be applied to the final invoice after approving a SOW. (Statement Of Work)

Cancellation and fees:

For weddings, 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 the contract. (Again, all deposits are non-refundable.) The client must submit a cancellation request in writing, to be signed by the client and Sand Stone Films, stating that the event has been cancelled. It also needs to state the date of cancellation the terms above regarding the non-refundable deposit. If the client fails to submit the cancellation request in writing, the client is expected to pay the remaining amount of the package agreed upon in the contract after the deposit is received.

For all other events, if Sand Stone Films has received full payment, 50% of the amount received will be refunded. The client must submit a cancellation request in writing to be signed by the client and Sand Stone Films. The cancellation requests states that the project/event has been cancelled and also states the date of cancellation. If the client fails to submit the cancellation request in writing, Sand Stone Films reserves the right to keep the remaining balance. If a partial payment has been received previously due to the nature of the original agreement of the project / event, the client is expected to pay the remaining amount agreed upon in the original contract.

All dates are given out on a first come first serve basis, with a paid deposit. 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 and applied to the invoice. If new date is not available, Sand Stone Films is not obligated to photograph the event, and 50% of the deposit may be refunded back to the client. If the deposit is 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 AFTER a contract or SOW (Statement Of Work) has been signed.  Some locations have strict rules on photography and 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 asks for the facilities’ rules ahead of time and read through them before signing a contract or SOW (Statement of Work) so there is a clear understanding of what will and what will not 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 caused at the event venue with the use of non-battery operated equipment, defect of equipment due to damage caused by the event venue and/or the client and /or guests, limited number of photographers due to choosing a single photographer to capture the event, and medical emergencies. If a situation occurs at 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.

Technical errors and editing changes:

If there are any technical errors in the final product, 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 $75.00 per hour for editing plus duplication fees that may apply. Please allow an additional 4-8 weeks for re-edits.

Raw footage and copyrights:

Sand Stone Films guarantees to the client the full copyrights of usage for all the edited photos and videos taken after the full payment has been submitted. However, Sand Stone Films reserves the full right of usage of all and any footage captured by any of its photographers and videos for sales, advertisement, and promotional purposes, without submitting any fees of any form to the subjects of its photos and/or videos. Sand Stone Films will not, under any circumstances, give the client any RAW and/or unedited photos or videos.

Food:

For weddings, Sand Stone Films kindly asks the client to provide a meal to the photographers for events when food is provided. 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, speeches, etc.

For all other events, meal time will be indicated in the contract/SOW (Statement Of Work) for that project depending on the nature of the project.

Delivery and storage of final product:

For wedding photography the final delivery for weddings will be approximately 6-8 weeks after event, and about 2-3 weeks after that for all the other prints, frames and albums that may be requested and agreed on in the contract. For rush orders, a rush fee may be applied to the contract and the final invoice, and must be received in full before the delivery.

For all other events the final delivery will be 2-3 weeks delivery, or depending on the time-frame agreed on in the SOW (Statement Of Work). A rush fee may be applied to the contract and the final invoice if expedited delivery is necessary. 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.

We ask for this much time in case of any editing stations failure or sick time that may hold back post-production. In most cases, we do not exceed the posted deadlines agreed on in contracts.

Sand Stone Films will only keep the materials videographed and/or photographed for 12 months from the date of the event, not the date of the delivery. If more storage time is needed by the client, an additional charge of $15 per month is required.

You can 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.

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. If for any reason Sand Stone Films is unable to provide replacement service of equal ability in the case of an emergency or accident, Sand Stone Films promises to refund all received payments from clients, including the deposit, with a written statement. The statement will include the cancellation of the contract, the deposit/refund date, the amount of deposit/refund, and records of all the dates and payments that accrued before the cancellation takes place.

It is understood that no event shall be cancelled due to weather unless back-up weather arrangements are made and stated. For outdoor events, the client should provide a safe covered area free from rain and ground water. If the event must be cancelled due to inclement weather, other arrangements must be made immediately between the client and Sand Stone Films.

Sand Stone Films reserves the right to stop providing services at any time during the event in the interest of the safety for all persons, crew, and equipment. The agreed wage shall not be affected by such conditions. Sand Stone Films will make every effort to continue service. This contract is subject to changes without any previous notice.