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Philp Media Policies

Here you will find some important information on what Philp Media will and will not do according to its company policies.

Photography Services Policy

Philp Media Photography Services Policy

Philp Media provides professional photography services (including weddings, events, portraits, and sessions), often in combination with videography. This policy outlines terms specific to photography to ensure clarity, protect creative integrity, and manage expectations under Canadian law, including the Copyright Act (R.S.C., 1985, c. C-42).

Creative and Artistic Control: The Client engages Philp Media for our unique artistic vision and style. Philp Media retains full creative direction over all aspects of photography, including but not limited to composition, lighting, posing, location selection, shot selection, and post-production editing. While we welcome input and shot lists, we cannot guarantee capture of every specific moment, pose, or individual (e.g., formal group combinations or all guests) due to time constraints, event flow, or unforeseen circumstances. Our editing style is consistent with our portfolio; major style changes or re-edits are not available.

Raw Files and Deliverables: Raw or unedited files (e.g., RAW image files) are proprietary and not provided under any circumstances, as they do not represent our final artistic work. Final deliverables consist of professionally edited high-resolution images, as outlined in our Delivery and Editing Policy.

Printing and Personal Use: Clients receive a personal print/release license for high-resolution files (see our Copyright, Image Usage, and Model Release Policy). We recommend ordering prints through our professional lab partners for accurate colour and quality; third-party printing services may produce inconsistent results, for which Philp Media is not responsible.

Meals and Breaks (Full-Day Coverage): For photography coverage exceeding 6 consecutive hours, the Client agrees to provide one hot vendor meal (comparable to guest meals) and reasonable breaks for the photographer(s) to maintain energy, focus, and performance. Meal time does not count toward contracted coverage hours.

Equipment, Safety, and Cooperation: Philp Media uses professional-grade equipment with backups to minimize risk. In the rare event of total equipment failure or data loss, liability is limited as per our Force Majeure and Limitation of Liability Policy. The Client ensures a safe working environment and agrees that the photographer may refuse any pose, location, or request deemed unsafe. Guests and participants are expected to cooperate and refrain from interfering with professional coverage (e.g., blocking views or using personal cameras/flashes during key moments).

Drone Usage Policy

Philp Media Aerial Drone Photography and Videography Policy

Philp Media offers aerial drone services to enhance photography and videography deliverables, where feasible and safe. All drone operations are conducted in strict compliance with federal, provincial, territorial, and municipal laws, including the Canadian Aviation Regulations (CARs) Part IX – Remotely Piloted Aircraft Systems (RPAS), requiring valid pilot certification, drone registration (where applicable), airspace authorizations, and adherence to basic, advanced, or complex operation rules as administered by Transport Canada.

Drone use is always subject to favourable conditions, including but not limited to: safe weather (e.g., adequate visibility, wind speeds within operational limits, no precipitation or icing), venue/property owner permissions, site-specific restrictions (e.g., no-fly zones, controlled airspace requirements via NAV CANADA), safety assessments, and technical feasibility. The pilot reserves the exclusive right to assess and decide on drone deployment on the day of service.

Clients are responsible for securing any required venue, property, or third-party permissions for drone operations, unless otherwise agreed in writing.

If aerial drone footage cannot be obtained due to regulatory restrictions, airspace issues, weather, venue prohibitions, safety concerns, technical malfunctions, or other factors beyond our control, no refund, credit, or fee reduction will apply to the drone component (or the overall package). We will endeavour to provide alternative ground-based photography/videography where possible.

Clients acknowledge the inherent risks associated with drone operations and agree that Philp Media shall not be liable for any inability to deliver aerial content under the circumstances described.

This policy forms part of our service agreements and may be updated to reflect changes in regulations.

Copyright Music Policy

Philp Media Copyrighted Music in Photography and Videography Policy

Philp Media creates photography and videography deliverables (including highlight films, trailers, and full-length videos) that may incorporate music to enhance the emotional impact of your event. All music selection and use is conducted in full compliance with the Copyright Act of Canada (R.S.C., 1985, c. C-42) and related regulations.

To avoid copyright infringement, we do not use popular copyrighted music (e.g., Top 40 songs from major artists) in our deliverables unless the Client provides proof of proper licensing (e.g., a synchronization license from the copyright holders, typically obtained through services like Musicbed, Artlist, Epidemic Sound, or directly from rights holders). Synchronization rights are required for combining music with visual content, separate from any public performance licenses (e.g., SOCAN or Re:Sound tariffs paid by venues for music played at events).

We exclusively use royalty-free, production/stock music libraries or properly licensed tracks for which we hold valid licenses covering commercial use in wedding/event videography. This ensures deliverables can be shared online (e.g., Vimeo, YouTube, social media) without risk of copyright claims, muting, or takedowns.

Natural audio captured during the event (e.g., music played live or by the venue’s DJ/system) may be included in raw or documentary-style footage where it forms part of the ambient recording. However, for edited highlight films or promotional use, we prioritize licensed music to protect both parties.

Clients wishing to use specific copyrighted songs are responsible for obtaining and providing all necessary licenses. We can assist with recommendations for licensing platforms, but cannot guarantee availability or affordability of specific tracks.

If copyrighted music is used without proper licensing due to Client-provided material or instructions, the Client agrees to indemnify Philp Media against any claims, damages, or legal fees arising from infringement.

This policy protects your investment in professional deliverables and ensures long-term accessibility. We recommend royalty-free options for the best results and peace of mind.

This policy forms part of our service agreements and may be updated to reflect changes in Canadian copyright law.

Delivery and Editing Policy

Philp Media Delivery and Editing Policy

Philp Media is committed to delivering high-quality, professionally edited photography and/or videography products. All deliverables (including online galleries, highlight films, full-length videos, USB drives, albums, or other formats) undergo a meticulous creative editing process to ensure the highest artistic standards.

Standard delivery timelines are as follows:

  • Sneak peek previews (if included): within 1-2 weeks of the event.
  • Full final deliverables: 16-20 weeks from the event date (or from the date of final selections for albums/products requiring client input).

Timelines may be extended due to peak season demands, holidays, illness, technical issues, or other unforeseen circumstances. We will communicate any delays promptly. Rush delivery may be available upon request for an additional fee.

Upon delivery, Clients have a 2-week revision period to request minor revisions (e.g., basic colour/exposure adjustments, cropping, minor retouching, or reasonable changes to video edits that do not require re-rendering entire sequences). These minor revisions are provided at no additional cost, subject to our professional discretion and availability.

Major revisions, extensive changes, or any revision requests received after the 2-week period will incur an editing fee of $150 per hour (billed in 30-minute increments, minimum 1 hour). Raw/unedited files (e.g., RAW photos or unedited video footage) are not provided under any circumstances, as they do not represent our final artistic work.

We retain backups of final deliverables for a minimum of 1 year from delivery. After this period, files may be archived or deleted at our discretion. Clients are responsible for downloading and backing up their files upon receipt.

This policy ensures fair management of post-production time while delivering exceptional results. It forms part of our service agreements and may be updated as needed.

Venue Restrictions and Client Responsibility Policy

Philp Media Venue Restrictions and Client Responsibility Policy

Philp Media strives to provide comprehensive photography and/or videography coverage at your chosen venue(s). To ensure the best possible results and avoid disruptions, the Client holds primary responsibility for coordinating with the venue and communicating any restrictions that may impact our services.

The Client agrees to:

  • Inform Philp Media in writing (at least 14 days prior to the event, where possible) of any known venue rules, restrictions, or requirements, including but not limited to: no-flash zones, restricted photography/videography areas, time limits on setup/coverage, drone prohibitions, lighting restrictions, movement limitations (e.g., staying behind certain lines or in designated areas), audio recording policies, or requirements for liability insurance certificates.
  • Obtain and provide any necessary permissions, permits, or approvals from the venue, property owner, or relevant authorities for photography, videography, drone use, lighting equipment, or other services provided by Philp Media.
  • Ensure that Philp Media and any assistants/second shooters are granted reasonable access to the venue for the duration of the contracted coverage.

 

Philp Media cannot be held responsible for missed moments, limited coverage, reduced quality, or inability to provide certain services (including aerial drone footage) resulting from venue-imposed restrictions, lack of permissions, officiant instructions, or other third-party limitations that were not disclosed in advance or are enforced on the day of the event.

In the event that venue staff, officiants, or other parties restrict our ability to perform services as outlined in the contract, we will make reasonable efforts to adapt and capture alternative angles or moments, but no refund, credit, or fee reduction will be provided for coverage impacted by such restrictions.

This policy protects both parties by encouraging clear communication and helps ensure the highest quality deliverables possible under the circumstances.

This policy forms part of our service agreements and may be updated as needed.

Cancellation, Rescheduling, and Refund Policy

Philp Media Cancellation, Rescheduling, and Refund Policy

Philp Media requires a non-refundable retainer (deposit) to secure your booking date, which is applied toward the total package fee. All payments are subject to the terms below and comply with applicable Canadian consumer protection laws.

Cancellations by Client:

  • The retainer is non-refundable under all circumstances, as it reserves your date exclusively and compensates for lost booking opportunities.
  • If the Client cancels the contract more than 12 months prior to the event date, any payments beyond the retainer may be refunded (less any non-recoverable expenses incurred).
  • Cancellations between 6 and 12 months prior: 50% of the total package fee is due and non-refundable.
  • Cancellations within 6 months: 100% of the total package fee is due and non-refundable.
  • Date changes requested by the Client are treated as cancellations unless a mutually agreeable new date is available (see Rescheduling below).

 

Rescheduling by Client:

  • If the Client requests to reschedule and Philp Media is available on the new date, the request will be accommodated at no additional fee (subject to any package price increases for the new date). All payments made will transfer to the new date.
  • If Philp Media is not available on the requested new date, it will be treated as a cancellation under the terms above.
  • Multiple rescheduling requests may incur an administrative fee at our discretion.

 

Cancellations or Rescheduling by Philp Media (Rare):

  • In the unlikely event Philp Media must cancel due to severe illness, injury, family emergency, or other force majeure events beyond our control, we will provide a full refund of all payments received or, at the Client’s option, transfer payments to a rescheduled date or substitute photographer/videographer of comparable skill. Philp Media’s liability shall not exceed the total amount paid by the Client.

 

No refunds or credits will be provided for partial services rendered, weather-related issues (unless coverage is impossible), or circumstances addressed in other policies (e.g., venue restrictions, drone limitations).

This policy ensures fairness for both parties while protecting Philp Media’s ability to plan and operate sustainably. All dates are held exclusively upon booking.

This policy forms part of our service agreements and may be updated as needed.

Copyright, Image Usage, and Model Release Policy

Philp Media Copyright, Image Usage, and Model Release Policy

Under Canada’s Copyright Act (R.S.C., 1985, c. C-42), Philp Media retains full copyright and moral rights to all photographs and videos created during your event or session. This ownership allows us to maintain artistic control and professional standards.

Client License and Usage Rights: Upon full payment, the Client receives a non-exclusive, non-transferable, perpetual license for personal, non-commercial use of the final deliverables. This includes printing for personal display, sharing on personal social media, and use in personal albums or frames. Clients are encouraged (but not required) to credit Philp Media when sharing images online (e.g., “@philpmedia” or “Photo by Philp Media”).

Prohibited uses include: selling images, entering them in contests, submitting to stock libraries, using for commercial/advertising purposes, or altering/editing images (e.g., applying filters, cropping beyond basic framing, or modifying in any way that changes the original artistic intent) without prior written permission. Raw/unedited files are not provided.

Philp Media Usage Rights and Model Release: By engaging our services, the Client (and all recognizable individuals in the images, including guests) grants Philp Media an irrevocable, worldwide, royalty-free license to use, reproduce, display, and distribute the images/videos for promotional, marketing, portfolio, website, social media, advertising, educational, or competition purposes. This includes entry into industry awards or publications.

The Client confirms they have obtained consent from all recognizable subjects (or their guardians for minors) for this use, in compliance with Canadian privacy laws (including PIPEDA where applicable). If any subject objects to specific uses, the Client must notify Philp Media in writing prior to the event/session; we will make reasonable efforts to exclude those images from promotional use.

The Client agrees to indemnify Philp Media against any claims arising from third-party privacy or publicity rights related to the images.

This combined policy protects creative ownership while granting generous personal rights to Clients and promotional flexibility to Philp Media.

This policy forms part of our service agreements and may be updated as needed.

Payment Policy

Philp Media Payment Policy

Philp Media requires timely payments to secure services and ensure smooth operations. All fees are in Canadian dollars and subject to applicable taxes (e.g., HST/GST depending on province).

Retainer/Deposit: A non-refundable retainer of 25% of the total package fee is due upon signing the contract to reserve your event date. This retainer is applied toward the total balance and secures your booking exclusively.

Balance Payment: The remaining balance (75% of the total package fee, plus any applicable taxes, add-ons, or expenses) is due in full no later than 7 days prior to the event date.

If the final payment is not received by this deadline, Philp Media reserves the right to withhold services, including attendance at the event, delivery of any previews or finals, or release of files, until payment is made in full. Late payments may incur a 5% late fee (compounded monthly) at our discretion.

Accepted payment methods include e-transfer, credit card (via secure invoice), cheque (cleared funds required in advance), or other methods agreed in writing. Any returned payments will incur a $50 NSF fee.

This policy works in conjunction with our Cancellation, Rescheduling, and Refund Policy (e.g., the retainer remains non-refundable, and full payment may become due based on cancellation timing).

Clients are responsible for all agreed fees regardless of third-party payments (e.g., from family or planners).

This policy ensures commitment from both parties and allows for proper planning.

This policy forms part of our service agreements and may be updated as needed.

Coverage Hours and Overtime Policy

Philp Media Coverage Hours and Overtime Policy

Philp Media offers packages with defined coverage hours to match the scope of your event. Accurate estimation of required coverage time at booking ensures optimal service and results.

Our standard packages include:

  • Up to 5 Hours: Suitable for smaller events, elopements, intimate ceremonies, or sessions requiring 5 hours or less of continuous photography/videography coverage.
  • Up to 10 Hours: Designed for full-day weddings or larger events needing more than 5 hours of coverage. This package (or equivalent) is required if your event timeline exceeds 5 hours.

Coverage time is calculated continuously from the agreed start time (e.g., prep/getting ready, arrival, or ceremony start) until the end of contracted coverage. Breaks in coverage or non-continuous hours are not offered—packages are based on total consecutive time needed.

If your event requires more than 5 hours but less than or equal to 10 hours, the Up to 10 Hours package must be selected at booking. We do not offer prorated pricing, partial upgrades, or mid-event package changes.

Overtime: Additional coverage hours may be requested on the day of the event, subject to the photographer/videographer’s availability and sole discretion. The current overtime rate is $160 per hour per employee. Payment is due at the time of the request and may be made via cash, e-transfer, or credit card for convenience.

This policy promotes clear planning and fairness while allowing flexibility where possible.

This policy forms part of our service agreements and may be updated as needed.

Force Majeure and Limitation of Liability Policy

Philp Media Force Majeure and Limitation of Liability Policy

Philp Media is committed to providing exceptional services; however, certain unforeseen circumstances may impact our ability to perform.

Force Majeure: Neither party shall be liable for any failure or delay in performing obligations under the service agreement if such failure or delay results from events beyond reasonable control (“force majeure”), including but not limited to: acts of God (e.g., severe weather, natural disasters, floods, earthquakes), pandemics/epidemics, government restrictions or orders, war, terrorism, civil unrest, strikes, fire, power outages, transportation disruptions, venue closure, or other extraordinary events.

In the event of force majeure affecting Philp Media’s ability to provide services:

  • We will notify the Client as soon as practicable and make reasonable efforts to reschedule the event or provide a substitute photographer/videographer of comparable skill and style (subject to availability).
  • If rescheduling or substitution is not possible, Philp Media will refund payments received (pro-rated where partial services have been rendered), and this shall constitute full settlement of obligations.

 

Limitation of Liability: Philp Media’s total liability for any claim arising from the service agreement (including breach, negligence, or otherwise) shall not exceed the total amount paid by the Client for the services. In no event shall Philp Media be liable for indirect, consequential, incidental, special, or punitive damages, including but not limited to lost profits, emotional distress, or costs of re-staging/re-creating the event.

This includes circumstances covered by other policies (e.g., equipment failure, illness/injury to the primary photographer/videographer, venue restrictions, or inability to capture specific moments). We carry professional liability insurance and take all reasonable precautions, including backups and contingency planning.

The Client agrees to indemnify Philp Media against claims arising from third-party actions, venue issues, or Client-provided information/instructions.

This policy provides balanced protection while ensuring transparency and compliance with Canadian contract law principles.

This policy forms part of our service agreements and may be updated as needed.