In order to confirm your wedding booking, a deposit is required. The deposit also serves as the booking fee for our photography AND/OR videography service which is non-refundable and non-transferrable.
Once we receive your deposit and this signed booking form, we will reserve your wedding date. Payment can be made by bank transfer to the account supplied on Invoices.
HAPfilm NZ Ltd will endeavour to keep all details about the above wedding strictly confidential and will not disclose any wedding / event details to people other than those that the main client allow such as bride and groom.
HAPfilm NZ Ltd retains the copyright for the photographic / videographic images for use in but not limited to promotion, advertising and blog posts, and grants the license to the Bride and Groom to use the images for non-commercial purposes.
HAPfilm is our trading name. HAPfilm NZ Ltd is our Company. As professionals, every possible care will be taken to fulfill our obligations and we only use the best available equipment and materials. HAPfilm will take most care to produce images and film of the highest quality but will not be held responsible for loss or damage to images caused directly or indirectly by acts of God and/or circumstances beyond our control, including but not limited to power failure, equipment malfunction or third parties tampering with equipment. Under any and all circumstances the total liability of HAPfilm is limited to any monies paid toward the final cost of the wedding package. Because a wedding is an uncontrolled event, HAPfilm cannot guarantee delivery of any specifically requested aspect of the wedding / event .
In the unlikely event of serious personal injury, sickness, or emergency circumstances beyond the control of HAPfilm, a substitute photographer, subject to the acceptance of the bride and groom, may be sent to fulfil the obligations of photography herein contracted. If securing a substitute is not possible, or if the bride and groom decline such substitution, the bride and groom will receive a full refund of the total paid. Total liability of HAPfilm is limited to the refund of the retainer and any monies paid toward the final cost of the wedding package.
In order for the bride and groom to receive the best service and most compelling images and film possible, HAPfilm must be the exclusive professional photographer AND/OR Videographer for the weddings / Events. Any conflicts with other photographic and/or video coverage contracts or any other party, and any notifications necessary to avoid such conflicts are the sole responsibility of the main clients like bride and groom. We recommend that you advise your invited guests of this.
If video and/or Photo coverage is greater than 5 hours, the client must provide a hot meal to the camera operatives of the HAPfilm team. Where possible we advise that you discuss the timing of this meal with your HAPfilm contact so as to not coincide with events that require coverage i.e. speeches or your first dance.
HAPfilm will always consider the requirements and desires of the bride & groom in terms of image capture and style, but reserve the right to use their professional opinion in any circumstance.
HAPfilm will abide by all rules of the facility and/or directions of staff (if applicable) and/or facility co-ordinator(s) in regard to camera set-up. Our clients OR bride & groom acknowledges that photography requires reasonable lighting and that production may be compromised due to low or poor light levels. Clients agree that unless otherwise stated, any and all packages are booked in consecutive hours of coverage with an agreed start and completion time.
HAPfilm will endeavour to build your films around any special request made within this booking form, but such as request are not binding instructions. Artistic interpretation cannot be guaranteed but every attempt will be made to comply with the customer(s) wishes.
A: Any final editing decisions are of the sole discretion of the HAPfilm.
B: Any changes requested on the final copy once sent out will be subject to a further charge.
C: Additional copies will be supplied at current retail costs.
D: Any loss or damages of materials or software (i.e. Video , Audio or photo supplied by the customer(s) is limited to the cost of the media alone. No consequential loss is accepted by HAPfilm.
E: If a Customer(s) Submits any media to HAPfilm for inclusion in the film, copyright clearance is the responsibility of the customer(s).
F: Completions of videos is usually within 8-24 weeks from the date of the event (not including any holidays plus depending on how many projects we do have in front of your one) – completion for photos is usually within 4 -18 weeks from the date of the event.
Busy Season Notice
Important: During peak wedding seasons, please be patient and understanding, as we are working with multiple clients simultaneously to maintain quality service for all.especially if your package includes a long-form video.
G: The images and/or other items will only be delivered if the contract, and any additional hours or expenses, have been paid in full. If an album is included in the wedding package it is the responsibility of the bride and groom to notify HAPfilm of the images to be contained in the album. Following notification, HAPfilm will deliver a draft album to the bride and groom for their approval within agreed time frame. Please note that service times vary throughout the year, and the Christmas/New Year period may add additional time to anticipated service times.
As we rely solely on the imagery, we do market our services using some of your photos and a highlighted video for HAPfilm portfolio, website, samples, self-promotions, or for professional competition and review. If you wish to keep your images & film private, please advise us prior to the wedding via email.
Full payment is due eight weeks before the date of your wedding. Note that filming and photography will not start until this is paid. Payment can be made by bank transfer to the account supplied on the invoice.
Editing Policy & Revision
Final Edit Authority: HAPfilm retains full creative and editorial control over the final highlight and long-form videos. These are produced in our signature style and are non-revisable once delivered, except in cases of technical errors.
Specific Requests: If clients have any particular requirements (e.g., specific moments, music, or tone), these must be clearly communicated in writing before editing begins. Late requests may not be accommodated or may incur additional charges.
Style & Posing Guidance
If clients admire or expect a specific style, shot list, or pose references, this must be discussed prior to the event date. Due to the live and unpredictable nature of weddings, we cannot guarantee replication of any specific shot or sequence unless pre-planned and discussed in advance.
Raw Materials Policy & Delivery Of Final Products
Due to the nature of our business, we do not supply raw materials, including unedited photos, video footage, or sound recordings, to our clients. Our services are focused on delivering expertly curated and professionally edited final products that reflect the high standards of quality we uphold. We believe that this ensures the best representation of the memories captured and allows us to provide a polished and cohesive final outcome that meets our clients’ expectations.
Basis of Agreement
All agreements are based on our pre-made or customised packages that are provided in advance. These serve as the foundation of the service agreement.Clients are encouraged to read our full Terms and Conditions available on our website before proceeding.
Confirmation by Deposit
Receiving an invoice or contract by email and subsequently paying the deposit is considered full acceptance of that invoice, contract, and HAPfilm Terms & Conditions.
Official Communication Channels
HAPfilm only accepts official communication via email for contract-related matters. Communications on social media or messaging apps will not be accepted as valid documentation or agreement updates.
Data Storage and Delivery
Images will be delivered through a professional online gallery; video footage via a secure downloadable link. We store video footage for 6 weeks and photographs for 4 months post-delivery. After this period, data is permanently removed from our systems due to storage capacity limitations. It is the client’s sole responsibility to back up files to hard drives or cloud storage after receiving them. If a USB or physical copy is preferred, this must be requested prior to delivery.
All photography, videography, drone footage, audio recordings, edited films, highlight videos, reels, social media content, and related media produced by HAP FILM remain the intellectual property and copyright of HAP FILM unless otherwise agreed in writing.
Upon full payment, clients are granted a non-exclusive commercial usage licence to use the final edited content supplied by HAP FILM for approved business and promotional purposes, including but not limited to:
• Website content
• Social media platforms
• Google Business Profile
• Online advertising and marketing
• Printed brochures and promotional materials
• Internal business presentations
• Event promotion and recap materials
This licence applies only to the final edited images, videos, and media delivered by HAP FILM.
RAW footage, unedited files, project files, audio stems, source files, and behind-the-scenes recordings remain the exclusive property of HAP FILM and are not included in standard packages unless specifically agreed in writing.
Clients may not resell, transfer, alter, edit, filter, heavily modify, or provide HAP FILM content to third-party production companies, editors, agencies, or businesses without written permission from HAP FILM.
HAP FILM reserves the right to use selected content for portfolio display, website galleries, social media promotion, advertising, award submissions, educational purposes, and business marketing unless the client requests confidentiality in writing before the project commencement.
For events involving children, schools, childcare centres, or community organisations, the client confirms that all required permissions, parental consents, venue approvals, and media release authorisations have been obtained prior to photography or videography coverage.
HAP FILM is not responsible for obtaining individual attendee or participant consent unless specifically agreed in writing.
Commercial usage rights granted under this agreement do not include ownership transfer of copyright. Copyright ownership remains solely with HAP FILM.
Additional licensing fees may apply for:
• Television broadcasting
• National advertising campaigns
• Billboard or large-scale commercial advertising
• Franchise-wide campaigns
• Third-party resale or redistribution
• International commercial distribution
Any unauthorised reproduction, editing, resale, AI manipulation, screenshot extraction, or commercial redistribution of HAP FILM content without written approval may result in legal action.
AU : +61 477 054 773
NZ: +64 021 022 9 5353 (WhatsApp)
Email : info@hapfilm.com
SYDNEY & AUCKLAND
