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Tom Reader / TRTV
Last updated: August 2026

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These Terms & Conditions apply to all filming, directing, camera, editing, production, equipment hire and related creative services provided by Tom Reader / Partner Films ("we", "us" or "our") to a client ("you" or "the client"). By booking our services, commissioning work, hiring equipment or otherwise engaging us, you agree to these Terms & Conditions.

 

1. Bookings & Availability

A booking is considered confirmed once the scope of work, dates and agreed rates have been confirmed in writing.

Confirmed dates are reserved specifically for the client and may prevent us from accepting other work. Any changes to confirmed bookings may therefore be subject to cancellation or postponement charges.

All rates are quoted in GBP and are exclusive of VAT, unless otherwise agreed in writing.

 

2. Payment Terms

Our standard payment terms are 15 days from the date of invoice.

Invoices are payable in full within 15 calendar days unless otherwise agreed in writing before the work begins.

For new clients, larger projects, or where equipment hire is required, we may require 50% of the agreed fee to be paid upfront before work or equipment hire commences. The remaining balance will be invoiced as agreed.

We reserve the right to pause or withhold delivery of work where invoices remain unpaid beyond the agreed payment terms.

 

3. VAT

All sums and day rates quoted are exclusive of VAT, unless otherwise agreed in writing.

Where VAT is applicable, it will be added to the agreed fee at the prevailing rate and will be payable by the client in addition to the quoted or agreed sum.

 

4. Kit Hire & Equipment

Where equipment is supplied as part of a booking, the agreed kit hire charge applies in addition to any applicable filming or production day rate.

For bookings involving kit hire, or where we are undertaking work for a new client, 50% of the agreed amount may be required upfront before the booking is confirmed or equipment is released.

The client is responsible for the safe use and return of any equipment supplied to them or placed under their control. Any loss, theft or damage caused through negligence, misuse or failure to take reasonable care may be chargeable to the client.

Where specialist, additional or third-party equipment is required, the cost will be agreed with the client before being incurred wherever reasonably possible.

 

5. Working Days & Overtime

Our standard working day is up to 10 hours, including reasonable time for setup and pack-down where applicable.

Any time worked beyond 10 hours will be charged as overtime, unless otherwise agreed in writing. Where no specific overtime rate has been agreed, overtime will be charged at a reasonable pro-rata rate based on the agreed day rate.

Where the nature of the production requires unusually long working hours, turnaround times or additional crew, we reserve the right to agree additional charges before the work takes place.

 

6. Half Days

Unless otherwise agreed in writing, half-day bookings are charged at the full agreed day rate.

This reflects the fact that a half-day booking generally prevents us from accepting another full-day booking around it.

 

7. Travel Days

Travel days are charged at two-thirds (⅔) of the agreed day rate, unless otherwise agreed in writing.

Travel time is calculated based on the reasonable journey required to reach the agreed location.

Where travel takes place outside normal working hours, additional accommodation, transport or other costs may apply where agreed.

 

8. Travel, Accommodation & Expenses

Reasonable travel and production expenses are charged in addition to the agreed creative or filming rates unless otherwise agreed in writing.

These may include:

• Train, air or other transport

• Mileage

• Parking and tolls

• Accommodation

• Subsistence

• Equipment transportation

• Couriers and delivery

• Additional production costs reasonably incurred on the client's behalf

Where practical, significant expenses will be agreed with the client before being incurred.

 

9. Cancellations & Postponements

Once a booking has been confirmed, the agreed dates are reserved exclusively for the client. This can prevent us from accepting other work during those dates.

That’s why cancellation fees exist: they help compensate for time that has been reserved and may no longer be possible to replace at short notice.

Unless otherwise agreed in writing, the following cancellation fees apply:

• 6–4 days before the booking: 50% of the agreed fee

• 3–2 days before the booking: 75% of the agreed fee

• Day before the booking: 100% of the agreed fee

Any cancellation made more than 6 days before the booking will not normally incur a cancellation fee.

For the purposes of calculating cancellation periods, weekends and public holidays are included.

Any non-refundable costs already incurred on behalf of the client, including travel, accommodation, permits, location fees, equipment hire or third-party crew costs, remain payable in addition to any applicable cancellation fee.

Postponements will be treated in the same way as cancellations where the original booking date cannot reasonably be rebooked. Where possible, we will always try to accommodate a change of date without applying a cancellation fee.

We understand that circumstances can change, and we will always endeavour to be reasonable and work with the client to find a practical solution.

 

10. Weather & Circumstances Outside Our Control

Where filming is dependent on weather, location access, permits, public events or other circumstances outside our reasonable control, we will work with the client to find a practical solution.

Where a shoot has already commenced or costs have been incurred, the agreed fees and expenses may remain payable even where filming cannot be completed.

Neither party will be liable for failure to perform an obligation where that failure is caused by circumstances reasonably beyond their control.

 

11. Deliverables & Revisions

The agreed quotation or production brief will define the deliverables included within the project.

Unless otherwise agreed in writing, reasonable revisions are included where they relate to the original agreed brief.

Significant changes to the creative direction, scope, duration, deliverables or brief may constitute additional work and will be charged accordingly.

Additional edits, versions, aspect ratios, exports, captions, graphics, rushes or other deliverables requested after completion may incur additional charges.

 

12. Usage & Copyright

Unless otherwise agreed in writing, copyright in original creative work, footage, project files and other materials remains with us until all relevant invoices have been paid in full.

The client's usage rights will be determined by the agreed quotation, licence or project terms.

Where no specific usage restrictions have been agreed, the client will receive the rights necessary to use the final agreed deliverables for the purposes for which they were commissioned.

Unless otherwise agreed, original camera rushes, project files and working files are not automatically included in the final deliverables.

 

13. Portfolio & Showreel Use

Unless the client specifically requests otherwise in writing before the project begins, we reserve the right to use completed work, selected stills, frames or excerpts from the project for our portfolio, website, showreel, social media, awards submissions and promotional purposes.

Where a project is confidential, embargoed or subject to client restrictions, we will respect those restrictions.

 

14. Data & File Storage

We will take reasonable care to safeguard project files and footage during production and post-production.

Unless otherwise agreed in writing, we do not guarantee permanent storage or archival of footage, project files or final deliverables after completion.

Clients are responsible for maintaining their own copies of final deliverables and any materials supplied to them.

15. Client Responsibilities

The client is responsible for providing accurate information, access, permissions, approvals and materials required for the project.

This includes obtaining any necessary:

• Location permissions

• Talent releases

• Music licences

• Brand permissions

• Filming permissions

• Access permissions

• Copyright clearances

We will not be responsible for delays or additional costs resulting from information, approvals or permissions not being provided in a timely manner.

 

16. Additional Work

Any work requested outside the original agreed scope may be charged separately.

This can include additional filming days, editing, revisions, equipment, travel, crew, exports, rushes, production support or other services.

Where possible, additional costs will be agreed before the work is undertaken.

 

17. Quotes & Estimates

Quotes are based on the information available at the time they are prepared.

If the scope, schedule, locations, requirements or deliverables change, we reserve the right to revise the quotation accordingly.

Unless expressly stated otherwise, quotations are valid for 30 days.

 

18. Liability

We will take reasonable care and skill in providing our services.

Our liability will be limited to the amount paid or payable for the specific services giving rise to the claim, except where such limitation is not permitted by law.

Nothing in these Terms & Conditions excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot legally be excluded or limited.

 

19. Confidentiality

Both parties agree to keep confidential any commercially sensitive, personal or otherwise confidential information received during the course of a project, except where disclosure is required by law or reasonably necessary to fulfil the project.

 

20. Agreement & Changes

Any variation to these Terms & Conditions must be agreed in writing.

Where a written quotation or project agreement contains terms that conflict with these Terms & Conditions, the specific terms of the quotation or project agreement will take precedence for that project.

 

21. Governing Law

These Terms & Conditions are governed by the laws of England and Wales.

Any disputes will first be addressed in good faith between the parties with the aim of reaching a mutually acceptable resolution.

 

If a resolution cannot be reached, the courts of England and Wales will have jurisdiction.

 

In short

We aim to keep things straightforward, transparent and fair. Our priority is to produce great work and maintain good working relationships with our clients.

 

If anything in these Terms & Conditions is unclear, please get in touch before booking and we will be happy to discuss it.

Tom Reader / TRTV
www.tomreader.tv