Wayfarer Media — Terms & Conditions of Service

These Terms & Conditions apply to all projects carried out by Wayfarer Media Ltd (“Wayfarer Media”). By commissioning work, the Client accepts these Terms, which form the contract between Wayfarer Media and the Client.

1. Definitions

• Wayfarer Media, “we”, “us”, “our”: Wayfarer Media Ltd, UK registered company.
• Client: the commissioning party or organisation.
• Deliverables: the final edited video(s) and associated media supplied by Wayfarer Media.
• Raw Footage: all unedited video/audio material captured during production.

2. Quotation & Scope

• All work will be undertaken as per the agreed written quotation.
• A standard filming day equals 8 hours on location (excluding travel). Overtime may incur additional fees.
• Any changes to project scope, schedule, or deliverables after acceptance will be subject to additional costs.

3. Payment Schedule

Unless otherwise stated, our payment schedule for projects is as follows:

• 50% of the total project value is payable as a non-refundable deposit, due on receipt of invoice following agreement to quote.
• Your production is not secured or booked until this deposit clears in Wayfarer Media’s bank account, or until a Purchase Order (or similar written confirmation) has been raised and shared with us.
• 25% is payable once all principal filming has been completed.
• 25% is payable upon delivery of all signed-off content.

4. Payment Terms

• All invoices are due on receipt unless otherwise agreed in writing.
• No usage licence is granted until all invoices are settled in full. Wayfarer Media may withhold delivery where payments remain outstanding.
• Wayfarer Media may charge interest and recovery costs in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

5. Cancellation Policy

• The 50% deposit is always non-refundable, regardless of when cancellation occurs.
• If cancellation occurs after filming has commenced, the Client remains liable for the full agreed project fee.
• If cancellation occurs after the project has been completed but prior to delivery, the Client remains liable for the full agreed project fee.

6. Adverse Weather

• If adverse weather prevents filming, Wayfarer Media may reschedule at no extra production charge.
• If the Client chooses to proceed despite unsuitable conditions, any resulting delays, safety issues, or extra costs are the Client’s responsibility.

7. Client Responsibilities

• Provide timely access to contributors, locations, and materials.
• Designate a single point of contact for approvals and consolidated feedback.
• Ensure safe and professional working conditions for crew. Wayfarer Media may withdraw staff/equipment if conditions are unsafe or abusive; costs remain the Client’s responsibility.

8. Feedback & Amendments

• Up to 3 rounds of reasonable post-production amendments are included.
• “Reasonable” = adjustments within the agreed scope (timing, pacing, minor graphics/text edits).
• Major structural changes, additional filming, or extra rounds of amends are charged at Wayfarer Media’s standard day rate.

9. Copyright & Usage

• All copyright in footage, edits, graphics, and audio remains with Wayfarer Media unless otherwise agreed in writing.
• The Client receives a worldwide, perpetual licence to use the final delivered content in its supplied form.
• Raw Footage and project files are not supplied and may not be re-edited, repurposed, or distributed without a separate buyout agreement.
• Wayfarer Media may use non-confidential project material (including selected Raw Footage) for showreel, portfolio, website, and marketing. For the avoidance of doubt, Wayfarer Media may also license Raw Footage not included in the final Deliverables for internal, promotional, archival, or commercial purposes (including stock licensing), provided such use does not disclose the Client’s confidential information or damage the Client’s brand or reputation.

10. Confidential Projects

• Projects marked “Confidential” by written agreement will not be used in Wayfarer Media promotions.
• Confidential projects have no online public presence and are shared only via password-protected links with private end users.

11. Storage & Backups

• Wayfarer Media retains project files and Raw Footage for 12 months from delivery.
• Extended storage beyond this period may be arranged for an annual fee.
• After 12 months, material may be securely deleted at our discretion.

12. Termination

• By the Client: Any termination by the Client is treated as a cancellation and is governed entirely by the Cancellation Policy (Clause 5). For the avoidance of doubt, the 50% deposit is non-refundable, and if filming has commenced the full agreed project fee remains payable.
• By Wayfarer Media (without cause, before filming starts): If Wayfarer Media terminates prior to the commencement of filming for reasons not caused by the Client, we will refund the deposit and any other sums paid for undelivered services. No further liability will arise.
• By Wayfarer Media (force majeure and cannot reschedule): If filming cannot proceed due to events beyond either party’s reasonable control and the project cannot be rescheduled, Wayfarer Media will refund any advance payments for undelivered work (including the deposit if filming has not commenced). No further liability will arise.
• By Wayfarer Media (for Client breach/non-payment/unsafe conditions): Where termination is due to the Client’s material breach (including non-payment) or unsafe/abusive conditions, it will be treated as a Client cancellation at the applicable stage under the Cancellation Policy. The non-refundable deposit will be retained and, if filming has commenced, the full agreed project fee remains payable.

13. Liability & Indemnity

• Wayfarer Media is not liable for delays caused by Client delays, force majeure, or third-party rights issues relating to Client-supplied materials.
• The Client indemnifies Wayfarer Media against claims relating to copyright/trademark usage where permissions were not obtained by the Client.
• Our total liability is limited to the total fees paid; no liability for consequential loss.

14. Governing Law

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