Booking & Cancellation Policy

Elite Filming
Last updated: 2 September 2026

This Booking & Cancellation Policy explains how bookings, payments, cancellations and rescheduling are handled by Elite Filming.

By confirming a booking with Elite Filming, you agree to this policy together with our Terms of Service.

1. Securing Your Booking

A booking is only confirmed once:

• You have accepted our quotation or booking agreement;
• The required booking information has been provided;
• The booking fee has been paid; and
• Elite Filming has confirmed the booking.

Until these steps have been completed, your requested date is not guaranteed and may remain available to other clients.

2. Booking Fee

A 25% booking fee is required to secure your filming date unless otherwise agreed in writing.

The booking fee forms part of the total price of your booking and will be deducted from the final balance.

The booking fee reserves the agreed date and allows Elite Filming to begin planning and preparing for your project.

3. Final Payment

Unless otherwise agreed:

• 25% is payable when the booking is confirmed.
• The remaining 75% must be paid no later than 7 days before the filming date.

If payment is not received by the required date, Elite Filming may suspend or cancel the booking.

Completed videos, photographs or other media may also be withheld until outstanding balances have been paid.

4. Cancelling Your Booking

If you need to cancel your booking, please contact Elite Filming as soon as possible.

Cancellation requests should be made in writing by email or another agreed written communication method.

Where cancellation is not covered by a statutory consumer cancellation right, Elite Filming may retain part or all of the booking fee where this reasonably reflects costs already incurred or genuine losses caused by the cancellation.

This may include:

• Time already spent planning the project;
• Administration;
• Production preparation;
• Non-refundable supplier costs;
• Crew commitments;
• Travel or accommodation already booked; and
• Lost work where the filming date cannot reasonably be rebooked.

Elite Filming will not charge more than the reasonable loss caused by the cancellation.

5. Cancellation Within 7 Days of Filming

Where a booking is cancelled within 7 days of the agreed filming date, additional cancellation charges may apply.

This is because it may be difficult to replace the booking at short notice and production costs may already have been committed.

Any cancellation charge will be reasonable and based on the actual circumstances of the booking.

6. Cancellation on the Filming Day

If a client cancels on the filming day or does not attend an agreed filming session without notice, the full booking price may become payable where this reflects Elite Filming’s reasonable losses and costs.

Where we are able to recover costs or secure replacement work, this will be taken into account.

7. Rescheduling

If you need to change your filming date, please contact us as early as possible.

Elite Filming will make reasonable efforts to move your booking to another available date.

Where we are available on the requested new date, payments already made will normally be transferred to the rescheduled booking.

Your booking fee will normally be transferred rather than lost where a reasonable rescheduling request can be accommodated.

8. Rescheduling Costs

Additional charges may apply if changing the date causes Elite Filming to incur costs that cannot reasonably be recovered.

For example:

• Accommodation cancellation fees;
• Travel costs;
• Crew charges;
• Equipment hire charges;
• Venue or permit fees; or
• Supplier cancellation charges.

We will inform you of significant additional costs where reasonably possible.

9. Multiple Date Changes

Elite Filming understands that circumstances change.

However, repeatedly moving an agreed filming date may affect our ability to accept other bookings.

If a booking is rescheduled multiple times, we reserve the right to require an additional booking fee or treat a further date change as a cancellation where reasonable.

Any charges will be explained before the change is confirmed.

10. Weather

Where filming is significantly affected by weather, Elite Filming and the client will discuss the most suitable solution.

For outdoor filming, this may include:

• Continuing with filming where conditions remain safe;
• Adjusting the filming schedule;
• Changing location; or
• Rescheduling the affected filming.

Poor weather alone does not automatically entitle either party to cancel the booking without considering reasonable alternatives.

Safety will always take priority.

11. Venue Problems

If filming cannot take place because the venue:

• Refuses access;
• Prohibits filming;
• Closes unexpectedly;
• Changes its rules; or
• Prevents the agreed production from taking place,

Elite Filming will work with the client to find a reasonable alternative where possible.

The client is responsible for ensuring that filming permission has been obtained from the venue unless Elite Filming has specifically agreed to arrange this.

12. Client Delays

The agreed filming period starts and finishes at the times stated in the booking.

If filming starts late because of circumstances caused by the client, guests, venue or another supplier, the scheduled finishing time does not automatically change.

Where Elite Filming is available to stay longer, additional filming time may be charged.

13. Elite Filming Cancelling a Booking

In rare circumstances, Elite Filming may need to cancel a booking.

Examples may include:

• Serious illness;
• Injury;
• Emergency;
• Unsafe filming conditions;
• Events outside our reasonable control; or
• Circumstances making it impossible to provide the agreed service.

Where possible, we will first try to provide:

• A replacement videographer or photographer;
• An alternative filming date; or
• Another reasonable solution.

If Elite Filming cancels for reasons that are our responsibility and we cannot provide an appropriate alternative, payments relating to services not provided will be refunded.

14. Events Outside Our Control

Elite Filming will not be responsible for cancellations or delays caused by circumstances that could not reasonably have been controlled.

These may include:

• Severe weather;
• Flooding;
• Fire;
• Transport disruption;
• Government restrictions;
• Venue closures;
• Major power failures;
• Public emergencies; or
• Similar exceptional circumstances.

Where possible, we will work with you to rearrange the booking rather than cancel it completely.

15. Consumer Cancellation Rights

If you are booking Elite Filming as a consumer, you may have additional rights under UK consumer law.

For certain bookings made online, by telephone or away from our business premises, a statutory cancellation period may apply.

Where applicable, your statutory rights take priority over this policy.

If you specifically ask us to begin work during a statutory cancellation period, you may be required to pay for work reasonably completed before cancellation.

16. Refunds

Where a refund is due, Elite Filming will arrange the refund using an appropriate payment method.

Refunds will normally be returned to the person who made the original payment.

Any amount retained following cancellation will be based on reasonable costs and losses connected with the booking.

17. How to Cancel or Reschedule

To cancel or request a change to your booking, contact:

Elite Filming

Email: elitefilminguk@gmail.com

Please include:

• Your name;
• Booking date;
• Filming date;
• Project or event name; and
• Whether you wish to cancel or reschedule.

We will confirm the change with you in writing.

18. Related Policies

This Booking & Cancellation Policy should be read alongside:

• Elite Filming Terms of Service
• Elite Filming Privacy Policy

If there is any conflict between this policy and a specifically agreed written booking agreement, the specifically agreed terms will normally take priority.