Terms of Service

Studio Session Agreement

Booking and Payment

1. The session fee secures your booking and is non-refundable within 48 hours of the session.
2. Your date and time are confirmed only once the session fee is received and cleared. Until then the slot remains open to other clients.
3. Any balance is payable in full on or before the day of the session. We begin shooting once payment is complete.

Arrival and Preparation

1. Please arrive at least 10 minutes before your start time.
2. Hair and makeup must be finished before the session begins. Time lost to preparation comes out of your session, which ends at the scheduled time.
3. Please bring the outfits, accessories and props listed in your Client Brief.

The Session

1. We photograph and/or film within the scope of the package booked. Shot requests are given priority but are not binding instructions.
2. The number of edited images or videos is set by your package. Extra edits are charged at current rates.
3. Children under 18 must be accompanied by a parent or guardian throughout.
4. We may end a session early if anyone present is disruptive or disrespectful to our team or studio.

Edit and Delivery

1. Edited work is delivered within 1 to 2 weeks of the session unless agreed otherwise in writing.
2. Delivery is by private online gallery or USB drive, as chosen in your Client Brief.
3. One round of minor revisions is included, requested within 14 days of delivery. Further retouching or changes after delivery are charged at current rates.
4. We deliver to our professional standard and do not supply unedited raw files.

Cancellation and Rescheduling

1. Cancelled more than 48 hours before the session: the session fee may be moved to a new date within 3 months, subject to availability.
2. Cancelled within 48 hours of the session: the session fee is forfeited.
3. Arriving more than 30 minutes late without notice is treated as a cancellation within 48 hours.
4. If Charis Creations must cancel for reasons beyond our control, you choose between a full refund and a new date.

Use of Images

We use images from your session for portfolio, social media and marketing only where you gave permission in your Client Brief.

Wedding & Introduction Coverage Agreement

Booking and Payment

1. A non-refundable booking fee of 50% of the total secures the date once it is received and cleared.
2. Until the booking fee is cleared the date is not reserved and may be booked by another client. If the date is no longer available, any money received is returned in full and neither party has further liability.
3. At least 70% of the total must be paid no later than one month before the event date.
4. The balance is payable in full at least 2 days before the event date. A late payment charge of UGX 200,000 applies if this deadline is missed.

Travel and Accommodation

For events more than 100 km from our studio in Namugongo, the client provides accommodation for the crew for the night of the event and the night before.

Meals

Where coverage runs longer than 5 hours, the client provides a hot meal for the crew, served at the same time as guests are served.

On the Day

1. Any change to times, dates or venues must be communicated to Charis Creations as early as possible.
2. The client obtains permission to photograph and film at every venue and covers any venue fees.
3. Coverage follows the professional judgement of our photographers and cinematographers. We cannot guarantee coverage of any particular person or group.
4. We use professional equipment. Charis Creations is not liable for losses caused by radio signal loss, power failure, sound failure or material defects beyond our control.

The Edit and Delivery

1. We build your film and photographs around the requests in your Client Brief. Requests guide our work but are not binding instructions, and artistic interpretation cannot be guaranteed.
2. Deliverables are those listed in this agreement for your package. Delivery is by the date shown in this agreement unless agreed otherwise in writing.
3. One round of reasonable revision requests is included, requested within 14 days of delivery (unedited footage is kept for 2 weeks after delivery). Further changes are charged at current rates.
4. We do not supply unedited raw files.

Cancellation and Date Changes

1. If Charis Creations cannot provide the service for reasons beyond our control, we arrange a suitable alternative of similar style and quality, or refund the money paid.
2. If the client cancels 60 days or more before the event, the booking fee is kept and any amount paid beyond it is refunded.
3. If the client cancels within 60 days of the event, all money paid is kept, because the date can no longer be offered to another client.
4. Instead of cancelling, the client may move the event to a new date within 6 months of the original date, if our team is available on that date. Money already paid moves with the booking.

Use of Images

Charis Creations uses photographs and video from your event for our portfolio, social media and marketing only where you gave permission in your Client Brief. Your privacy choices are respected in full.

Corporate & Event Coverage Agreement

Booking and Payment

1. A non-refundable booking fee of 50% of the total confirms this engagement once received and cleared.
2. The balance is payable in full at least 2 days before the event date. A late payment charge of UGX 200,000 applies if this deadline is missed.

Scope of Coverage

1. We cover the event as described in this agreement and the Client Brief. Changes to the programme or schedule must be communicated as early as possible.
2. The client obtains all venue permissions for filming and photography and covers any venue fees.
3. Coverage follows the brief with professional discretion. Where several sessions run at the same time we cannot guarantee coverage of every person or session.

Travel, Accommodation and Meals

For events more than 100 km from our studio in Namugongo, the client provides accommodation for the crew for the night of the event and the night before. For events longer than 5 hours, crew meals are provided by the client.

Deliverables

1. Deliverables are those listed in this agreement, typically completed within 2 to 4 weeks of the event unless agreed otherwise in writing.
2. One round of feedback on the final edit is included, given within 14 days of delivery (unedited footage is kept for 2 weeks after delivery). Further changes after delivery are charged at current rates.
3. We present the work to our professional and cinematic standard.

Cancellation

1. If Charis Creations cannot fulfil the booking for reasons beyond our control, we arrange a suitable alternative or refund the money paid.
2. If the client cancels 60 days or more before the event, the booking fee is kept and any amount paid beyond it is refunded.
3. If the client cancels within 60 days of the event, all money paid is kept.
4. If the event moves to a new date within 6 months and our team is available, money already paid moves with the booking.

Use of Images and Branding

We use images from this event for portfolio, social media and marketing only where permission was given. Where corporate branding or sensitive content is involved, we seek specific approval before publishing.