In short
- Ask for cancellation terms in writing before you confirm, not after something changes.
- The main questions are notice, costs already incurred and what happens to work done.
- Terms can differ between operators, so read the actual terms you are given.
- For anything large or unclear, have a qualified person review the contract.
Cancellation terms tell you what happens if the event, or the booking, does not go ahead. Ask for them in writing before you confirm. This page lists the questions to settle; the terms that apply to you are the ones in the document you are given.
What should cancellation terms cover?
Most cancellation terms answer the same few questions.
| Question | What to look for |
|---|---|
| Who can cancel? | You, the videographer, or both, and in what situations |
| How much notice is needed? | A clear point after which the position changes |
| What happens to money paid? | What is kept, what is returned, and why |
| What counts as costs already incurred? | Crew held for your date, travel arranged, work started |
| What if only part is cancelled? | Dropping a day, a film or a location |
| What about events beyond anyone’s control? | Severe weather, venue closure, official restrictions |
| How is cancellation sent? | In writing, to whom |
Whatever applies to your booking is stated in the terms we agree with you before it is confirmed.
Cancellation, postponement or change?
These are three different things, and the terms may treat them differently:
- Cancel: the booking ends.
- Postpone or move the date: the booking continues on a new date if the crew is free. See what happens if your event date changes.
- Reduce or change scope: fewer hours, one less film or another venue. See adding extra hours or another event day and changing the venue.
Ask which of these the terms cover. A clear answer now saves an argument later.
If you have to cancel
The key questions are about timing and cost. Ask:
- What is the last point at which I can cancel with no cost, if any?
- After that point, what do I owe, and how is it worked out?
- Is any work already done, such as pre-production planning, counted separately?
- If I cancel because the venue or authority cancels the event, is that treated differently?
If the videographer has to cancel
This can happen too, through illness, an emergency or a clash. Ask:
- How soon will I be told?
- Will a replacement be offered, and will I approve who it is? See supplier substitution and changes to the filming team.
- What do I get back if no suitable replacement is found?
A worked scenario
This is an illustration only. An association books filming for a three-hour seminar. Three weeks before, the speaker withdraws and the seminar is called off.
The association checks its terms and finds: written notice is required; costs already incurred are listed; and work already done is separate from the booking fee. Because those lines are clear, the association knows what it owes and can decide quickly whether to cancel or move the date.
If the terms had said only “cancellation charges apply”, the association would have had to ask every question above at the worst moment.
When should a qualified person review the terms?
Consider a review when the booking is large, involves a purchase order or corporate approval, spans several events, or has terms you do not understand. A lawyer or your company’s legal or finance team can read the contract. The deposits and staged payments guide covers the payment side.
What we confirm for your event
- Our cancellation and change terms, sent in writing before you confirm.
- The notice we need from you, and what has to be in writing.
- How costs already incurred are described.
- What happens if our team cannot attend.
Use the booking scope checklist to record the answers, and keep them with your booking checklist. If you would like to see the terms for your date, ask us about event videography and we will send what applies. For a legal question about your event, ask a qualified adviser.
Cancellation terms are part of the scope and terms we agree before a booking is confirmed. Send your date and venue, and ask us to include how cancellation and notice would work for your event.
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