Terms & Conditions

Last updated: November 2025 • Applies to bookings from: 1 November 2025

These Terms & Conditions apply to all quotes, bookings and services supplied by Bright Spark Studios. They are intended to provide clarity and fairness for both parties and should be read alongside any proposal, quotation or Statement of Work (SOW). Unless otherwise agreed in writing, these terms govern the engagement.

1. Definitions

“Bright Spark”, “we”, “us” or “our” means Bright Spark Studios. “Client” means the party commissioning the services. “Deliverables” means the completed edited film(s) and related outputs specified in the quote/SOW. “Rushes” or “source media” means the original camera, audio and project files generated during production. “Working day” means up to ten (10) hours including travel and a one-hour lunch break unless otherwise stated.

2. Statement of Work & Order of Precedence

Project-specific scope, schedule, deliverables, pricing and assumptions are defined in the Statement of Work (SOW) or accepted quotation. If there is a conflict, the SOW/quote takes precedence for project specifics; these Terms & Conditions otherwise apply.

3. Scope, Deliverables & Revisions

The quotation/SOW describes the scope, deliverables (format, duration, versions) and indicative schedule. Unless stated otherwise, quotes include two (2) rounds of consolidated amends per deliverable. Further revisions or re-edits are billed at the published edit day rate.

4. Working Hours & Overtime

• Standard day: up to 10 hours including travel and a 1-hour lunch break.
• Overtime: 10–12 hours at time-and-a-half (T1.5); 12–14 hours at double time (T2).
• Maximum day length: 14 hours. If unforeseeable circumstances push beyond 14 hours, an additional full day rate applies, and hotel accommodation will be required if working the next day.
• Rounding: overtime is calculated to the next whole hour.
• Multi-day productions require a minimum 11-hour rest period between working days.

5. Travel, Mileage, Accommodation & Meals

• Travel days (no filming) are charged at 75% of the confirmed operator day rate (equipment hire excluded).
• Partial travel for shorter journeys (typically 2–4 hours total) may be charged at £45/hour.
• Mileage is charged at £0.45/mile from Lincoln.
• Working-away fee: £90/night per crew member (in addition to accommodation and meals).
• Accommodation is charged at cost (single occupancy, 3★ minimum, near the venue where practical).
• Meals & refreshments when not provided on site: Breakfast £10, Lunch £15, Dinner £25, Refreshments £5 → £55/day maximum per crew member.

6. Booking, Deposit, Holds/Pencils & Payment Terms

A booking is confirmed upon written acceptance/PO and payment of a 50% deposit (non‑refundable). Deposit invoices are due immediately to secure dates. We operate a first/second‑hold (pencil) system: first hold has first right to confirm; second hold may challenge. If challenged, the first hold has 24 hours to confirm and pay the deposit; otherwise the dates may be released. Dates are only secured once the deposit is received.

The remaining 50% is split 25% on completion of filming and 25% on final delivery. Standard payment terms for all invoices are 30 days from invoice date unless otherwise agreed. VAT is charged in addition at prevailing rate

Late payment & statutory interest. Unless an invoice is the subject of a bona fide dispute notified in writing within 7 days of issue, sums not received by the due date (30 days from invoice) may accrue statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998 (as amended) at 8% above the Bank of England base rate, calculated daily, plus the Act’s fixed compensation per invoice (£40 for debts under £1,000; £70 for £1,000–£9,999.99; £100 for £10,000+). Where our reasonable recovery costs exceed the fixed sum, we may claim the difference. We may suspend work, withhold delivery/links, and withhold or revoke any interim licence to the Deliverables until all sums are settled. Part‑payments are applied first to recovery costs, then interest, then principal. Nothing in this clause limits our rights under the Act.

7. Change Control (Scope Creep)

Any change to scope, locations, crew, schedule or deliverables after approval will be logged via a change note for written sign‑off. Additional costs (crew, overtime, travel, edit time, graphics or licences) will be quoted and billed accordingly. Delays outside our control (late access, waiting on contributors, room changes) are chargeable at the relevant day or overtime rates.

8. Client Responsibilities & Designated Contact

The Client will provide timely access, loading/parking, power, a suitable and quiet filming space, and any necessary security/permits/passes. The Client will nominate a single point of contact with authority to brief, review and approve. Unless otherwise stated in the SOW, the Client will provide consolidated feedback or approvals within five (5) working days of each review delivery. Schedules will move day‑for‑day where approvals exceed this window. Conflicting or piecemeal feedback may be treated as a change request.

9. Contributor Releases & Safeguarding

The Client is responsible for ensuring contributors are informed of filming and that required consents are obtained (adult talent, parental/guardian consent for under‑18s, location releases). Bright Spark can supply standard release forms. We follow sensible safeguarding and respectful‑conduct practices on every production.

10. Privacy, GDPR & Event Signage

Where filming occurs in workplaces or public‑facing venues, the Client will provide suitable “Filming in Progress” notices and advise attendees of recording. Where personal data is captured, Bright Spark acts as processor for the Client (controller) and processes data solely to deliver the agreed services, in line with our retention and archive policy and UK GDPR.

Bright Spark Studios handles all client footage and materials securely, in line with UK GDPR and the Data Protection Act 2018. All project files are stored on controlled studio systems with access limited to authorised staff and contracted crew. Where cloud transfers are used, password-protected or link-restricted platforms are employed. No open or public file-sharing services are used. Client materials are archived for a minimum of 12 months unless otherwise agreed. Personal data (such as contributor forms or identifiable footage) is used solely for the purpose of production and is not shared with third parties.

11. Location Permits, Third‑Party Licences & Indemnity (Client Materials)

The Client warrants it has (or will obtain) any location permissions, building approvals, music/performing rights, artwork clearances and trademark permissions required for the production. Costs for third‑party licences (music, stock, fonts, plugins, venue fees) are recharged at cost plus any agreed handling; scope and usage will be confirmed in the SOW. The Client warrants that materials and instructions they provide (scripts, logos, music, artwork, claims) do not infringe third‑party rights and will indemnify Bright Spark against claims, losses or costs arising from their use as directed by the Client.

12. Cancellation & Postponement

Cancellation fees apply per affected shoot day to crew day rates and equipment hire (plus any non‑recoverable third‑party costs already incurred such as travel, accommodation, permits or specialist hires). The 50% deposit is non‑refundable on client cancellation.
• 15+ working days: no additional fee (deposit remains non‑refundable)
• 10–14 working days: 25%
• 5–9 working days: 50%
• 2–4 working days: 75%
• <48 hours / no‑show: 100%

Postponement (client‑requested date move): one free date change with 15+ working days’ notice; deposit transferred to a new date within 60 days, subject to availability and like‑for‑like scope. 10–14 working days’ notice: 10% re‑scheduling fee plus non‑recoverable costs. Less than 10 working days’ notice is treated as cancellation. Reducing crew, equipment or shoot days after confirmation is treated as cancellation of the removed element(s).

13. Deliverables, Data Retention & IP Licence

The quoted price covers the supply of the completed edited film(s) (the “Deliverables”) in the agreed formats. Original camera files (rushes), audio stems, graphics assets and edit project files are not included unless specifically quoted.

Data retention: Bright Spark retains source media and project files for 90 days from final delivery sign‑off; afterwards, material may be securely deleted unless a paid archive is contracted.

IP & licence: Unless otherwise agreed in writing, Bright Spark retains ownership and copyright in all footage and production assets created or supplied by us. Upon receipt of full payment, the Client is granted a non‑exclusive, perpetual, worldwide licence to use the completed Deliverables for the purposes and channels agreed in the SOW/quote. Use outside scope (e.g., paid ads/broadcast) may require additional licences, particularly for music, stock and talent usage.

14. Rushes Supply & Licensing (Optional)

On request, Bright Spark can supply rushes and/or edit project files under a separate quote to cover preparation time (ingest verification, checksums, indexing), media/hosting and, where applicable, licensing or assignment of rights. Third‑party licensed elements (music, stock, plugins, templates) are supplied only under their original licence terms or replaced/omitted as necessary.

15. Long‑Term Archive & Retrieval (Optional)

Managed archive tiers are available beyond the standard 90‑day retention, billed on actual volume stored (metered). Restore fees and SLAs apply. Details available on request or within our Archive & Retrieval schedule.

16. Technical Delivery, QC & Creative Outcomes

Unless specified, masters are delivered as H.264 MP4 (1080p25, high bitrate) and/or ProRes 422 HQ, broadcast‑safe audio and legal levels. Alternative specs (UHD, split‑audio, captions, platform‑specific presets) are available on request and may attract additional finishing time. We will deliver to the agreed brief and professional standards; however, commercial outcomes (e.g., sales, engagement, attendance) depend on factors outside our control and are not warranted.

17. Media Hosting & Link Expiry

Review/download links remain active for 30 days from issue unless otherwise agreed. Re‑hosting or re‑delivery after expiry may incur a small admin/hosting fee.

18. Live Streaming, Connectivity & Resilience - Disclaimer

For live streams, uptime depends on venue power and network conditions. We recommend a resilience plan (e.g., bonded 4G/5G via Peplink/LiveU/Haivison and/or Starlink). If venue network fails and no resilience option has been contracted, we will continue local recording and assist in later publication of the programme output.

While every reasonable measure is taken to ensure a stable and uninterrupted live stream, Bright Spark Studios cannot accept responsibility for interruptions or downtime caused by: loss of venue power beyond UPS capacity, venue network or internet failure where backup options were not contracted, or external outages affecting internet providers, CDNs, DNS systems, or streaming platforms. Where feasible, a local recording will be made to allow later upload or redistribution of the event content.

19. Health & Safety – Right to Pause

If, in our reasonable opinion, conditions are unsafe or non‑compliant (power, structural, crowd, environmental or safeguarding risks), we may pause or reschedule until safe. Time and costs incurred to that point remain chargeable; rescheduling follows the postponement terms.

20. Insurance & Liability Cap

Bright Spark holds Public Liability and Professional Indemnity insurance (details available on request). Our aggregate liability is capped at the total fees paid for the specific project, excluding death/personal injury caused by negligence. We are not liable for indirect or consequential loss.

21. Waiting / Standby Time

Waiting time due to venue/contributor delays is billable at the contracted day/OT rates. Where prolonged standby (>60 minutes) is anticipated, we can adjust calls or re‑sequence work if notified in time; otherwise standard charges apply.

21A. On‑the‑Day Disruption (Beyond Our Control) — Standby, Postponement & Abandonment

Definition & examples: “On‑the‑day disruption” means events outside Bright Spark’s reasonable control that prevent, pause, or materially hinder production or live delivery. Examples include: venue power failure; network/internet outage; building evacuation, fire alarm or security incident; police cordon; extreme weather alerts; national/regional transport strikes; unplanned room changes or late access imposed by a venue/landlord; third‑party failures not contracted by Bright Spark.

Mitigation & fallback: We will take reasonable steps to adapt: re‑sequence the schedule, relocate within the venue, operate on battery power for a limited period, switch to record‑only if streaming is not feasible, and use any pre‑booked resilience (e.g., bonded 4G/5G or Starlink). If resilience options were not contracted and venue services fail, we will continue with the most deliverable alternative (typically local recording) where safely possible.

Standby & overtime: The first 60 minutes of unavoidable waiting is treated as working time within the day. Ongoing delay beyond 60 minutes is billable under §21 Waiting / Standby and counts toward overtime bands (10–12h @ T1.5; 12–14h @ T2). If the disruption risks exceeding 14 hours, Bright Spark may end the day on safety grounds.

Abandonment & rescheduling: If disruption persists for 2 consecutive hours (or earlier where it becomes objectively impracticable to achieve the agreed scope), Bright Spark may, in consultation with the Client, declare the day abandoned. We will offer the next available date(s) to re‑schedule. Rescheduling follows §12 Cancellation & Postponement or §27 Force Majeure, depending on cause.

Cost allocation: Client/venue‑controlled causes (e.g., venue power not provided as agreed, late access, room withdrawal, third‑party supplier engaged by the Client): the day is chargeable in full (crew, kit and expenses) and a re‑date is treated as a postponement under §12. Force majeure (e.g., area‑wide power cuts, police/security incident, severe weather causing official closure): charges are limited to time and costs already incurred (crew on site/en route, prep, travel, non‑recoverable hires) per §27 Force Majeure, and we will rebook in good faith subject to availability. Live streaming note: Where resilience was not contracted and venue internet fails, the service reverts to local recording. If neither power nor safe conditions permit recording, the day is chargeable as above based on cause.

Optional weather‑hold: If weather risk is material, a pre‑agreed weather‑hold can be added to the SOW. Typical structure: confirmation/cancellation by 16:00 the previous working day → 50% hold fee if stood down; otherwise the full day applies.

22. Subcontractors & Approved Partners

Bright Spark may engage trusted subcontractors (e.g., additional camera operators, audio, graphics) under our direction. We remain responsible for delivery and quality control of the agreed scope.

23. Credits & Portfolio Use

Unless otherwise agreed in writing or restricted by NDA, Bright Spark may reference the Project (stills, short excerpts, production credits) in showreels, case studies and proposals. Behind‑the‑scenes content will only be captured/used with the Client’s consent and never where it compromises confidentiality or safety. We will remove or delay portfolio use on reasonable request.

24. Confidentiality & NDA

Both parties will treat non‑public information as confidential and use it only for the purposes of the project. We are happy to review and sign a reasonable NDA. Where an NDA is in force, portfolio use and BTS capture are disabled unless expressly permitted.

Where an NDA is signed, it shall apply in parallel to these Terms, and supersede any conflicting confidentiality clauses herein.

25. No Set‑Off

Invoices are payable in full without set‑off, counterclaim or deduction, other than sums subject to a bona fide dispute notified in writing within seven (7) days of invoice.

26. Severability

If any provision of these Terms is held unlawful or unenforceable, the remaining provisions remain in full force.

Neither party shall be liable for any delay or failure in performance due to events beyond its reasonable control, including but not limited to fire, flood, extreme weather, power failure, strikes, transport disruption, government restrictions, pandemics, or internet/CDN/network outages. Both parties will act in good faith to mitigate disruption and rebook where possible. Bright Spark Studios’ total aggregate liability is limited to the total project fee paid. We shall not be liable for indirect, consequential, or special losses such as loss of revenue, opportunity, data, or reputation.

27. Force Majeure

Neither party shall be liable for delay or failure to perform due to events beyond its reasonable control (including severe weather alerts, national transport disruption, sudden venue closure). Both parties will work in good faith to rebook; charges are limited to time and costs already incurred (e.g., pre‑production delivered, non‑recoverable expenses).

28. Governing Law & Jurisdiction

These Terms & Conditions are governed by the laws of England and Wales and the parties submit to the exclusive jurisdiction of the courts of England and Wales.

29. Variations & Entire Agreement

These Terms & Conditions, together with the accepted quotation/SOW, constitute the entire agreement between the parties and supersede any prior understandings. Any variation must be in writing and signed by both parties.