Terms & Conditions
1.0 a) A 30% booking deposit is required to secure The White Tree’s musicians, photographers and/or filmmakers for the date of a wedding or event. The 30% deposit amount is calculated based on the total cost of the services being booked.
By way of making deposit, the client is agreeing to the terms and conditions laid out below.
Please note that a booking is not confirmed until a client’s deposit has been received.
1.1 If the timings and details specified by a client at a later date contradict previous communications, inclusions and/or original quotes, The White Tree may be required to charge additional costs, as per the new requirements – e.g. A client decides to extend the reception from 5 hours to 6 hours.
1.2 It is a requirement that clients provide The White Tree crew working at a wedding or event with a basic crew meal. This is industry standard, and the venue or catering company will be able to organise this with you.
1.3 It is the client’s responsibility to carefully read our informative planning documents within The White Tree portal, which are provided upon confirmation of the booking. The client must then enter their running details into their personal portal in consultation with The White Tree. *If a wedding or event planner has been engaged, this portal link must be shared with them to enable successful communication amongst all parties.
1.4 Private Property Weddings: There are some key issues related to our working conditions on private properties which need to be understood:
– If the client does not have a venue manager, then someone must be appointed as a contact for us to liaise with on the night, regarding any issues that may arise.
– Phone reception: If there will be no phone reception, this must be mentioned within the online portal.
– If the private property is difficult to find, detailed instructions about how to locate the venue, and a number to call in case we are still experiencing difficulties must be supplied by the client.
- A flat/dry surface must be provided for our band and/or DJs to perform on. Adequate cover to protect our electrical equipment from rain is vital.
1.5 Flight prices: If flights are required for a job, then we will quote prices that are valid at the time of the enquiry. As a result, if it takes weeks/months for the booking to be confirmed by way of making deposit, then the flight prices originally quoted may be subject to change.
1.6 Payment structure for our services are as follows:
Band only: 30% deposit. 70% balance due two weeks prior to wedding/event.
Any multiple service booking (involving photography and/or film): 30% deposit. 50% instalment two weeks prior to wedding/event. The 20% balance is not due until we have completed the post-production and sent the online gallery and/or showreel edit for viewing.
1.7 Any quotes or inclusions which The White Tree issue are valid for 14 days.
THE WHITE TREE BAND
2.0 a) Our standard reception packages are based on a start/finish time of 5 hours. Please note the definition of “start time” which is defined as the time the band is required to have finished set up and sound check at the venue, and are ready to play. “Finish time” = The time the band can finish playing, and commence packing up equipment.
2.0 b) Our band prices are based on 4 x 45 sets within the 5 hour performance period. With most running schedules for weddings and events, this is typically 1 x 45min “chilled set” – where the band plays relaxed modern covers, jazz, soul, latin tunes etc, and two or three dance sets, where the band plays upbeat dance material. Importantly, the set times do not have to strictly follow the 4 x 45min formula. For e.g. a chilled set early on could be 30min and a dance set later on could be 60 min. The main rules to remember; are that a set cannot exceed 1hr, a maximum of 3 x dance sets can be scheduled (i.e. at least one set must be a more chilled/relaxed set) and the total playing time for the band can not exceed 3hrs across our standard 5 hour booking. There must also be a 10 minute break (minimum) between each set where we control DJ music through our PA system.
2.1 The White Tree Band will supply appropriate background music during band breaks which is connected to the PA system provided. This is included in the price. Clients are welcome to supply their own Spotify list to be played through The White Tree PA system if preferred.
2.2 Our performers will arrive 1hr before the due start time, with the PA system first. For e.g. if we are booked to perform at an event which is 6:30pm – 11:30pm, we will arrive at 5:30pm. If a client or the venue require the band to set up earlier than this, then an additional charge may be involved.
2.3 For any bookings that exceed 12am, an additional fee may be involved.
2.4 Additional sets and hours (i.e. for receptions longer than 5 hours) are billed at a rate of $90 inc gst per musician per half hour, or $180 inc gst per musician per hour.
2.5 In the unlikely event that a requested singer is unable to perform due to an extreme circumstance, we will work to secure a replacement singer from our team of quality and experienced vocalists.
2.6 Band/DJ set up locations must include the following:
– A dry area which is under cover. We can perform outdoors without cover for ceremony and canapés performances (assuming it isn't raining), but for the reception we require a roof over our heads at the very least.
Our equipment cannot get wet. Wet equipment is a serious hazard for our musicians and guests.
– If the area has open walls where the band is set up then heaters must be on hand.
– We also require a flat, dry and hard surface to set up on.
– Power requirements for private property events that may be using generators as the power source: Whether it’s a 3 piece band, or 7 piece band, our power requirements are the same. We require 5kva of power and two separate circuits of 10amps @240v. Bare minimum would be one circuit of 10A @240v. Regarding a generator, a diesel generator is best – 2.4kva.
2.7 Our PA Sound System: For weddings/events that are 0 – 180 guests we have adequate in-house PA systems which are simply included as part of our band/DJ website prices.
For weddings of 180+ guests, we must be informed of these guest numbers so we can discuss additional PA system requirements.
* If a client changes or does not include the guest numbers within the original enquiry, then our quote may be subject to change.
2.8 It is vital that clients read their venue contract to establish whether there are any decibel level (sound level) restrictions. We are naturally happy to work at any venue, and co-operate with all venue owners/managers, but some venues have such intense restrictions that they can prevent us from delivering our product satisfactorily. Sometimes these restrictions have not been made known to us by the client (or venue) until we commence the dance sets on the night. This dynamic can prevent us from performing with the energy and entertainment that we are renowned for. We will always do our best to work with a challenging situation, but we do require all clients to read their venue contract carefully.
THE WHITE TREE FILM
4.0 Understanding our approach: The White Tree shoots differently to “old school” videography companies. Our goal is to produce extremely professional and tightly edited highlights clips. To achieve this we set up and plan our shots like a music film clip or advertising shoot. We take extra time and care to ensure the shots are visually interesting and we work very candidly and unobtrusively (with very minimal direction), to ensure the action we capture looks natural and real.
All film packages (Level 1, 2 and 3) contain 1 x filmmaker.
4.1 Our cinematic showreel is tightly edited to the soundtrack which clients select. The White Tree pays a yearly licensing fee so clients are free to select their own songs – these must be entered into the portal PRIOR to the wedding. *Please note, our showreels do not contain natural dialogue. The sound track leads the edit. This is our aesthetic and one which we believe is cinematic and timeless. All vows and reception speeches (for Level 2 and 3) are contained in full within the Extended Edits.
4.2 The White Tree has creative licence with the cinematic showreel and short instagram edit(s) – that is; clients must entrust us to select the footage which constitutes the edits.
We are highly experienced in selecting shots which creatively capture the highlights and the emotion of the day.
4.3 Should there be a request to re-edit aspects of the films, this can be arranged at a rate of $150 inc gst per hour. The delivery time for the re-edited content is subject to our workloads with other projects.
4.4 The duration of the extended edits are varied and depend on the length of the proceedings such as speeches, ceremony duration etc. If we capture more footage we of course include that in the video.
By the same token, if the events on the day such as the first dance, reception speeches and/or dance floor action are particularly short (or non-existent) this will alter the length of these edits.
Please note that if the wedding or event is particularly intimate, formal or without dancing, then that may mean our Party Edit (for Level 3 bookings only) is potentially shorter and less energetic.
4.5 With our filming approach we cannot provide an edit with every single second of the day. We do not set up cameras on tripods and just leave them running (except for the speeches). This would look incredibly bland. As explained, we are focussed on filming a wedding creatively so the film has a modern aesthetic.
4.6 It is vital that a client specifies the initial shoot locations and timings. We are of course on hand to then assist with these suggestions and details.
4.7 Film content shot and edited by The White Tree may be utilised on our website and/or social media.
4.8 All RAW footage will be stored by The White Tree for a period of 12 months following the date of delivery. Any request for re-edits must be made before that 12 month period ends.
4.9 All Highlights Edits and Extended Edits will be uploaded to The White Tree Vimeo account. It is the client’s responsibility to make sure these videos are downloaded and backed up securely. The Highlights Edits (Showreel and Insta Edit) will be stored on our Vimeo account long term however the Extended Edits will only be stored for 12 months following the wedding date. The White Tree does not take responsibility for clients who do not adhere to this process.
5.0 In the event of a technical malfunction which results in any lost footage from the day, the client may receive a percentage refund of the service costs. The maximum compensation that a client may receive, is a full refund of the service costs. It is vital to point out that The White Tree maintains the most diligent equipment maintenance programs and cloud based backing up procedures to manage any potential risks in this area.
5.1 Our filmmaker will capture what a client has requested within the online run sheet. If the reception speeches, first dance etc fall behind schedule, then they will automatically stay to capture the key moments stipulated within the brief. If this exceeds the scheduled finished time by 0min – 15mins then the filmmaker will stay without charge.
After that 15 minutes, the filmmaker will remain at a cost of $70 per filmmaker per 15 minute increments, as required. Please note that extra time shooting on the day also results in extra footage and time in post-production, so our additional time costs need to factor this in.
Our filmmaker will try to liaise with a client when formalities run overtime, but they are also sensitive to approaching a couple on their wedding night. Clients are of course welcome to approach our team at any stage to discuss. If timings go overtime, our filmmaker will notify the booking manager once the shoot has finished, and the costs will be added to the balance invoice.
Timings can often run behind schedule so clients should always allow some margin for error, and if things are going to be tight, alert the MC to this so they can help to keep things on track.
5.3 Regarding timings, if a client has booked a photographer outside of The White Tree, they must be told that our filmmakers will require a small amount of time on the location shoot and at the preparations (if applicable) where they are given “right of way”. This is vital to ensure we can set up shots with the couple, family and wedding party without the photographer in frame, and capture the creative shots that are consistent with our cinematic style.
5.4 If any permits are required for The White Tree to work at a client’s chosen locations then these must by organised and paid for by the client.
5.5 The Showreel and Extended Edit songs are chosen by the client. If our filmmaker needs to draw on extra songs for the Extended Edits to match the extra footage, they will download other songs on their own accord by drawing from the same artists that have already been selected.
5.6 The Instagram Edit music must contain stock music due to copyright reasons and this music is strictly selected by us.
5.7 Drones: Drone is included in all three of our packages.
However, our filmmakers can only utilise a drone in accordance with the Australian Government’s Civil Aviation Safety Authority (CASA). Of particular reference here are the extensive “no fly zones” that exist (particularly near CBD locations), and the safe distances from people in which a drone can be operated. Our business (and all of our filmmakers) are knowledgable of the extensive requirements stipulated by CASA. We do not expect clients to understand all of CASA’s rules and regulations, however we do expect all clients to acknowledge this authority as the governing body for drone operation, which our business must abide by.
5.8 If the weather conditions are unsafe for operating a drone, i.e. there are thunderstorms, rain or the wind is gusting above 30 knots, then The White Tree reserves the right to decide whether the drone can be flown or not. Safety in such a situation is always paramount.
5.9 The White Tree (and fellow vendors) are able to use film content captured at weddings or events for social media and website purposes.
THE WHITE TREE PHOTOGRAPHY
7.0 Understanding our approach: We prefer a candid/documentary style style of photography. We believe this relaxed style leads to brilliant and natural images. A White Tree photographer will direct clients to a degree, but essentially we want couples to enjoy the day naturally without being told what to do every second. Our photographer will then carefully observe and capture the wedding creatively and unobtrusively.
7.1 In capturing detailed shots of special family members and close friends, it is vital that the couple or a member of the bridal party are there to assist the photographer with these photos – during preparations and between the ceremony and reception. Parents, aunties, uncles, brothers, sisters, cousins and important family friends are not always known to the photographer, so it is imperative that someone is delegated this task of gathering these people. The White Tree does not take responsibility for missing a family member during portraits if they were not gathered by the client on the day.
7.2 The White Tree will not watermark any images, so clients are free to print, enlarge and share the images as many times as you like. When sharing on instagram, please mention @thewhitetree in the caption.
7.3 Photography content shot and edited by The White Tree may be utilised on our website and/or social media.
7.4 Our delivery times for the photography content is 5 – 7 weeks. If the job is ready earlier than the 5 – 7 week mark then we will of course contact the client in advance.
7.5 In terms of editing, we carefully colour grade all images in Lightroom, however our packages do not include the individual photoshopping of pimples, scars etc.
7.6 In the event of a technical malfunction which results in any lost images from the day, the client may receive a percentage refund of the service costs. The maximum compensation that a client may receive, is a full refund of the service costs. It is vital to point out that The White Tree maintains the most diligent equipment maintenance programs and cloud based backing up procedures to manage any potential risks in this area.
7.7 Our photographer will capture what a client has requested within the run sheet. If the reception speeches, bridal dance etc fall behind schedule, then they will automatically stay to capture the key moments that have been stipulated within the brief. If this exceeds the scheduled finished time by 0min – 15mins then the photographer will stay without charge.
After that first 15 minutes, the photographer will remain at a cost of $70 per 15 minute increments, as required. Please note that extra time shooting on the day also results in extra images and time in post-production, so our additional time costs need to factor this in.
Our photographer will try to liaise with a couple when things run overtime, but they are also sensitive to approaching a bride or groom on their wedding night. If timings go overtime, our photographer will notify the booking manager once the shoot has finished, and the costs will be added to the balance invoice.
Timings can often run behind schedule so clients should always allow some margin for error and if things are tight. Also alert the MC to this so they can help to keep things on track.
Please note our package hours run consecutively from the start of the first location and cannot be stopped and started.
7.8 If any permits are required for The White Tree to work at the client’s chosen locations then these must by organised and paid for by the client.
8.0 If a client requests to cancel the services of The White Tree, the 30% deposit will not be refunded, unless the cancellation request is made within 7 days of the deposit being paid. If the request is inside of this 7 day period, the deposit amount will be refunded to the client in full. If an instalment and/or balance has been paid, this money will also be refunded in full.
8.1 a) If a request for a date change is made after 7 days of the deposit being paid, this is deemed a cancellation – as our business and our creatives/artists will have committed to that specific wedding/event date. A new deposit will need to be paid if a client wishes to book us again for a new date.
If an instalment or balance payment has been made then this will always be refunded in full. It is only the deposit that is non-refundable.
8.2 If a client wishes to change the confirmed band/photography/film configuration after confirming the booking (eg. downsize the band/photography/film level or swap for an alternative instrument) and, subsequently, a booked member of staff needs to be cancelled, a fee of $250 per cancelled staff member applies.
8.3 If it is a multiple service booking and the client wishes to cancel one or two of the services but maintain the booking for the other service(s), the cancellation fee of 30% (of the individual service) will still apply, as we are then required to remunerate our staff who have been cancelled. The multiple service booking discount will also be subtracted or reduced accordingly.
8.4 If an instalment or balance is to be refunded for any reason, the refund will be minus any credit card or Bpay processing charges incurred at The White Tree’s end.