FAQs


GENERAL QUESTIONS

What are the fees for your services?

We are very transparent with our pricing - we have created four main event and four main business packages that can be used as the starting point for your photography/video production pricing. Each of these can be customised by removing or adding components to the published package.

As well as adapting an existing package, we can also build you a custom package from scratch using our custom pricing approach.

Are there travel costs associated with your services?

We understand that you don't want to be hit with additional costs for travel when attend your event or business session, so we try to be transparent with our travel costs.

All of our packages (event and business) includes a 3-hour / 200 mile travel allowance in the price. If your event or business session isn't that far away or won't take that long to get there, we will adapt the package cost down and confirm this in your quotation. If your event or business session is further than 200 miles or will take longer than 3 hours travel (there and back), we will adjust the package price accordingly - but you will always be able to see the costs represented in your quotation before you accept and book.

What equipment do you use?

At Individual Pixel, we have standardised on Canon Professional full frame EOS 5D cameras (MKII/III, MKIV and 5Ds) with Canon L series EF fixed and EF zoom lens. For on-camera lighting, we use Canon Speedlight (430 EX II and 600EX-RT) flash systems. For advanced lighting on location, we only use Profoto B1 and B2 off camera flash systems and accessories.

For video production, we have standardised on BlackMagic Design switching and recording equipment together with Datavideo remote camera systems

Are you fully insured?

Yes - Individual Pixel has full professional indemnity and public liability insurance which covers all of our assignments.

Copies of our insurance certificates can be provided on request.

How do we book your services?

For event and business image requirements, you first need to check if we are available on the dates that you need.

CHECK AVAILABILITY REQUEST A CALLBACK

Of course, you can call us directly on 0115 888 2700 (office) or 07881 730406 (mobile) and you can also email us directly at sales@individualpixel.com

We will then arrange a consultation meeting to discuss your requirements - this can be done on the phone, over Skype/Skype for Business (voice or video), over WebEx (or other conferencing system) or in-person (at your home or office). The consultation is free and your booking requirements will be confirmed during this meeting.

After your consultation meeting, we will create your personal online quotation based on the requirements you gave us, which we will ask you to accept electronically. This personal online quotation may also include details of retainer payments that are needed to proceed. On acceptance of the quotation, and payment of any required retainers, our system will then deliver your contract which you will also need to be electronically signed to confirm the booking.

Details of our cancellation and refund policy can be found in the EVENT QUESTIONS and BUSINESS QUESTIONS sections below.

How do we pay for your services?

We will send your invoice(s) automatically via email at the appropriate times. Invoicing and payment terms will differ depending if you are booking an event or a business service, but they will all be fully documented in your contract. Within your invoice(s) there will be a button to select the relevant payment service.

We accept all major credit and debit cards. You will be taken to our card payment system when you select "PAY BY CREDIT CARD" on your electronic invoice.

We can also accept payment via electronic funds transfer from your bank, however bookings will not be confirmed until funds have cleared. Our account details will be provided when you select "PAY BY FUNDS TRANSFER" on your electronic invoice.

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EVENT QUESTIONS

How do you charge for event packages?

Our event services are created in packages that you can use as a starting point and then customise as you need. For event clients, we will consult with you (via email, instant message, voice call, video conference or in-person meeting) to identify your requirements.

We will always provide a quotation for the requirements we have identified which we will ask you to accept electronically. We will then send you our commercial photography contract to digitally sign to secure our services. This will set out the assignment, our fees and terms for payment, the deliverables and the licence that we will provide.

Depending on credit checks, we may ask for a percentage of the overall fee to be paid as a retainer at contract sign to secure the assignment. We typically invoice you for the balance 1 day after the assignment is complete. Our standard payment term is 30 days.

Please be aware that in all cases, full payment must be received within the timescale specified in the contract/invoice so that you do not incur late payment fees.

What is your event cancellation and refund policy?

We know that there can be unforeseen circumstances that mean you need to cancel your event photography booking and get a refund. We are transparent with our event cancellation and refund policy so you know where you stand.

As part of the contract that we provide, we may have asked for a retainer (typically 25% of the assignment cost) at the time of booking with the balance due 30 days after the event. If you need to cancel, then we apply the following policy:

  • If you cancel up to 14 days before the event then we will refund your retainer payment in full (if a retainer has been paid) and you will not be invoiced for the balance.
  • If you cancel within the 14 days before the event then any retainer fee that has been paid will become a cancellation fee and will not be refunded, but you will not be invoiced for any outstanding balance(s). If you have not paid a retainer fee, then we will invoice you for 25% of the contracted assignment cost as a cancellation fee.

Who owns the images taken by you on an event assignment?

Individual Pixel is assigned copyright at the time of image creation. As part of our event packages we provide a worldwide perpetual licence for you to use all of the images we provide.

This licence includes first and second/subsequent serial rights, Internet publication rights, Intranet publication rights, electronic publication rights, electronic archiving rights, book rights and derived products rights. We will also negotiate syndication rights if you wish to re-sell the images. Most of our event clients find this licence covers everything they need.

If however you want to own the images outright (for example if you want to sell the images to a stock library, publisher on online service as the copyright holder) - then we charge a flat fee of £299 to transfer the copyright to you. This fee covers all of the images in your package.

For additional information regarding our licence and copyright transfer terms, please review the licence and copyright page.

What is the difference between single-timeslot and multi-timeslots?

With our event and business packages we wanted to provide you with maximum flexibility to use the photography and/or video production hours as you need, so we created single-timeslot and multi-timeslot. Each package will indicate the type of hours that have been allocated.

  • Single-timeslot means you can use your time in a single continuous block within the assigned working hours identified in the package.
    • For example, if your package contains 4 hours of single-timeslot photography or video production time with assigned working hours of 08:00-18:00 then you can use those 4 hours at the time of day to suit your business, production or performance needs (say 09:00-13:00, 11:00-15:00 or 13:00-17:00) without additional costs. Single-timeslot hours must be used as a continuous block during the assigned working hours, on the same day and in the same location.
  • Multi-timeslot means that you can use your photography or video production time in multiple non-continuous blocks within the assigned working hours identified in the package.
    • For example, if your package contains 8 hours of multi-timeslot photography or video production time and assigned working hours of 08:00-20:00 then you can split those 8 hours into multiple packages (say 2 x 4 hours) and then use those packages at different parts of the day to suit your business, production or performance needs (you could select 08:00-12:00 for the first 4 hours and 16:00-20:00 for the second 4 hours) without additional costs. Multi-timeslot hours can be used in a continuous block or split into multiple blocks during the assigned working hours, on the same day and in the same location (unless multi-day* and/or multi-location* are also specified).

Please note that all packages can all be customised for your specific coverage and needs.

*Some packages contain multi-day (where hours can be split across multiple days) and multi-location (where hours can be split across multiple locations). Please refer to each package specification for details of what is included in the base price.

What is the difference between variable pricing and fixed pricing?

With our four main event packages, we have added flexibility by creating variable pricing and fixed pricing options.

With variable pricing there is a smaller upfront cost, but no final products are included. Edited images and/or video are purchased individually through our online gallery after the shoot at an agreed price per unit.

With fixed pricing there is a larger upfront cost, but this includes a set number of products as part of the package.

Details of these pricing options can be found on each of our four main event packages.

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BUSINESS QUESTIONS

How do you charge for business packages?

Our business services are created in packages that you can use as a starting point and then customise as you need. For business clients, we will consult with you (via email, instant message, voice call, video conference or in-person meeting) to identify your requirements. We can then provide a detailed specification document at your request.

We will always provide a quotation for the requirements we have identified which we will ask you to accept electronically. We will then send you our commercial photography contract to digitally sign to secure our services. This will set out the assignment, our fees and terms for payment, the deliverables and the licence that we will provide.

Depending on credit checks, we may ask for a percentage of the overall fee to be paid as a retainer at contract sign to secure the assignment. We typically invoice you for the balance 1 day after the assignment is complete. Our standard payment term is 30 days.

Please be aware that in all cases, full payment must be received within the timescale specified in the contract/invoice so that you do not incur late payment fees.

What is your business cancellation and refund policy?

We know that there can be unforeseen circumstances that mean you need to cancel your business photography or video production booking and get a refund. We are transparent with our business cancellation and refund policy so you know where you stand.

As part of the contract that we provide, we may have asked for a retainer (typically 25% of the assignment cost) at the time of booking with the balance due 30 days after the event. If you need to cancel, then we apply the following policy:

  • If you cancel up to 14 days before the event then we will refund your retainer payment in full (if a retainer has been paid) and you will not be invoiced for the balance.
  • If you cancel within the 14 days before the event then any retainer fee that has been paid will become a cancellation fee and will not be refunded, but you will not be invoiced for any outstanding balance(s). If you have not paid a retainer fee, then we will invoice you for 25% of the contracted assignment cost as a cancellation fee.

Who owns the images taken by you on a business assignment?

Individual Pixel is assigned copyright at the time of image creation. As part of our business packages we provide a time limited or perpetual worldwide licence for you to use all of the images and video we provide.

This licence includes first and second/subsequent serial rights, Internet publication rights, Intranet publication rights, electronic publication rights, electronic archiving rights, book rights and derived products rights. We will also negotiate syndication rights if you wish to re-sell the images. Most of our business clients find this licence covers everything they need.

If however you want to own the images outright (for example if you want to sell the images to a stock library, publisher on online service as the copyright holder) - then we charge a flat fee of £399 to transfer the copyright to you. This fee covers all of the images in your package.

For additional information regarding our licence and copyright transfer terms, please review the licence and copyright page.

What is the difference between single-timeslot and multi-timeslots?

With our event and business packages we wanted to provide you with maximum flexibility to use the photography and/or video production hours as you need, so we created single-timeslot and multi-timeslot. Each package will indicate the type of hours that have been allocated.

  • Single-timeslot means you can use your time in a single continuous block within the assigned working hours identified in the package.
    • For example, if your package contains 4 hours of single-timeslot photography or video production time with assigned working hours of 08:00-18:00 then you can use those 4 hours at the time of day to suit your business, production or performance needs (say 09:00-13:00, 11:00-15:00 or 13:00-17:00) without additional costs. Single-timeslot hours must be used as a continuous block during the assigned working hours, on the same day and in the same location.
  • Multi-timeslot means that you can use your photography or video production time in multiple non-continuous blocks within the assigned working hours identified in the package.
    • For example, if your package contains 8 hours of multi-timeslot photography or video production time and assigned working hours of 08:00-20:00 then you can split those 8 hours into multiple packages (say 2 x 4 hours) and then use those packages at different parts of the day to suit your business, production or performance needs (you could select 08:00-12:00 for the first 4 hours and 16:00-20:00 for the second 4 hours) without additional costs. Multi-timeslot hours can be used in a continuous block or split into multiple blocks during the assigned working hours, on the same day and in the same location (unless multi-day* and/or multi-location* are also specified).

Please note that all packages can all be customised for your specific coverage and needs.

*Some packages contain multi-day (where hours can be split across multiple days) and multi-location (where hours can be split across multiple locations). Please refer to each package specification for details of what is included in the base price.

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