Terms & Conditions
1.0 A 30% booking deposit is required to secure The White Tree’s musicians, photographers and/or filmmakers for the date of your wedding. By way of making deposit you are agreeing to the terms and conditions laid out below. Please note a booking is not considered 100% confirmed until your deposit has been received, so we encourage you to make deposit as soon as possible.
1.1 If the timings and details you specified contradict our inclusions, previous communications and/or quotes, The White Tree may be required to charge additional costs, as per your new requirements – e.g. At the last minute you decide to extend your reception from 5 hours to 6 hours.
1.2 The final payment instalment for any booking with photography and/or film, is not due until you receive access to the online channel for your highlights gallery. At this point we will email you with your personalised link(s), and a payment reminder notice for the outstanding balance. The physical USBs containing all of your content is then mailed to you immediately.
1.3 It is the client’s responsibility to enter the reference number when making any funds transfer. The White Tree cannot be held responsible for transfers which have absolutely no reference to a booking in any shape or form! To avoid any issues, please read the payment instructions carefully on your invoice.
1.4 Prices quoted on The White Tree website are valid at time of booking. Prices upon booking will not increase nor decrease assuming the requested services do not change.
1.5 It is a requirement that clients provide musicians with a basic crew meal. This is industry standard, and your venue will be able to organise this with you. A meal is also required for our photographers and filmmakers if you have booked Level 2 and 3 only. * You can assume that there are no dietary requirements for us unless you hear otherwise.
1.6 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.
1.7 Private Property Weddings: Private properties can make for some of the most fun and special weddings. However there are some key issues related to our working conditions on private properties which you do need to understand and abide by:
– If you do not have a venue manager (which is often the case) then you must still appoint someone to help liaise with us on the night, regarding any issues that may arise.
– You must organize crew meals with your catering company for each of our staff working at your wedding.
– Phone reception: If there will be no phone reception then please mention this within your online portal.
– If your private property is difficult to find, please include very detailed instructions about how to locate the venue, and a number to call in case we are still experiencing difficulties.
1.8 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 you to confirm the booking by way of making deposit, then the flight prices may be subject to change.
THE WHITE TREE BAND
2.0 a) Our prices are based on a start/finish time of 5 hours. Please note the definition of “start time” = 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 prices are based on 4 x 45 sets, within the 5 hour performance period. With most running schedules for weddings, this is typically 2 x 45min “chilled sets” – where the band plays relaxed modern covers, jazz, soul, latin tunes etc, and 2 x 45 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 60min. You could even have 2 x 30min sets, 1 x 20min set and 2 x 50min sets. The main rules to remember, are that a set cannot exceed 60min, and the total playing time for the band should not exceed 180minutes, within that 5 hour window.
2.1 The White Tree band will supply appropriate background music during band breaks via iPod, which is hooked up to the PA system provided. This is included in the price. Clients are welcome to supply the band with their own iPod to be played through the PA.
2.2 a) Music choice and song selection: The White Tree Band are known for performing a varied repertoire which appeals to the music tastes of all guests – old and young. We are confident in our ability to select appropriate songs throughout the night and are happy for you to leave this to us. However, it is your big day…not ours! If you would like to request specific songs that you love, you can go to our song list and select 10 songs and enter these to your personal online page – which you gain access to after your deposit is received. *10 songs nearly equals one entire dance set – 10 songs x 4min (an average length of a song when performed live) = 40min. So 10 songs is still a fair bit of choice. We also allow you to describe the music you want played in generic terms, e.g. “I would love some 20s/30s style jazz played early on, followed by soul and funk for the dance sets, and some modern rock and pop towards the end of the night. I hate things like the Macarena and Nut Bush…please don’t play any of that!”
2.2 b) The 10 songs you choose will ideally be from The White Tree song list on our website. However if there are 2 or 3 which you desperately want played and they are not featured within our song list, we can try to learn these for you. Please just put these 2 or 3 songs in the first few rows. If they are standard pop tunes then it shouldn’t be a problem for us to learn them. Please try to finalise your song selections TWO weeks out from the wedding.
2.3 The band will arrive 60 – 70 minutes before the due start time, with the PA system and drum kit first. For e.g. if we are booked to perform at your reception which is 6:30pm – 11:30pm, we will arrive at 5:20pm. If you or your reception venue require the band to set up earlier than this, then an additional charge may be involved. Please note that 60 – 70 minutes to set up and sound check, is ample time. It really only takes a band 30 minutes to fully set up and sound check. Please note that “sound checking” for weddings is not a loud or long process. The first set is back ground, so we set up for this softer volume. We can then slowly tweak the levels and increase the volume throughout the night, as required. If additional time is asked of the band in regards to set up/sound check, then this will be billed at a rate of $70 per musician per hour, or $35 per musician per half hour.
2.4 For any bookings that exceed 12am, an additional fee of $35 per musician will be charged, per each additional 30mins.
2.5 Additional hours (i.e. for receptions longer than 5 hours): These are billed at a rate of $70 per musician per half hour, and $140 per musician per hour.
2.6 Of the 4 x 45min sets, the first set must be a more chilled out/background set. It is fine to have the last three sets as high energy/upbeat dance sets, but it is physically too demanding to schedule the whole gig as uptempo dance sets.
2.7 In the event of a technical malfunction or a freak situation that prevents The White Tree from performing, the maximum compensation that a client may receive, is a full refund of the service costs.
2.8 Band Requirements for Private Property Weddings. The band’s set up location must include the following:
– A dry area which is under cover. We are happy to perform outdoors without cover for ceremony and canapés performances, but for the reception we require a roof over our heads at the very least.
– If the area has open walls where the band is set up then heaters should be on hand in case it is a cold night.
– We also require a flat, even, hard surface to set up on.
– Power requirements for Private Property Weddings: Whether it’s a 3 piece band, or 7 piece band, our power requirements are the same. We require 5kva of power and 2 SEPERATE circuits of 10amps @240v. Bare minimum would be one circuit of 10A @240v. Regarding a generator, a diesel generator is best – 2.4kva. The big thing is getting clean separate circuits, i.e not sharing the circuits with lights, fridges, bain maries etc.
THE WHITE TREE FILM
3.0 Understanding our approach: The White Tree shoots differently to many “old school” videography companies. Our main goal is to produce an extremely professional cinematic showreel that blows people away – and something that you will want to watch again and again! To achieve this we use a collection of highly professional equipment including glide cams, dollies, rigs, rails etc. Some companies aim to shoot everything from unimaginative angles with questionable lighting and old/outdated film gear -the end result being a long drab video that looks like it was shot by Uncle Bob. This is not the same technique we use. Our setting up and planning of shots is similar to that used on music film clips and advertising campaigns. We take extra care to ensure the shots are visually interesting. Using these techniques ensures we produce cinematic films which capture the natural flow, excitement and emotion of a wedding.
3.1 Our cinematic show reel is the edit which people watch repeatedly – it’s also the version which gets e-mailed around to friends and family, due to it’s smaller file size. It has real “wow factor” attributed to our careful shooting on the day and our modern approach in the editing suite. The sound track for the showreel is also a key ingredient. The White Tree pays a yearly licensing fee so you are free to use whatever songs you like. You must however enter the 3 songs for your cinematic showreel prior to the wedding. We edit closely to the beat and feel of the music, so we require your selected songs before the date of your wedding.
3.2 The White Tree has creative licence with the cinematic showreel and short instagram edit – that is, clients leave it up to us to select the footage which constitutes the edits. We are highly experienced in selecting shots which creatively captures the highlights and the emotion of the day. Entrusting us with this editing process ensures a consistent high quality film for all of our clients. It also enables us to deliver your film (both edits) within 5 – 7 weeks.
3.3 Should there be any need to re-edit aspects of the cinematic show reel or insta edit, this can be arranged at a rate of $150 per hour. The delivery time for the re-edited content is subject to our workloads with other projects.
3.4 Of course, some details will be re-edited free of charge if they are an error at our end. These include:
Spelling errors – for names and text titles
Technical faults including pixelation or audio/visual sync issues – both of which are an extreme rarity.
3.5 We do not use any natural audio/dialogue from the day in our cinematic showreels. This is a stylistic decision that we have made. However, we of course include all audio from the ceremony, reception speeches and any other important dialogue, in the full Raw Edit.
3.6 Our raw edit is the longer version. It is essentially the entire raw footage of the day, put down on the editing timeline with the natural audio, and some music applied throughout. It combines a mixture of 50fps and 25fps footage (meaning a mix of slow motion and real time). Couples enjoy this version as it features the key moments in a comprehensive fashion. It also includes the speeches from the ceremony and reception (if applicable) in their entirety.
The raw edit ensures clients receive all usable footage that we shoot – and the edit is still highly enjoyable to watch. We of course edit the raw version, cutting out any unusable footage and we apply some soft music throughout to balance the natural audio and dialogue.
3.7 The length of the raw edit is quoted as a duration of 50mins, 90mins, and 120mins for Level 1, 2 & 3 respectively. The edits may be longer due to the length of things such as speeches, ceremony duration etc. If we capture more footage we of course include that in the raw edit free of charge. The quoted length is obviously a lot of footage if you consider that the average Hollywood movie is 90 minutes.
By the same token, if the wedding reception speeches are particularly short, or non-existent (which has occurred in the past for some very informal weddings), then the raw edit length may be slightly shorter than the the inclusions stipulated. The raw edit length is largely reflective of the reception speeches length, and also the ceremony length.
3.8 With our roaming 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 your day creatively so your film has a modern aesthetic. We take care on the day setting up our shots, capturing the major and minor details, and working with lighting and exposures to ensure our work is (in our eyes) a perfect blend of comprehensive coverage, and artistic integrity.
3.9 It’s ideal if you specify the shoot locations and timings. But we are also on hand to assist with this detail.
4.0 It is assumed that all film content we produce may be used on our website, facebook or blog. If you would prefer not to have your film used in these forums that is absolutely fine, you just need to let us know.
4.1 In the extremely rare and worst case scenario that footage is lost due to technical or human error, The White Tree will offer a percentage refund of the total film price.
4.2 All RAW footage will be stored by The White Tree for a period of 12 months following the date of delivery. Any required re-edits to the Showreel and/or Raw Edit must be requested before that 12 month period expires.
It is the client’s responsibility to make back ups of the USBs containing the Showreel and Raw Edit. The White Tree does not take responsibility for clients who fail to adhere to this process.
4.3 We do not split our filmmakers for the preparations (*if booking Level 2 or 3 which contains 2 x filmmakers) as this can create problems with angles and audio captured, parking/travel logistics and the management of memory cards and footage.
4.4 In the event of a technical malfunction which results in lost imagery from the day, the maximum compensation that a client may receive, is a full refund of the service costs. It is vital to point out that this issue has fortunately never occurred in the history of the business, and, The White Tree continues to maintain the most diligent equipment maintenance programs and backing up procedures to prevent such a dilemma.
4.5 Our filmmaker(s) will capture what you have requested within your run sheet. If your reception speeches, bridal dance etc fall behind schedule, then they will automatically stay to capture the key moments you have stipulated within your brief. If this exceeds your scheduled finished time by 15mins then the filmmaker(s) will stay without charge.
After that 15 minutes, the filmmaker(s) 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(s) will try to liaise with you when things run overtime, but they are also sensitive to approaching you (and not annoying you!) on your wedding night. So feel free to approach them yourself when convenient. If timings go overtime, our filmmaker(s) will notify the booking manager once the shoot has finished, and the costs will be added to your balance invoice.
Timings can often run behind schedule so you should always allow some margin for error.
4.6 Regarding timings, if you have booked a photographer outside of The White Tree, please explain to them that our filmmakers will also require a small amount of time on the location shoot and at the preparations (if applicable) where they are given “right of way”. This means the ability to set up shots with the bride and groom, family and bridal party without the photographer in frame. This ensures we can capture the creative shots that are consistent with our cinematic style.
4.7 5.9 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.
THE WHITE TREE PHOTOGRAPHY
5.0 Understanding our approach: We opt for a much more candid/documentary style style of photography. These are two buzz words in the industry, but we genuinely believe this relaxed style leads to brilliant and natural images. A White Tree photographer will direct you to a small extent, but essentially you guys can enjoy the day naturally. Our photographer(s) will carefully observe and capture your wedding creatively and unobtrusively.
5.1 In capturing detailed shots of special family members and close friends, it is vital that you or a member of the bridal party 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 better known to you than the photographer, so it is imperative that you delegate someone 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 you.
5.2 The White Tree will not watermark any images, so you are free to print, enlarge and share the images as many times as you like.
5.3 It is assumed that all photography content we produce may be used on our website, facebook or blog. If you would prefer not to have your images used in these forums that is absolutely fine, you just need to let us know.
5.4 We do not split our photographers for the preparations (*if booking Level 3 which contains 2 x photographers) as this can create problems with angles and audio captured, parking/travel logistics and the management of memory cards and footage.
5.5 Our delivery times for the photography content is 5 – 7 weeks. We cannot send individual images or a small selection of images at an earlier time, as we edit the job in full together. If the job is ready earlier than the 5 – 7 week mark then we will of course contact you.
5.6 In terms of editing, we carefully colour grade all images in Lightroom, however our prices do not include the individual photoshopping of pimples, scars, double chins etc.
5.7 In the event of a technical malfunction which results in lost footage from the day, the maximum compensation that a client may receive, is a full refund of the service costs. It is vital to point out that this issue has fortunately never occurred in the history of the business, and, The White Tree continues to maintain the most diligent equipment maintenance programs and backing up procedures to prevent such a dilemma.
5.8 Our photographer(s) will capture what you have requested within your run sheet. If your reception speeches, bridal dance etc fall behind schedule, then they will automatically stay to capture the key moments you have stipulated within your brief. If this exceeds your scheduled finished time by 15mins then the photographer(s) will stay without charge.
After that first 15 minutes, the photographer(s) will remain at a cost of $70 per photographer 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(s) will try to liaise with you when things run overtime, but they are also sensitive to approaching you (and not annoying you!) on your wedding night. So feel free to approach them yourself when convenient. If timings go overtime, our photographer(s) will notify the booking manager once the shoot has finished, and the costs will be added to your balance invoice.
Timings can often run behind schedule so you should always allow some margin for error.
5.9 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.
6.0 If a client cancels the services of The White Tree, the 30% deposit will not be refunded unless the cancellation is less than 14 days after the deposit was made.
6.1 If a request for a date change is made, this is possible, subject to availability. If The White Tree (meaning the specific personnel you have booked) are not available for the new date, then this is deemed a cancellation, and as such the deposit will not be refunded. If The White Tree and your requested personnel are available for the new date then the booking will be transferred, including any deposit, instalment or balance payments that have already been paid for the previous date. *Please understand that we book out very far in advance so if a date change is required, please give us as much notice as possible.
6.2 A date change will not be accepted if made within 90 days of the wedding date. In this situation, it will be deemed a cancellation and the deposit will not be refunded. Our personnel will have committed to this date, and we will have to provide our staff with a cancellation fee. If an instalment or balance has been made, then this will be refunded. It is only the deposit that is non-refundable.
6.3 If you wish to downsize your band configuration or your photography/film level and a member staff is no longer required, this is deemed a cancellation, and a fee of $150 must be paid per cancelled employee.
6.4 If you have a multiple service booking and wish to cancel one or two of your services but maintain the booking for the other service(s), the cancellation fee of 30% (of the individual service) will still apply. The multiple service booking discount will also be subtracted or reduced accordingly.