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. The 30% deposit amount is calculated based on the total cost of the services being booked.
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.
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 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 zero reference to a booking in any shape or form! To avoid any issues, please read the payment instructions carefully on your invoice.
1.3 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.
1.4 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 you are engaging a wedding or event planner, please ensure you share this portal link with them to enable successful communication amongst all parties.
1.5 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.
1.6 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 confirm by way of making deposit, then the flight prices may be subject to change.
1.7 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. 20% balance not due until we have completed the post-production and sent the online gallery and/or showreel edit for viewing. As soon as payment has been made in full, the remaining content will be sent immediately.
1.8 Any quotes or inclusions which The White Tree issue are valid for 14 days and may be subject to change thereafter, e.g. slight price increase/decrease, or minor change in product offering.
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 1 x 45min “chilled sets” – where the band plays relaxed modern covers, jazz, soul, latin tunes etc, and 3 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. There must also be a 10 – 15min break 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 hooked up to the PA system provided. This is included in the price. Clients are welcome to supply the band with their own iPod/Spotify list 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 into 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. We also allow you to describe the music you want played in generic terms, e.g. “I would love some 50s/60s 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 within the Music Style and Notes box. If they are standard pop tunes then it shouldn’t be a problem for us to learn them, provided we are given at least two weeks notice.
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 also 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 $75 per musician per hour, or $37.50 per musician per half hour.
2.4 For any bookings that exceed 12am, an additional fee of $50 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 $75 per musician per half hour, and $150 per musician per hour.
2.6 a) In the highly unlikely event that a requested singer is unable to perform due to an extreme circumstance (such as illness or a family tragedy), we will secure a replacement singer of equal quality and experience.
In all the years that we have been operating (since 2010) we have never left a client without a quality singer for their wedding or event.
Our singers are full time musicians and take their work with The White Tree extremely seriously. We are also strongly renowned in the music industry as the top paying function band, which subsequently means we have the very best talent as part of our crew. The fantastic working conditions that we provide mean that our singers love working with us, and are happy to fully commit to gig dates which are 24+ months away.
b) Process wise, if a specific singer were to become unavailable due to an extreme/rare circumstance, we of course make every attempt to notify a client. This is easy to do if the issue were to occur days/weeks in advance. In the extreme and rare situation that a singer were to become unavailable on the actual day of a wedding or event, it may be difficult and inappropriate to be making notification calls or emails. In such a situation, our band leader that is present on the day can always liaise with you, and if you have any concerns at any stage, our booking managers remain on call 24/7.
2.7 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.
2.8 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 total service costs.
2.9 Band Requirements for Private Property/Outdoor 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, dry and 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.
3.0 Our PA Sound System: For weddings/events that are 0 – 180 guests we have adequate front of house speakers, mix desk, microphone etc, and this is simply included as part of our band’s website prices.
For weddings/events that are 180 – 230 guests, we recommend booking our Sound Package A – This features a specialist sound engineer who supplies more industrial strength PA for a larger venue. This is $970 inc gst for up to 5hrs. *Sound engineer arrives 2 hrs prior to event start time to set up. Additional time (if required) billed at $150 per hour. Again, this isn’t compulsory but it really does ensure the band’s volume is adequate – particularly for the dance sets.
For weddings/events that are 230 – 350 guests, it is compulsory for clients to book our Sound Package A.
For large scale events that are 350 – 600 guests, it is compulsory for clients to book our Sound Package B – This features our specialist sound engineer, assistant, and large scale PA equipment suitable for a huge crowd at a big venue. This is $1,590 inc gst for up to 5hrs. *Sound engineer arrives 3 hrs prior to event start time to set up. Additional time (if required) billed at $150 per hour.
600 + guests, please contact your booking manager to discuss your sound system requirements.
Note – we use guest numbers as a handy guide, because they indicate the size of venue. And, the number of people actually indicates a DB level of ambient noise (people talking, laughing etc). The actual number of bodies also literally absorb sound, and we need to cut above this with our production volume.
* If you do not include your guest numbers within your enquiry, our quote may be subject to change. For instance, if you suddenly inform us two weeks out that your event has 500+ people, you will need to book our Sound Package B.
Please note, these PA system parameters are there to ensure your event goes off without a hitch, and that your dance floor is rocking. If you are at all confused about which options you should be going for, just chat to your booking manager and they can guide you through the technical aspects.
3.1 It is vital that you read your venue contract to establish whether there are any decibel level (sound level) restrictions. Some venues keep these restrictions discreetly buried in their fine print as if to suggest it is a minor issue, but this is not always the case. 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 obviously cannot take responsibility for such a hinderance. Again, we just urge you to read your venue contract carefully and if there are restrictions, please ascertain the specific decibel level and inform us in advance, so we know what we will be working with.
THE WHITE TREE FILM
4.0 Understanding our approach: The White Tree shoots differently to many “old school” videography companies. Our 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, sliders etc. Our setting up and planning of shots is similar to that used on music film clips and advertising campaigns. 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.
4.1 Our cinematic show reel is the edit which people watch repeatedly – it’s also the version which gets sent 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 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. *Please note, our show reels do not contain natural dialogue. The sound track leads the edit. This is our style and an aesthetic and one which we believe is cinematic and timeless. Of course, all vows and speeches are contained in full within the Raw Edit.
4.2 The White Tree has creative licence with the cinematic showreel and short instagram edit(s) – that is, clients leave it up to us to select the footage which constitutes the edits. However we do of course factor in any client requests entered into the brief.
We are highly experienced in selecting shots which creatively capture 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 (all three edits) within 5 – 7 weeks.
4.3 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.
4.4 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.
4.5 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. 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.
4.6 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 many Hollywood feature movies are 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 cocktail weddings), then the raw edit length may be slightly shorter than the inclusions stipulated. The raw edit length is largely reflective of the reception speeches length, and also the ceremony length.
4.7 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 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 a perfect blend of comprehensive coverage, and artistic integrity.
4.8 It’s vital you specify the initial shoot locations and timings. But we are of course on hand to then assist with these details.
4.9 All film content we produce may be used on our website, social media or blog at our complete discretion. If you would prefer not to have your film used in these forums that is absolutely fine, you just need to let us know prior to the wedding.
5.0 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.
5.1 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.
5.2 Please note, if you are adding a second filmmaker, we do not split our filmmakers for the preparations as this can create problems with angles and audio captured, parking/travel logistics and the management of memory cards and footage. The hours of the packages start from first film location, and finish 3 hours (Level One), 6 hours (Level 2) or 9 hours (Level 3) after the start time. Hours can not be non-sequential.
5.3 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 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 cloud based backing up procedures to prevent such a dilemma.
5.4 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 1min – 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, and if things are going to be tight, please alert your MC to this so they can help you to keep things on track.
5.5 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.
5.6 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.
5.7 The Show Reel and Raw Edit songs are chosen by you. If our filmmaker needs to draw on extra songs for the Raw Edit to match the extra footage, they will download other songs on their own accord by drawing from the same artists you have already selected.
5.8 The Instagram Edit music must be stock music due to copyright reasons and this music is strictly selected by us.
5.9 Drones: Drone is only included when you have booked our second filmmaker.
Our filmmaker(s) 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 you to understand all of CASA’s rules and regulations, however we do expect you to acknowledge this authority as the governing body for drone operation, which our business must abide by. *For new bookings from May 15 2018, drone is only possible for bookings that have had a second filmmaker added.
6.0 If the weather conditions are unsafe for operating a drone, i.e. there are thunderstorms or the wind is gusting above 30 knots, The White Tree reserves the right to decide whether the drone can be flown or not. Safety in such a situation is always paramount.
THE WHITE TREE PHOTOGRAPHY
7.0 Understanding our approach: We prefer a candid/documentary style style of photography. 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 can enjoy the day naturally without being told what to do every second. Our photographer(s) will then carefully observe and capture your wedding creatively and unobtrusively.
7.1 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 on the day.
7.2 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.
7.3 It is assumed that all photography content we produce may be used on our website, social media or blog at our discretion. If you would prefer not to have your images used in these forums that is absolutely fine, you just need to let us know prior to the wedding.
7.4 Please note, if you are adding a second photographer, we do not split our photographers for the preparations as this can create problems with angles and audio captured, parking/travel logistics and the management of memory cards and footage. The hours of the packages start when the first shot is taken and then finish 3 hours (Level One), 6 hours (Level 2) or 9 hours (Level 3) after the start time. Hours can not be non-sequential.
7.5 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 you.
7.6 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.
7.7 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.
7.8 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 1min – 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 and if you think things are tight, alert your 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.
7.9 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.
8.0 If a client cancels the services of The White Tree, the 30% deposit will not be refunded, unless the cancellation is made within 14 days of the deposit being paid.
8.1 If a request for a date change is made after 14 days of the deposit being paid, this is deemed a cancellation – as our business and our creatives will have committed to your specific wedding date. A new deposit will need to be paid if you want to book us again for a new date. This is non-negotiable as specific personnel will have been confirmed for the initial date.
If an instalment or balance payment has been made, then this will always be refunded. It is only the deposit that is non-refundable.
8.2 If you wish to change your confirmed band/photography/film configuration (eg. downsize the band/photography/film level or swap for an alternative instrument) and, subsequently, a booked member of staff is no longer required, this is deemed a cancellation and a fee of $150 must be paid per cancelled employee.
8.3 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, as we are then required to remunerate our affected staff. The multiple service booking discount will also be subtracted or reduced accordingly.