1.0 A 30% booking deposit is required to secure The White Tree’s musicians, photographers and/or filmmakers for the date of a wedding. 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.
A booking is not considered 100% confirmed until a client’s deposit has been received.
1.1 If the timings and details specified by a client contradict our inclusions, previous communications and/or quotes, The White Tree may be required to charge additional costs, as per the new requirements – e.g. At the last minute a client decides to extend their 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 the invoice.
1.3 It is a requirement that clients provide musicians with a basic crew meal. This is industry standard, and the venue or catering company will be able to organise this with you. A meal is also required for our photographers and filmmakers if Level 2 or 3 has been booked. * Clients can assume that there are no dietary requirements unless otherwise stated.
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 a wedding or event planner has been engaged, this portal link must be shared 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 need to be understood:
– If the client does not have a venue manager (which is often the case) then someone must be appointed to help liaise with us on the night, regarding any issues that may arise.
– The clients must organize crew meals with the catering company for each of our staff working at the wedding or event.
– Phone reception: If there will be no phone reception then please mention this within the online portal.
– If the 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. The 20% balance is not due until we have completed the post-production and sent the online gallery and/or showreel edit for viewing.
1.8 Any quotes or inclusions which The White Tree issue are valid for 14 days.
1.9 If a client chooses to vary their core services at a later date (= band configuration, photography level and/or film level), that is perfectly fine. The prices and inclusions that are applicable for such a choice, will be dictated by the information that is current on The White Tree’s website (www.thewhitetree.com.au).
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 set” – 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 60 min. The main rules to remember; are that a set cannot exceed 60 min, and the total playing time for the band can not exceed 180 minutes, within that 5 hour window. There must also be a 10 – 15 min 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 clients to leave this to us. However, we of course welcome clients to request specific songs they love, by selecting 10 songs and entering these into the personal online page – which clients gain access to after the 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.
2.2 b) The 10 songs a client choose will ideally be from The White Tree song list on our website. However if there are 2 or 3 songs a client desperately wants played and they are not featured within our song list, we can attempt to learn these specially. 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 an event which is 6:30pm – 11:30pm, we will arrive at 5:20pm. If a client or the 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 who commit firmly to our gigs.
b) Process wise, if a specific singer were to become unavailable due to an extreme/rare circumstance, The White Tree booking manager will notify the client. If this personnel change was to occur days/weeks out from the event, the booking manager will make contact explaining the situation and will send through information for the replacement singer, so a client is reassured. If a client is not happy with the replacement option and wishes to cancel the booking, The White Tree will of course refund any monies paid. *Subject to availability, The White Tree will endeavour to send 2 x singer options to offer the client choice.
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 or inappropriate to be facilitating notification calls or emails. In this extreme situation, our band leader that is present on the day will be on hand to liaise with. If a client has 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 a) Please note, our combos with the soloist/duo + DJ permit the following: 5hr call, e.g. 6pm – 11pm. The live music sets feature up to 135mins of music, e.g. 3 x 45min sets. But you can split the set times up however you please to fit around your formalities. The only other parameter is that the live music sets must take place within the first 3hrs of the 5hr timeframe.
3.0 b) Our DJ component of the 1 and 2 piece acoustic combos, is a basic service which involves the lead singer playing dance tunes through our supplied PA system. This is a Spotify list we have which is a proven dance floor filler. We can add your additional song requests to that list PRIOR to the night. You are also more than welcome to submit your own Spotify playlist for us to play through the PA system.
3.1 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 $200 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 $200 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 a client changes or does not include the guest numbers within the enquiry, our quote may be subject to change. For instance, if a client suddenly informs us two weeks out that the event has 500+ people, the client will need to book our Sound Package B.
Please note, these PA system parameters are there to ensure the event goes off without a hitch, and that the dance floor is rocking. For questions on this issue, clients can chat to our booking managers who will happily provide advice for these technical aspects.
3.2 It is vital that clients read their 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 all clients to read the 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 extremely professional and tightly edited highlights clips. To achieve this we set up and plan our shots like a music film clips 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.
4.1 Our cinematic show reel 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 show reels do not contain natural dialogue. The sound track leads the edit. This is our aesthetic and one which we believe is cinematic and timeless. Of course, all vows and speeches 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 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 edits, short and long) within 5 – 7 weeks.
4.3 Should there be any need 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 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 Extended Edits are essentially the entire raw footage of those specific key moments, put down on the editing timeline with the natural audio. It features the key moments in a comprehensive fashion. It includes the speeches from the ceremony and reception (if applicable) in their entirety.
4.6 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 may affect our ability to fulfil these Extended Edits.
Please note that if the wedding or event is particularly intimate, formal or downtempo, that will also mean that our “Party Edit” (for Level 3 bookings only) is less energetic.
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 a wedding creatively so the 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 blend of comprehensive coverage, and artistic integrity.
4.8 It’s vital a client specifies the initial shoot locations and timings. We are of course on hand to then assist with these suggestions and details.
4.9 All film content we produce may be used on our website, social media or blog. If a client would prefer not to have their film used in these forums that is absolutely fine, the client must just notify us of this via [email protected] and mention the date and venue of 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 Extended Edits must be requested before that 12 month period expires.
5.1 All Shorter Edits and Extended Edits will be uploaded to The White Tree Vimeo account. It is the client’s responsibility however 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 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 the first film location, and finish 3 hours (Level One), 6 hours (Level 2) or 9 hours (Level 3) after the start time. Hours cannot 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 an issue.
5.4 Our filmmaker(s) 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 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 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(s) 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.
5.5 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.
5.6 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 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.
5.8 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 a client has 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 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.
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 clients to a degree, but essentially we want couples to enjoy the day naturally without being told what to do every second. Our photographer(s) 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 It is assumed that all photography content we produce may be used on our website, social media or blog at our discretion. If a client would prefer not to have images used in these forums that is absolutely fine, we just ask that you make this known to us be emailing [email protected] with name, venue and date of wedding.
7.4 Please note, if a client is 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 the client in advance.
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 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 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 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(s) 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.
7.9 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 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. This is non-negotiable as specific personnel will have been confirmed for the original 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 a client wishes to change the 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 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.