Rental Agreement

"Kit" means everything we ship to you: every camcorder, battery, charger and memory card, the wireless microphones and their charging case, the LED light and its mounting hardware, the WeddingCam bag, the hard case and the shipping box.

"Event" means the wedding or celebration named on your booking, and "Wedding Date" means its date as shown on your booking.

"Rental Window" means the dates on your booking, beginning on the day the Kit is due to arrive and ending on the "Return Date", which is the last day of the Rental Window.

"Raw Footage" means the original video and audio files recorded on the Kit's memory cards and microphones.

"Film" means the edited wedding film we create from the Raw Footage, and "Social Edits" means the short edits for social media included in your package. Together they are the "Edited Works".

Deposit. A deposit of 25% of the booking total is due when you book and secures your date.

Final payment. The remaining 75% is due 30 days before the Wedding Date. We will email you a secure payment link. Bookings made fewer than 30 days before the start of the Rental Window are paid in full at the time of booking.

Non-payment. If the final payment is not received by its due date, we may cancel the booking, and the cancellation terms in Section 4 apply.

Payment processing. All payments are processed securely by Stripe. We accept card payments only. Prices are in US dollars and include applicable sales tax.

Pricing errors. If a booking is made at a price that was shown in error, we may cancel the booking and refund everything you paid, or offer you the booking at the correct price.

Authorization for additional charges. You authorize WeddingCam LLC to charge the payment method used for your booking for late fees, damage, loss, missing item and cleaning charges assessed under Sections 3 and 7. Before any such charge, we will email you an itemized explanation of what is being charged and why, with repair or replacement documentation where it exists. This authorization remains valid until 30 days after the Kit is returned or was due to be returned, whichever is later.

Disputed charges. If you believe a charge is wrong, contact us at booking@weddingcam.co first and we will work it out with you directly. If you instead dispute a valid charge with your bank or card issuer, you remain responsible for the amount owed, and we may recover our reasonable costs of collecting it, including card dispute fees.

Rental Window. Your Rental Window is set when you book. The Kit ships 10 days before the Rental Window opens and is guaranteed to arrive on or before its first day, subject to Sections 13 and 15.

Returning the Kit. The complete Kit must be dropped off with UPS, using the prepaid return label, on or before the Return Date. Please keep your drop-off receipt or tracking number until we confirm we have received the Kit.

Late returns. A late fee of $100 per day applies for each day after the Return Date that the Kit has not been dropped off, capped at $700 in total.

Unreturned Kit. If we have not received the Kit, and tracking shows it has not been shipped, within 14 days after the Return Date, the Kit is treated as lost. At that point the loss charges in Section 7 apply, late fees stop accruing, and the two are not charged on top of each other beyond the amounts described there.

Extensions. You may request extra rental days by email before the Return Date. Extra days are $25 per day. An extension we agree to in writing is not a late return.

Cancellation by you. You may cancel by writing to booking@weddingcam.co. Refunds depend on how long before the Wedding Date we receive your cancellation:

1. 60 days or more: your deposit is refunded, minus a $100 processing fee.
2. 30 to 59 days: your deposit is forfeited.
3. Fewer than 30 days: no refund. Your deposit and any final payment are forfeited.

Refund timing. Approved refunds are issued to your original payment method within 7 to 10 business days.

Date changes. Changing your Wedding Date or Rental Window is not guaranteed. Date change requests must be made in writing. We may agree to move your booking at our discretion and subject to Kit availability. If we cannot or do not agree, the request is treated as a cancellation under Section 4.1 as of the date we receive it.

Postponements and no-shows. If your Event is postponed or does not take place, or you do not receive or use the Kit for reasons we did not cause, it is treated as a cancellation under Section 4.1, unless we agree to a date change under Section 4.3.

Cancellation by us. We may decline or cancel a booking at our discretion before the Kit ships, in which case you receive a full refund of everything paid. If we are unable to ship your Kit or deliver your Edited Works for reasons within our control, we will tell you promptly and refund everything you paid for the services we did not deliver.

Events beyond anyone's control. Events outside everyone's reasonable control are covered by Section 15.

Where we ship. We ship to street addresses within the United States only, and the Kit must be returned to us from a US address. We do not ship to or accept returns from international addresses, or ship to PO boxes.

Carrier and tracking. Kits ship via UPS in both directions. Tracking numbers for both directions are emailed to you.

Delivery address. We ship to the address on your booking. Someone must be available to receive the package. Address changes must reach us in writing before the Kit ships.

Return label and packaging. We email you a prepaid UPS return label, as a QR code and a printable file, a few days before your Return Date. Show the QR code at any UPS Store to have the label printed and attached. If it has not arrived two days before your Return Date, contact us. Return the Kit in its original hard case and shipping box.

What goes back. Everything that arrived goes back: every camcorder, battery and charger, the memory card, the wireless microphones and their charging case, the LED light and its mounting hardware, the WeddingCam bag and the how it works card, all packed in the hard case. The assignment card is yours to keep.

Destination weddings. You are welcome to travel with the Kit. We ship it to your US address, you take it with you, and you bring it home and mail it back. On those bookings:

1. Your Rental Window must cover the whole time the Kit is away from us, not only the Wedding Date. The Return Date is the drop-off deadline wherever you are.
2. You remain responsible for loss, theft and damage the entire time the Kit is in your care, anywhere in the world, on the terms in Sections 6 and 7.
3. Batteries must travel in your carry-on bag, never in checked luggage, as airlines prohibit spare lithium batteries in the hold. Batteries confiscated or lost because they were checked are treated as lost equipment under Section 7.
4. Customs, duties and any travel paperwork for carrying the equipment are your responsibility. We cannot advise on the rules of another country.
5. We cannot replace a Kit that is lost or damaged while you are outside the United States.

Permitted use. The Kit is rented for filming your own Event. You may not re-rent it, lend it out for commercial purposes, or use it for commercial production work. This restricts how the equipment may be used. Your rights in the Edited Works are set out in Section 10.

Condition on arrival. Every Kit is tested and working before it ships. The equipment has filmed weddings before yours and may show light cosmetic wear. Cosmetic wear that was there when the Kit arrived is never charged to you.

Inspection. Please inspect the Kit when it arrives and report any damage or missing items within 24 hours of delivery. Anything reported at that point is our responsibility, not yours.

Care rules. While the Kit is in your care:

1. Use it as described in our setup guide and the manufacturer's instructions.
2. Do not submerge it in water or expose it to temperatures below 32°F or above 100°F.
3. Do not open, modify or attempt to repair any part of it.
4. Never leave it in an unattended car. If you have to, lock it out of sight with every window fully closed.
5. Do not allow children under 12 to use it unsupervised.
6. Do not use it for any unlawful purpose.
7. Charge the batteries before your Event.

Your footage. Leave the memory card in the camcorder and return it as recorded. Do not delete files, format the card or remove it from the Kit. Footage lost because files were deleted, the card was formatted or removed, or files were altered is not covered by Section 8.

Responsibility. You are the renter and are responsible for the Kit from delivery until UPS scans it on its way back to us, including while your guests are using it.

Theft or loss. If anything in the Kit is stolen, file a police report right away and tell us within 24 hours. Send us a copy of the report and anything that shows what happened, such as photos or a venue incident report. Tell us within 24 hours of any other loss or damage too.

Location tracker. The Kit contains a location tracker. It is there to help recover the Kit if it is lost, stolen or delayed in transit, and we only check it when a Kit is late, missing or reported lost. Please do not remove or disable it.

Repairable damage. Equipment that comes back damaged but repairable is charged at the actual repair cost shown on a repair invoice, up to the replacement value of the item. We will share the invoice with you. An item is repairable if it can be restored to working order for less than its replacement cost; otherwise it is treated as unrepairable.

Loss, theft and unrepairable damage. These are charged at the actual replacement cost of the affected items at the time of replacement. Items missing from a returned Kit are charged the same way.

Loss of use. While a Kit is out of service for repair caused by damage in your care, a fee of $100 per day out of service applies, capped at $700. It reflects bookings the Kit cannot serve and never stacks with the late fee: only one of the two applies to any given day.

Cleaning. If the Kit comes back needing more than ordinary cleaning, for example sand, liquid, food or smoke residue, we may charge the reasonable cost of professional cleaning, itemized as described in Section 2.6.

Replacement estimates. Current estimates, so you know roughly where things stand. The actual replacement cost at the time governs.

• Camcorder: about $1,300
• Battery: about $120 each
• Charger: about $20
• Memory card: about $150
• Hard case: about $150
• Mounting hardware: about $45
• Wireless microphones: about $259 the set
• LED light: about $50
• Carry bag: about $12

Full standard Kit: about $2,226.

Full refund for equipment failure. If a defect or malfunction in the Kit itself prevents it from recording, even though it was used as described in our setup guide, and as a result we receive no usable Raw Footage of your Event, we will refund everything you paid for your booking.

Lost in return transit. If the Kit is lost or destroyed by the carrier on its way back to us and the Raw Footage cannot be recovered, we will likewise refund everything you paid for your booking, and you will not be charged for the lost equipment.

Partial failure. If a malfunction affects only part of your Event, we will edit the footage that was captured and refund a fair portion of your booking, determined in good faith based on what was lost.

What is not covered. This guarantee does not apply where footage is missing or unusable because of:

1. recording never being started, the camcorder not being switched on, or the photo button being used instead of record;
2. batteries not being charged or running out, or the memory card being full;
3. files being deleted, the card being formatted or removed, or footage being altered by anyone other than us;
4. damage, misuse, water, drops, extreme temperatures or use contrary to Section 6;
5. outside conditions such as lighting, sound, venue rules or electrical or signal interference;
6. what your guests chose to film, including the content, quality, framing, coverage or amount of footage;
7. cancellations, date changes or no-shows under Section 4.

If something is not working. Tell us as soon as you notice, by email or phone, and do not attempt a repair. We will help you troubleshoot and, where time allows, ship a replacement. Our inspection of the returned Kit, and the manufacturer's where we obtain one, determines whether a defect caused the failure.

Sole remedy. This Section is your sole remedy for equipment failure, and refunds under it never exceed the amount you paid for your booking.

Raw Footage. Your Raw Footage is delivered by download link within 48 hours of the Kit arriving back with us. Download it promptly. The link expires, and the downloaded files are yours to keep.

Edited Works. Your Film and Social Edits receive a professional edit with color correction and licensed music, and are delivered within four weeks of the Kit arriving back with us.

Revisions. One round of revisions is included. Please send all requested changes together within 30 days of delivery. Further revisions may be quoted separately.

Music licensing. Music licensing works differently for the two deliverables. Your Film uses music licensed for personal use and sharing on any platform, including YouTube. Your Social Edits use audio from Instagram and TikTok's own music libraries, which is licensed only on those platforms, so post Social Edits to Instagram, TikTok and Facebook only. Posting them elsewhere will likely get the audio muted or flagged, which is outside our control. If you want to post a Social Edit elsewhere, you may replace the audio under your own music license, or ask us to cut a version with licensed music.

Artistic judgment. Editing is a craft, and you are hiring our judgment: which moments make the cut, how the Film is paced, and how music and color are used. Final creative decisions rest with us. The included revision round exists so you can shape the result. Beyond it, dissatisfaction with style, pacing, music selection or which moments were included is not grounds for a refund.

Your guests hold the camera. The quality and completeness of the Raw Footage depend on what is filmed on the day. We edit the best film the footage allows, but we cannot add moments the camera never captured.

Our copyright. We own all copyright and other intellectual property rights in the Edited Works, including the editing, sequencing, color grading, titles and graphics, as works we create under this Agreement (17 U.S.C. §§ 201 and 202). Licensed music remains the property of its owners.

Your personal license. Once your booking is paid in full, we grant you a non-exclusive, perpetual, royalty-free license to view, download, copy and share the Edited Works for personal, non-commercial purposes, including posting them to your personal social media and websites and sharing them with family and friends. You may not sell or license the Edited Works, use them commercially or in paid advertising, or submit them for compensation, without our written permission.

Raw Footage. As between you and us, we claim no ownership of the Raw Footage. You grant us a non-exclusive, royalty-free license to copy, store, review, edit and process it to provide our services, and to use it as described in Section 10.4.

Marketing use. You grant us permission to use excerpts of the Raw Footage and Edited Works, along with your first names and general Event details, on our website, social media, advertising and portfolio. We will not use footage containing nudity or content we reasonably believe is private or sensitive. If you would rather we did not use your footage, email booking@weddingcam.co at any time and we will stop new uses within a reasonable time. Material already published or printed may remain in circulation.

Letting people know. You are responsible for letting your guests, vendors, officiant and venue know that your Event is being filmed, and for following any filming rules your venue or officiant sets.

Consent. To the extent you are able, you grant the permissions in Section 10 on behalf of the people who appear in the footage, and you confirm you have the right to do so.

Claims about the footage. You agree to indemnify and hold WeddingCam LLC harmless, including reasonable attorneys' fees, against claims by anyone who appears in the footage, or by your venue, arising from the filming of your Event or our use of the footage as this Agreement allows. This does not apply to claims caused by our own negligence or by our use of footage beyond what this Agreement allows.

Individual requests. If anyone who appears in the footage asks us not to use it in our marketing, we will honor that request.

Service providers. We use trusted third-party services to store, transfer, edit and deliver footage, including cloud storage, file transfer and editing software, which may include AI-assisted tools. We take reasonable steps to keep your footage confidential and use it only as this Agreement allows.

Review. Our team reviews your Raw Footage in order to edit it and check its quality.

Retention. We are not obligated to keep Raw Footage for more than 90 days after your Wedding Date, or the Edited Works and project files for more than 90 days after we deliver them. After those periods we may delete them without notice. Please download and back up your files promptly. We are not responsible for files you did not download.

Personal information. We handle your personal information as described in our Privacy Policy at weddingcam.co/privacy-policy.

What we commit to. We stand behind everything we sell you: shipping the Kit both ways, the professional edit, one round of revisions and delivery of your Raw Footage.

Carriers. We ship with enough time that an ordinary delay does not threaten your date, and if tracking stalls we work the problem immediately, including sending a replacement Kit when time allows. Apart from Section 8.2, we are not liable for delays or losses caused by the carrier once a package is in its network.

No other warranties. Except as expressly stated in this Agreement, the Kit and our services are provided without other warranties, express or implied, to the extent the law allows.

Cap on liability. To the fullest extent Tennessee law allows, the total liability of WeddingCam LLC under this Agreement, whatever the legal theory, will not exceed the total amount you paid for your booking. Neither of us is liable to the other for indirect, incidental, special, consequential or emotional distress damages, or for lost profits.

What this does not limit. Nothing in this Agreement limits any liability that cannot lawfully be limited, and nothing excuses us from doing the job you hired us for.

You agree to indemnify and hold WeddingCam LLC harmless, including reasonable attorneys' fees, from claims by third parties arising out of your or your guests' use, possession or return of the Kit during the rental, in addition to the claims described in Section 11.3. This does not apply to claims caused by our own negligence.

Neither of us is liable for failure to perform caused by events beyond reasonable control, including natural disasters, severe weather, fire, flood, epidemics, government orders, strikes and carrier network failures. If such an event prevents your rental entirely, we will work with you to reschedule, and if rescheduling is impossible we will refund payments for services not delivered.

Contacting you. You agree that we may contact you by email, phone and text message about your booking, your Kit and your footage. We send marketing emails only with your consent, and you may unsubscribe at any time.

Notices. Notices under this Agreement may be given by email. Notices to you are sent to the email address on your booking and are effective when sent. Notices to us must be sent to booking@weddingcam.co.

Age and responsibility. You must be 18 or older to book. The person who books is the renter and remains responsible under this Agreement even while guests are using the Kit.

Assignment. You may not transfer your booking or this Agreement to anyone else without our written consent.

Governing law and venue. This Agreement is governed by the laws of the State of Tennessee. Any dispute that cannot be resolved between us will be brought in the state or federal courts located in Knox County, Tennessee, and the prevailing party may recover its reasonable attorneys' fees and costs.

Severability. If any part of this Agreement is found unenforceable, the rest remains in effect.

No waiver. If we do not enforce a right on one occasion, that does not waive it on any other.

Survival. Sections 2.6, 2.7, 7, 8, 10, 11, 12, 13, 14 and 17 continue to apply after your rental ends.

Entire agreement. This Agreement, together with your booking confirmation, is the entire agreement between us. Changes must be agreed in writing, and email counts. Headings are for convenience only.