JPB Media Productions Corporate MICE Terms & Conditions

These Terms & Conditions apply to all photography, videography, event coverage, commercial productions, AV, livestreaming, and related services provided by JPB Media Productions CC (“The Service Provider”).

By confirming a booking, accepting a quotation, issuing a purchase order, or written approval via email, or making payment, the Client acknowledges that they have read, understood, and accepted the Terms & Conditions below.

1. BOOKINGS & PAYMENTS

1.1 A 50% non-refundable booking fee secures the production date/s. Dates are only confirmed once the booking has been officially accepted, confirmed, and payment has been received by the Service Provider, unless alternative payment terms have been agreed upon in writing.

1.2 The remaining balance is due 7 working days before the production date/s unless alternative payment terms have been agreed upon in writing.

1.3 No final images, videos, or completed deliverables will be released until full payment has been received, unless alternative payment terms have been agreed upon in writing.

1.4 All bank charges, international payment fees, travel fees, S&T, accommodation, permits, and any other production-related costs remain the Client’s responsibility, unless otherwise agreed upon in writing.

2. CANCELLATION & POSTPHONEMENT

2.1 The booking fee is strictly non-refundable and applies to the specific production date/s originally booked by the Client. The booking fee covers the reservation and exclusive allocation of the date/s, administration, communication, meetings, planning, preparation, scheduling, and the potential loss of other bookings declined for the reserved date/s.

2.2 Cancellation fees will apply due to resources, crew, and production time already allocated:

• 90–60 days before the Original booked date/s: 50% of the remaining balance payable
• 60–30 days before the Original booked date/s: 80% of the remaining balance payable
• 30 days or less before the Original booked date/s: 100% of the outstanding balance payable

2.3 Date changes and postponements are subject to availability and are treated as a new date reservation. As the original booking fee applies only to the original reserved production date/s, a new non-refundable booking fee will be required to secure the new date/s, unless alternative arrangements have been agreed upon in writing by the Service Provider.

2.4 If the Service Provider is unavailable for the requested new date/s, the postponement will be treated as a cancellation of the original booking, and the applicable cancellation terms will apply.

2.5 Any third-party costs already incurred, including but not limited to travel, accommodation, suppliers, equipment hire, crew bookings, permits, and other production-related expenses, remain payable by the Client and are separate from any cancellation fees or booking fees, unless alternative arrangements have been agreed upon in writing by the Service Provider.

Should a production/event be postponed or rescheduled, any suppliers, crew, equipment, travel, or production-related services that need to be rebooked for the new date/s may be re-quoted and invoiced accordingly. Costs already incurred for the original date/s cannot be transferred or credited unless agreed upon in writing by the Service Provider or relevant third-party supplier.

3. COPYRIGHT & USAGE RIGHTS

3.1 All copyright, creative rights, and ownership of images and video content remain the property of the Service Provider.

3.2 The Client receives a usage licence for the final delivered content/services for business-related purposes, including internal communication, presentations, websites, social media, marketing, and promotional use.

3.3 The Client may not, without written permission from the Service Provider:

• Sell or commercially license any content
• Alter, edit, apply filters, or modify delivered photographs/videos
• Re-edit content or create alternative versions
• Use AI tools, AI software, or automated editing platforms to alter, enhance, manipulate, recreate, or change the delivered photographs/videos
• Remove watermarks, branding, metadata, or copyright information where applicable
• Provide RAW footage or source files to third parties for editing

3.4 The Service Provider reserves the right to use selected photographs and videos for portfolio, website, social media, advertising, competitions, and promotional purposes unless confidentiality or non-publication has been agreed upon in writing.

3.5 AI Usage & Image Integrity

The Client acknowledges that the final delivered photographs and films represent the completed creative work and style of the Service Provider.

Any AI-generated alterations, including but not limited to changing appearances, replacing backgrounds, altering colours, modifying people, applying AI filters, extending images, or recreating content, are not permitted without written approval.

This ensures that all published or shared work remains an accurate representation of the Service Provider’s brand, quality standards, and artistic style.

3.6 Branding, Credit & Third-Party Usage

The Client may share and provide the final delivered photographs and videos to associated brands, agencies, partners, sponsors, and third parties for approved marketing, advertising, internal communication, and promotional purposes.

Removal of the Service Provider’s logo, watermark, branding, or credit (where included) is not permitted and can be requested from the Service Provider.

The removal of any branding or the delivery of unbranded content does not transfer copyright, ownership, or authorship of the work.

No person, company, agency, or third party may claim ownership, authorship, or represent the work as being created or produced by them.

The final delivered content may not be altered, re-edited, manipulated, modified using AI, or changed from the original delivered version without written approval from the Service Provider.

4. RAW FOOTAGE & DATA STORAGE

4.1 RAW footage, RAW photographs, project files, and editing timelines are not included as part of any package.

4.2 RAW footage, RAW photographs, project files, and editing timelines remain the exclusive property of the Service Provider and are not available for purchase, release, transfer, or delivery to the Client. Only the final edited photographs and films selected and produced by the Service Provider form part of the agreed deliverables.

4.3 Final edited galleries and films are delivered digitally.

4.4 Download links of final deliverables remain active for 6 months after delivery. The Client is responsible for downloading, storing, and creating their own backups of all delivered content.

4.5 Internal RAW footage, working files, timelines, and backups are stored for a maximum period of 6 months after the production date/s. The Service Provider will take reasonable measures to safely store and protect data; however, long-term storage is not guaranteed, and the Service Provider cannot be held liable for data loss caused by circumstances outside reasonable control, including but not limited to hardware failure, drive failure, data corruption, theft, fire, or unforeseen technical issues.

4.6 Final exported deliverables may be stored by the Service Provider for an extended period where possible; however, the Client remains responsible for downloading and maintaining their own backups, and permanent storage by the Service Provider is not guaranteed.

4.7 After 6 months, all RAW footage, project files, and working files may be permanently deleted without notice. Retrieval after deletion is not possible.

5. CONFIDENTIALITY & PRIVATE EVENTS

5.1 Where required, the Client must notify the Service Provider in writing of any confidentiality, privacy, or non-publication requirements before production takes place.

5.2 The Service Provider will respect all agreed confidentiality terms regarding sensitive information, products, brands, guests, delegates, employees, or private events.

5.3 Any NDA requirements must be supplied, reviewed, and agreed upon in writing before the production date/s.

6. ASSIGNED PRODUCTION TEAM

6.1 The Service Provider will allocate professional photographers, videographers, editors, assistants, or production crew according to the project requirements and crew availability.

6.2 Bookings are made with JPB Media Productions CC and not with a specific individual unless agreed upon in writing.

6.3 The Service Provider reserves the right to allocate trusted crew members/contractors/associate crew who meet the company’s quality standards and creative approach.

6.4 All editing, final selection, quality control, and delivery will remain under the standards and creative direction of JPB Media Productions CC.

7. EVENT COVERAGE & CLIENT RESPONSIBILITY

7.1 The Service Provider will follow the agreed brief, schedule, and production requirements as far as reasonably possible.

7.2 The Service Provider cannot be held responsible for missed photographs, video footage, or coverage due to circumstances outside of its control, including but not limited to:

• Programme delays or schedule changes
• Venue restrictions
• Speaker/presenter changes
• Access limitations or security restrictions
• Guest/delegate interference
• Lighting, audio, or technical limitations
• Incorrect or incomplete information supplied by the Client
• Changes not communicated before or during the event

7.3 Drone footage is subject to weather conditions, location permissions, safety considerations, and applicable airspace regulations. Drone footage cannot be guaranteed where conditions or regulations prevent safe/legal operation.

7.4 Drone services are quoted separately using licensed drone operators unless specifically included in the agreed quotation/package.

7.5 The Client is responsible for ensuring the Service Provider has accurate schedules, contact persons, access permissions, filming approvals, location permissions, and all relevant event information required to perform the agreed services, unless the responsibility for obtaining specific permissions or approvals has been agreed upon in writing as part of the Service Provider’s scope of work.

8. DELIVERABLES & TURNAROUND

8.1 The final deliverables and delivery timelines will depend on the project scope and will be confirmed according to the approved quotation.

8.2 Standard delivery timeframes after the production date/s, unless otherwise agreed upon in writing:

• Photos: 1-15 working days
• Video: 1-15 working days
• Event recordings / livestream recordings: timeframe dependent on project requirements and file processing

Larger productions, multi-day events, incentive travel projects, or projects requiring extensive editing may require additional production time.

8.3 Delivery times may vary during peak seasons, depending on workload, project complexity, and production schedules.

8.4 Rush edits, next-day galleries, same-day edits, priority turnaround, or urgent content requirements must be arranged before production and may incur additional costs.

8.5 One revision round is included for final edited deliverables, unless otherwise stated. This revision is limited to minor adjustments such as clip replacements, sequence adjustments, text changes, or correction of errors where possible.

All revision requests must be supplied in one consolidated written document/email containing all required changes. Multiple separate revision requests, additional changes after submission, or ongoing back-and-forth changes may be treated as additional revision rounds and may incur additional fees.

8.6 A revision does not include a complete re-edit, change of creative direction, change of editing style, new storyline, full music replacement, or recreation of the video content, unless otherwise agreed upon in writing.

8.7 Additional revision requests, major creative changes, or changes outside the included revision round may result in additional editing fees.

9. LIABILITY

9.1 The Service Provider will take all reasonable care in capturing, handling, storing, and delivering content. Liability is limited to the value of the specific affected service and does not extend to the full project value unless the entire service is affected.

9.2 The Service Provider is not responsible for losses, limitations, or failure to deliver caused by circumstances outside reasonable control, including but not limited to:

• Venue restrictions or interference
• Access limitations
• Power failures or load shedding
• Internet/network failures affecting livestreaming
• Memory card failure
• Hard drive/data corruption
• Theft
• Equipment failure
• Third-party supplier failure

The Service Provider is not liable for reputational, emotional, financial, indirect, or consequential damages.

9.3 In the case of severe illness, injury, emergency, or circumstances preventing an assigned crew member from attending, the Service Provider will make reasonable efforts to arrange a suitable replacement crew member/production team where possible.

10. TRAVEL & ACCOMMODATION

10.1 Travel requirements and costs will be quoted according to the project location, duration, and production requirements.

10.2 Flights, accommodation, transport, transfers, visas, permits, parking, excess baggage/equipment fees, and any related travel expenses are for the Client’s account unless included in the quotation and agreed upon in writing.

10.3 Meals must be provided for all crew members during full-day events, conferences, incentive travel, and extended productions, unless included in the quotation and agreed upon in writing.

10.4 Due to the nature of long production days, reasonable crew breaks apply, including time to eat, rest, and prepare equipment while ensuring minimal disruption to coverage where possible.

10.5 The Service Provider cannot be held responsible for missed coverage if scheduled activities, speeches, presentations, or key moments take place during agreed meal or break periods.

11. MUSIC RIGHTS

11.1 All music supplied by the Service Provider is licensed through professional commercial licensing platforms.

11.2 Commercial radio songs, copyrighted music, or any specific music requested by the Client cannot be used unless the Client obtains and provides the correct written licensing and usage permissions to the Service Provider. The Service Provider reserves the right to decline the use of any music where sufficient licensing or usage rights cannot be verified.

The Client accepts full responsibility for any requested music supplied by them, including all licensing requirements, copyright permissions, claims, restrictions, or publishing limitations that may arise from the use of such music.

11.3 Music selection forms part of the creative editing process.

12. FORCE MAJEURE (ACT OF GOD)

The Service Provider cannot be held responsible for circumstances outside reasonable control, including but not limited to:

• Severe illness or injury
• Extreme weather/ Natural disasters
• Strikes or unrest
• Venue closure or restrictions
• Power failures/load shedding
• Government restrictions
• Flight cancellations or delays
• Border closures
• Transport disruptions
• Vehicle breakdowns/accidents

Where possible, the Service Provider will make reasonable efforts to arrange suitable alternative solutions in accordance with these Terms & Conditions. However, alternative arrangements cannot be guaranteed and remain subject to availability and the circumstances of the event.

Any additional costs incurred as a result of alternative arrangements will be discussed with and, where applicable, remain the responsibility of the Client unless otherwise agreed in writing.

13. BRIEF AND EXPECTATIONS

13.1 The Client is welcome to provide a detailed production brief, shot list, content requirements, key people, products, branding elements, or specific moments they would like captured. The agreed production brief, together with any amendments or additional requests, must be confirmed in writing to form part of the agreed scope of work.

13.2 The Service Provider will make every reasonable effort to include the discussed requests where possible.

13.3 Due to the live and dynamic nature of productions, conferences, events, and commercial filming, specific photographs, video clips, angles, moments, or scenes cannot be guaranteed. The Service Provider cannot be held responsible for missed content resulting from the Client's failure to include requirements in the approved production brief, communicate changes before or during production, or provide the necessary access, permissions, or information required to capture the requested content.

14. CREATIVE DISCRETION

14.1 The Client acknowledges that they are booking the Service Provider based on their unique creative style, portfolio and experience.

14.2 Final decisions regarding the culling process, selection of photographs, video clips, final deliverables, editing, colour grading, music selection, storytelling, and overall creative production, and technical direction remain at the discretion of the Service Provider.

14.3 The Service Provider will make every reasonable effort to follow the agreed production brief; however, the artistic interpretation, execution, and presentation of the final deliverables remain at the Service Provider's professional discretion.

14.4 Final deliverables will not be re-edited or altered to replicate another photographer's, videographer's, production company's, or service provider's style or editing approach.

15. ADDITIONAL SERVICE PROVIDERS & EXCLUSIVITY

By appointing JPB Media Productions CC trading as IO-VA Photography and Cinematography, the Client acknowledges that the Service Provider is the official and primary provider for the services booked.

Where additional suppliers providing similar services are appointed, they must be disclosed to and approved by the Service Provider where their involvement may affect the Services booked.

This ensures clear creative direction and prevents interference, duplicated coverage, or missed moments caused by multiple teams capturing the same content.

The Service Provider cannot be held responsible for any missed shots, delays, or limitations caused by interference from any other supplier. The Service Provider cannot be held responsible for delays, technical limitations, equipment incompatibility, equipment configuration, signal failures, integration issues, or reduced service quality resulting from third-party suppliers, equipment, software, internet connectivity, venue infrastructure, or systems not supplied or controlled by the Service Provider.

16. ACCEPTANCE OF TERMS AND GOVERNING LAW

By confirming a booking, accepting a quotation, issuing a purchase order, providing written approval, or making payment, the Client confirms that they have read, understood, and accepted these Terms & Conditions.

These Terms & Conditions shall be governed by and interpreted in accordance with the laws of the Republic of South Africa.

JPB Media Productions CC.