Terms &
Conditions

Booking & Payment

A booking is confirmed when a 50% deposit has been received (or full payment, if the client elects to pay in full). Where a deposit has been paid, the remaining balance is due no later than 7 days after the event date. Files will not be delivered until the full balance is received.

• Deposits are non-refundable unless we cancel the booking.
• Invoices unpaid within 14 days of the due date may incur a late fee of 10% per month.
• All prices are quoted exclusive of GST unless stated otherwise. GST is charged on taxable supplies.

Cancellation & Rescheduling

• More than 30 days notice: Deposit held as credit toward a rescheduled date. If no rescheduled date is agreed within 12 months, deposit is forfeited.
• 14–30 days notice: 50% deposit forfeited. No further charge.
• Less than 14 days notice: Full quoted fee is payable.
• Rescheduling: One reschedule within 30 days notice is allowed at no charge, subject to availability. Subsequent reschedules incur a $150 admin fee.

Delivery & Gallery Access

We aim to deliver fully edited galleries within the timeframes listed in your package. These are targets, not guarantees — we will communicate promptly if delays arise.

• Photography only packages: 5 business days from the event date.
• Photo & video packages: 7 business days from the event date.
• Rush delivery (48-hour turnaround) is available for an additional fee, agreed in writing before the event.
• Galleries are delivered via a private, password-protected online link (Pixieset or similar).
• Gallery access remains live for 90 days from the delivery date. We will notify you by email at least 7 days before archiving. After archiving, files are held on our drives for a further 12 months. Retrieval after this period cannot be guaranteed.
• It is the client's responsibility to download and back up all files within the 90-day access period.

Copyright & Licence

The Conference Boys retains full copyright of all images and video produced. Upon receipt of final payment, we grant the client a non-exclusive, perpetual commercial licence to use the delivered files for:

• Internal business use (presentations, reports, internal communications)
• External marketing (website, social media, print, advertising)
• Event promotion and documentation

This licence does not include resale of images to third parties, sublicensing, or use in ways that could be considered defamatory or misleading.

On-Site Access & Cooperation

The client is responsible for ensuring we have appropriate access to all areas required for coverage agreed in the brief. This includes:

• Notifying venue staff and security of our presence and access requirements.
• Providing a run of show or schedule in advance where possible.
• Advising us of any restricted areas, confidential sessions, or individuals who do not consent to photography.
• Ensuring adequate lighting for photography where possible. We will advise if conditions are likely to affect image quality.

We will work unobtrusively and professionally at all times. We are not responsible for missed coverage caused by restricted access, late schedule changes not communicated to us, or circumstances outside our control.

Limitation of Liability

We take every reasonable precaution to ensure equipment reliability and full coverage. In the unlikely event of equipment failure, illness, or circumstances preventing full delivery, our liability is limited to a proportional refund of the fee paid, based on the coverage delivered.

We are not liable for indirect or consequential losses (including but not limited to lost business opportunity, reputational harm, or costs of re-staging an event).

Maximum liability in any circumstances is capped at the total fee paid for the booking in question.

Force Majeure

Neither party is liable for failure to perform obligations due to circumstances beyond reasonable control, including but not limited to: severe weather, natural disaster, pandemic, government restriction, venue closure, or serious illness or injury.

In such cases we will make every effort to reschedule. If rescheduling is not possible, any deposit paid will be refunded less any reasonable costs already incurred (travel, preparation time).

Privacy

We collect only the personal information necessary to fulfil your booking (name, contact details, event information). We do not sell or share this information with third parties. Images of identifiable individuals are handled in accordance with Australian Privacy Law.

If your event involves sensitive attendee information or requires a specific privacy arrangement, please advise us before booking.

These terms are governed by the laws of New South Wales, Australia. Any disputes will be resolved in the courts of New South Wales. These terms may be updated from time to time — the version current at the time of booking confirmation applies.

Questions? Contact us at theconferenceboys@gmail.com