Standard booking terms and conditions

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Travelling expenses in the UK are billed on a mileage basis and are agreed with the client in writing, prior to the start of the job.

Reality Scout are happy to provide fixed price tenders and quotations to councils and other public sector organisations.

All quotations and instructions are subject to Reality Scout Terms and Conditions that are included with all quotations.
Our Public Liability insurance is £1 million as standard, but can be adjusted as required per job.

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Site Survey, Booking, Deposit and Timing 

Remote pilot aerial drone photography and video is affected by the weather especially in the U.K.  Therefore Reality Scout have a flexible and pragmatic approach to scheduling client work.

We cannot operate our drones in rain or high winds.   Also clients may have specific requirements that restrict us to flying at specific times.

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What We Need From You

The location of the shoot (with an exact postcode or link to google maps etc.), proposed date and a brief containing as much background information as possible on what you want us to photograph and film.

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Site Survey

We can then do an initial office based online site survey to see if the shoot is possible and if there are any other factors, flight restrictions or permissions that need to be considered.

In larger filming shoots the drone aerial photography may be a small part of an overall production.  However in order to comply with the terms of our CAA license we still need to complete our pre-flight survey.  This could involve a physical site visit.

Each job is unique with a mixture of external influences that can affect when and where we can film, but we plan ahead to decrease possible disruptions.

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Booking & Deposit

If the result of our "remote site survey" is positive Reality Scout will send you a quote with a detailed brief of the shoot, provisional date and costs.

If you are happy with our quotation, we may arrange a physical site visit to discuss any final arrangements.

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Weather

We monitor the weather forecast 5 days in advance of any shoot.  If the signs are not good we talk to the client at least 48 hours prior to the shoot (where practical).

At this point we will reschedule the shoot to the next suitable date at no additional cost. Poor weather is a known business risk in the UK, so we have to be as flexible as possible to ensure that bookings can be rearranged.

If the shoot cannot be re-scheduled due to factors out of our control (live events, client availability) Reality Scout do not offer a refund.

If we both decide to stay with the original date and we have bad weather, our pilots will wait on site as long as possible in the hope of a break in the weather.

If we arrive on site and are unable to shoot on the day we will charge in full, but offer clients a 25% discount off the price of the second shoot on the follow up date.

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Cancellation

If the client cancels the shoot within 5 days of the scheduled date 10% charge (of the day rate) will be made.

4 days - 20%, 3 days - 30%, 2 days - 50%, 1 day - 75%, 0 days - 100%.

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Copyright and Use of Material 

Reality Scout retains the copyright of all aerial photography and filmed content.

We can negotiate and agree a buyout of footage for specific filming contracts.

Our clients have full use of all photography and filmed material for their own business promotion, media, print, marketing, advertising and website use.  In our terms of service clients are permitted to use all material in conjunction with their media, print and advertising suppliers. Clients are not permitted to sell the material or allow general 3rd parties to use it with prior written agreement with us.

Reality Scout promotes our business and services via a diverse combination of media channels.  We reserve the right to use any video footage or photograph still images for our own PR purposes, on our website, in a showreel, in printed material and on social media.

With regard to client confidentiality and any embargo provisions, Reality Scout agrees not use any video footage or photographs until our client has published the material.

We also reserve the right to supply video footage and photographs to stock libraries at a later date.

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