Terms

Scope and contracting party

These terms are intended for photo and video productions commissioned by businesses within section 14 BGB, public-law entities and public-law special funds. They are not intended for consumer contracts. The contracting party is Marcus Hartelt, trading as EVENT FRAMES. Julia Hänel is a project-based video partner, not a co-operator.

Individual agreements take precedence. The version agreed before the contract is concluded applies; later website changes do not change an existing assignment. These terms only become part of a contract by agreement.

Enquiries and binding bookings

An enquiry alone does not reserve a date or create a paid assignment. EVENT FRAMES prepares a quote based on the agreed details. A contract is formed by acceptance within any stated acceptance period or another mutual agreement. An acceptance with changes must first be agreed as a new proposal.

Quotes and bookings should be confirmed in text form, such as email, to keep a clear record. This does not override individual agreements actually made.

Scope and briefing

The quote specifies date, location, working hours, photo or video services, agreed deliverables, editing, delivery dates and usage rights. Special requirements, key people and essential programme items must be discussed in advance. A particular image count, film length or motif is only owed where agreed.

The client provides necessary information, access and an available contact person. Delays or programme changes should be communicated early. Effects on scope, dates and costs are discussed together; additional charges do not arise merely through unilateral notice.

Fees and payment

The fee in the quote applies, together with the VAT and ancillary costs stated there. Payment dates and instalments are specified in the quote; statutory due-date rules apply if there is no specific agreement.

A deposit is only payable if its amount and due date have been agreed beforehand. It is credited against the final account and taken into account in the legally required settlement if the contract ends. There is no blanket rule that every deposit is non-refundable.

Travel and additional services

Travel, travelling time, accommodation and other expenses are stated in the quote or calculated on a clear basis agreed before booking. Unagreed additional costs are not charged automatically.

Additional hours, further editing or scope changes require agreement on the work, price and effect on delivery. The agreed additional assignment governs; unilaterally providing extra work does not create a blanket entitlement to extra payment.

Rescheduling

If rescheduling is requested, we look for a replacement date together. A change becomes binding only by agreement. Work already performed, unavoidable costs and existing payments are accounted for transparently.

If no replacement date is agreed, the parties must clarify how the original assignment is to be performed or ended. A date change is not automatically charged both as a cancellation and a new full assignment. Statutory rights remain unaffected.

Cancellation and settlement

Please communicate cancellations by email as early as possible. The relevant time is receipt by EVENT FRAMES before the agreed start of the cancelled assignment. One day means 24 hours. Statutory termination and withdrawal rights remain unaffected.

Where the assignment qualifies as a contract for work and the client terminates freely before completion, remaining remuneration is calculated under section 648 BGB, deducting saved expenses and other earnings that must be credited by law. We explain the calculation transparently. For the unperformed portion we additionally limit that remuneration as follows:

These percentages are upper limits, not automatic fixed charges or minimum fees. They apply to the unperformed net service fee for the cancelled assignment, excluding separately charged travel and third-party costs. Saved expenses, costs not incurred and replacement work that must be credited reduce the claim. The client may expressly demonstrate that no or a lower remuneration claim or loss exists.

Work already commissioned and performed, and agreed third-party costs demonstrably unavoidable and non-refundable, are accounted for separately to the extent legally owed. This also applies to cancellations at least 14 days before the assignment; the 0% limit concerns only unperformed services. No item is charged twice.

Deposits are credited against the settlement and any remaining credit is refunded. The applicable statutory rules govern justified termination for good cause, statutory withdrawal and other contract types. The above limits create no independent payment entitlement in those cases.

Illness and unforeseen inability to perform

EVENT FRAMES informs the client promptly in the event of illness or another serious impediment. We discuss whether a suitable replacement or another date is possible. Replacing a specifically booked personal service requires consultation with the client.

If performance is impossible, statutory rules on impediments, payment and any damages apply. Payments received for services for which payment is not legally owed are refunded. There is no blanket exclusion of all liability or automatic right to the full fee.

Selection, editing and delivery

EVENT FRAMES selects the material and performs the agreed image editing or video edit. The discussed style and agreed deliverables set the scope. Revision rounds, special retouching and additional edits are described in the quote.

Delivery date, formats, resolution and digital handover method are agreed beforehand. Rush images, including event-day delivery, need express agreement. Delays depending on client input and necessary date changes are discussed promptly. Statutory rights regarding defects and any required acceptance remain unaffected.

RAW files and raw footage

Delivery comprises the agreed finished files. RAW files, unedited footage and editable project files are included only where expressly agreed. The quote should separately address any such need, additional preparation and usage rights.

Permanent archiving or repeated delivery is owed only where agreed. Retention and deletion of production material should be arranged for each project. Statutory retention and privacy duties remain applicable.

Usage rights

The individual quote determines the granted usage rights. This includes media and purposes such as website, social media, press or advertising, geographical and time limits, exclusivity, onward sharing and any editing rights. Booking alone does not grant unrestricted or exclusive rights. Uses not expressly addressed are governed by law, particularly section 31(5) of the German Copyright Act (UrhG).

Further use or transfer to third parties must be agreed beforehand unless already covered by the agreed scope or a statutory entitlement. Copyright remains with the respective creators. Attribution is addressed in the quote; statutory moral rights remain unaffected.

People and third-party rights

Before production, the parties clarify required access, venue, trademark, music and personality rights, privacy information and any necessary consent. The client organises permissions within its responsibility and communicates known restrictions. EVENT FRAMES meets its own legal duties.

An assignment or attendance at an event does not replace any required consent from a person shown. Responsibility for later use follows the actual role and specific use. No unlimited, strict-liability indemnity against the client is agreed.

Use as references

Booking does not give EVENT FRAMES unrestricted permission to use client logos, project names, photographs or videos for its own promotion. Reference use is agreed separately with the client. Necessary rights and permissions from people shown or other rights holders must also exist.

Scope, media and any restrictions are documented. Statutory withdrawal and objection rights of affected people remain unaffected.

Liability and statutory rights

Statutory rules apply to liability, defects and other performance issues. These terms contain no additional liability limit, shortened defect limitation period or blanket exclusion deadline.

Individually negotiated agreements take precedence under section 305b BGB. Mandatory law remains applicable. These terms do not create an exclusive jurisdiction agreement.