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Client Guide

Policies
Post Wedding

You've booked with Tolman Media, congrats! What's next?

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We are so excited you booked with us! We can't wait to work with you and be there to capture your special day! Now that you have signed your contract and paid your deposit, you have officially reserved your date with us. Your manager should be in contact with you shortly, they will help assign a team to cover your special day. If you'd like to reach out to them sooner, please ask your booking manager or customerservice@tolmanmedia.com for their contact information.

Policies & Procedures

Deposit

A non-refundable retainer of half your wedding package rate is required to reserve your wedding date. This is done via email invoice that can be paid with a credit or debit card. By booking that date we are reserving it for you, and consequently, we will turn down other brides that inquire for that date after you’ve booked. For this reason, this deposit is non-refundable. Booking is not considered complete until the deposit has been paid. If you downgrade your package later, the deposit for services you have canceled are not transferable to the final payment.

Contact

You will be contacted by your manager within one week of booking to review general details of your event and establish communication expectations. If you are not contacted by your manager within one week of booking, you can reach out to our customer service team at contact@tolmanmedia.com. You will also be contacted by your photographer and/or videographer at least two (2) months prior to first event. If the duration between booking and your first event is less than two months, you will be contacted by the your photographer and videographer within two weeks of booking. You need to confirm with your team members at least forty-eight hours prior to your event (including engagements, bridals, wedding day, etc). Your team member(s) are subject to change at any time. If you don’t have contact information for your team members, you can contact customer service at the email above.

Style

Our team has developed a unique style of video/photo. We are excited to accommodate your special requests regarding style, but remember that at the end of the day, we are capturing the event the way we see it and the finished product is a result of that. We advise against referring our team to specific work of others as it hinders our creative process.

Policies & Procedures

Deposit

A non-refundable retainer of half your wedding package rate is required to reserve your wedding date. This is done via email invoice that can be paid with a credit or debit card. By booking that date we are reserving it for you, and consequently, we will turn down other brides that inquire for that date after you’ve booked. For this reason, this deposit is non-refundable. Booking is not considered complete until the deposit has been paid. If you downgrade your package later, the deposit for services you have canceled are not transferable to the final payment.

Contact

You will be contacted by your manager within one week of booking to review general details of your event and establish communication expectations. If you are not contacted by your manager within one week of booking, you can reach out to our customer service team at contact@tolmanmedia.com. You will also be contacted by your photographer and/or videographer at least two (2) months prior to first event. If the duration between booking and your first event is less than two months, you will be contacted by the your photographer and videographer within two weeks of booking. You need to confirm with your team members at least forty-eight hours prior to your event (including engagements, bridals, wedding day, etc). Your team member(s) are subject to change at any time. If you don’t have contact information for your team members, you can contact customer service at the email above.

Style

Our team has developed a unique style of video/photo. We are excited to accommodate your special requests regarding style, but remember that at the end of the day, we are capturing the event the way we see it and the finished product is a result of that. We advise against referring our team to specific work of others as it hinders our creative process.

Music Choice

You may select music for your video from the following five (5) websites:

- artist.io

- songfreedom.com

- soundstripe.com

- musicbed.com

- storyblocks.com

In order for some songs to be used commercially, a fee to purchase the song may apply (see specific websites' and their requirements). If that is the case, you as the client are responsible for purchasing the song to be used for commercial use. To avoid a $10,000 copyright fine, songs that are not licensed will not be used in Tolman Media videos. You must choose songs and send the selection to us within 30 days of your event. If songs are not received within 30 days of your event, our editors will automatically choose songs appropriate to the video. If you wish to change your song selection beyond 30 days of your event date, you may do so for a fee of $25 per song change. For more information on song selection, click on this link

Breaks in Coverage

On the day of your event, your team members have the right to take a break (maximum 1 hour) during the event. If a break is needed by the team member(s), the break time & duration should be discussed in advance during the planning process. If you require extra time (i.e. gap hours) where the team member(s) are not actively photographing or filming, the charge for that downtime will be half the hourly rate as listed in section 9 of the contract. 

Payment

Final payment for services are due no later than one week prior to the wedding. Feel free to pay anytime before the wedding date. If you are not paid in full prior to your wedding, we are not legally obligated to attend your event so make sure you get that taken care of prior to your wedding or set up a payment plan with your manager. 

Add-Ons

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Extra session video or photo

You can book an extra session on top of your current package, this could be your engagements or bridals.

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Extra hours

Is your reception going to be longer than you originally thought? You can always add on extra hours!

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Drone or Audio

These add-ons are special ways to rememeber your day even better. Whether it be getting drone footage of your reception place or being able to hear your vows.

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Second Shooter

With a second shooter, you'll be able to get even more angles and more footage of your perfect day!

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DJ Packages

Ask us about our DJ packages, we would love to make your night even better by taking the stress off of finding a DJ.

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4-10 Hour Singles

If you would like to add 4, 6, 8, or 10 more hours of either photo or video, we have great packages available for you.

MEDIA FAQs

Can we request a list of specific shots we would like?

Yes, you can! Within the first few days after you finalize your booking, you will receive an email containing a questionnaire link. In that questionnaire, there is a place for you to list any specific shots you would like taken during your event(s). Discuss these specific shots with your photographer and/or videographer to make sure they understand what you are looking for and when these shots will need to be taken. Our team members will do their best to make sure they capture these moments. List of specific shots can include bride with parents, groom with parents, bridal party, details (such as bouquet, rings, etc.), first look, cake cutting, first dance, exit, etc.

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Can I choose the songs in my wedding video? If so, how do I do that? 

We want this to be YOUR video, so we encourage you to choose the music for your video but are happy to choose the songs for you if you'd prefer. Copyright laws are very strict regarding the use of music in wedding videos, so we have four subscriptions to music sites from which you may select your songs. If you are wanting a song that requires purchase you will need to purchase the song yourself and send it to your event manager. For info on available music sites, suggested song lists and other helpful song choice info go to: Song Selection

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Do you offer RAW photos and videos?

We do not typically deliver RAW videos or photos.  If this is something that is important to you, please let us know and we can discuss this option with you. 

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Will my photos have watermarks? Will I have full rights to my photos? 

Your photos will never have watermarks!  You have full printing rights to your media with no watermarks.

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When can I expect to receive my wedding media?

Our standard turnaround time is 30 business days. Of course, this can vary a little depending on the season. During high volume periods, it can take up to 60 business days. The turnaround time on our extra sessions is typically less than 2 weeks.

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How will my media be delivered?

Your photos will be available for viewing and download via Pixieset.  You will receive a link to your album that will allow you to scroll through the different sections with ease.  Pixieset will allow anyone with the link to download all photos in full resolution. If you need suggestions on where to print high resolution images from your Pixieset album, please refer to this helpful link: How to Print

You will receive two versions of your video. The shareable link is available to download from Vimeo.  This allows you to easily share it with anyone you want. We will also send you the downloadable link which is the original, highest quality version of your video. Raw footage will also be available (free of charge) to download.  If you need help as to how to download your photos or videos, please refer to this helpful link: How to Download

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Media Posting

We absolutely love getting tagged when you post our photos/videos so please tag us! 

Instagram: @tolman.media
Facebook: @Tolman Media 

You will be given both the final digital file for the wedding video that you can upload directly to Facebook or Instagram as long as there aren’t any copyrighted songs. We are also happy to create a 60 second highlight video of your wedding day that will meet the Instagram length requirement for $50.

We will also upload your video to our Vimeo and give you a sharing link that you can use to post on Facebook in case the songs you chose are copyrighted (most everything but instrumental music). 

We never include watermarks on any of our photos so you are welcome to post them wherever you’d like! 
 

Weather/Traffic Condition

We have never been late to or missed a wedding event, but in the case that weather or traffic causes an issue, we cannot be held accountable (assuming we leave with plenty of time to spare, which we always will). If, because of these conditions, we end up missing an event, you will not have to pay for that specific event we missed. Events that have already been filmed will still have to be paid for.

Rate Change/Cancellation

If you have to change your date for any reason, please reach out to  customerservice@tolmanmedia.com first and make sure that we are available on your new date. There is no fee to change the date. However, we cannot guarantee availability for your new date.  

 

If you have to cancel altogether, the initial deposit is non-refundable but you do not have to pay the final half if services have not yet been provided. You will have to pay for services already provided (like bridal photos).

Our Team

We have built an amazing team of wedding photographers/videographers that are all extremely professional and well trained to deliver a high quality product. Every lighting, location, climate, and client is different. While variation always exists, we have all worked hard to develop a consistent style of both photo & video, so you can rest assured that every member of our team will deliver quality content.

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