SHOOT & EVENT TERMS & CONDITIONS   

STANDARD TERMS 

The Licensor, Licensee, and Agent agree that the Location may be used for the Permitted Use (including Filming, Photography, and Events, as specified in the Invoice / Booking Confirmation), subject to the following standard terms and conditions.

1. Payment Terms / Use of Location

1.1. Subject to the Agent's receipt of the Fee, and a copy of this Agreement signed by the Licensee, Owner and Agent grants to Licensee during the Licence Period to enter upon the Location and make such use of it as Licensee may require in accordance with the terms of this Agreement and in order to produce the Project.

1.2. The Location Hire Fee is required to be submitted to A Beautiful Place To Get Lost prior to the commencement of the Licence Period. Cleared funds must be received in full no later than 7 days prior to the shoot date, or immediately upon confirmation for last-minute bookings (booked within 7 days of the shoot). Failure to adhere to this provision empowers the Licensor and/or A Beautiful Place To Get Lost to promptly terminate this Licence. Host payouts (net hire fee) are processed by A Beautiful Place To Get Lost on the scheduled start date of the Licence Period, subject to receipt of cleared funds.

1.3. If the filming, photography, events, and/or recording of the Project is not completed during the Period, and Licensee wishes to return to the Location to continue the same, the Parties shall agree a mutually convenient time and additional fee for such further use.

1.4. In the event of a client cancellation, unless the Location Owner can prove with evidence that they would have had another booking on that day and the cancellation caused them to miss out on that booking, the Agent will retain the full cancellation fee as compensation for agency work performed. If the Location Owner can demonstrate a direct loss of earnings due to the cancelled booking, they may be compensated up to 50% of the net hire fee upon mutual written agreement.

1.5. When this Licence ends, it will not release the Licensor from any breaches of the terms of this Licence which occurred during the Hire Period or any rights of A Beautiful Place To Get Lost in respect of those breaches.

1.6. Owner Cancellation & Liability: Once a booking is confirmed by the Agent and payment is received from the Licensee, the Licensor is legally bound to provide vacant access to the Location (unless otherwise agreed that a representative will remain on site during the Licence Period).

If the Licensor cancels a confirmed booking prior to the shoot date for reasons of personal convenience, change of mind, or unapproved conflicts, the Licensor shall be legally liable to reimburse A Beautiful Place To Get Lost Ltd for all lost Agency Commission (20%) and applicable client Booking Fees. The Licensor agrees to settle this invoice within 14 days of issuing cancellation notice.

Cancellation penalties shall be fully waived if the cancellation is caused directly by a documented severe medical emergency, acute illness, hospitalization, or death involving the Licensor or their immediate family, or by Force Majeure (Clause 5).

1.7. Invoicing & Payouts: The Location Owner must invoice the Agent for the agreed net hire fee to receive payment for the location hire. Any delays in sending the invoice will result in a delay in payment.

1.8. Client Introductions & Non-Circumvention: To ensure streamlined booking management and protect Agency operations, the Licensor agrees that all enquiries, repeat bookings, or follow-up projects originating from clients, brands, or production companies initially introduced by A Beautiful Place To Get Lost Ltd shall continue to be managed and processed through the Agent. Should a client approach the Licensor directly following an introduction, the Licensor agrees to direct the client back to the Agent to handle scheduling, contracts, and invoicing.

2. Licensee Obligations

2.1. The Licensee commits to securing all requisite permissions and consents for the location before the commencement of the licence period. The Licensee affirms and assures that it has acquired all essential clearances and consents for the materials intended for use in the production, as well as for any individuals appearing in or participating in the booking. The Licensee undertakes to consistently adhere to all relevant laws and the stipulations of any local or other authoritative body pursuant to the provisions of any statute, statutory instrument, bylaw, regulation, or order.

2.2. The Licensee is prohibited from engaging in or allowing any action or neglect that could harm the location or any neighbouring site, or that could cause a nuisance, annoyance, or disturbance to the owner or occupants of any neighbouring sites. Additionally, the Licensee must not film or photograph any surrounding or neighbouring properties without obtaining prior written approval from the respective property owner.

2.3. The Licensee, along with all parties involved in the project, solemnly commit to safeguarding the confidentiality of the location's identity. This pledge is rooted in the collective understanding of the importance of protecting the privacy of occupants associated with the locale. In the event that a property becomes recognizable due to its inclusion in the project, it is expressly agreed upon that the identity of such locations will not be publicised. This commitment underscores a shared commitment to respect the privacy of the individuals residing in and around the sites, emphasising the ethical responsibility to uphold the sanctity of personal spaces within the context of the production.

2.4. The Licensee agrees not to use the recordings, filming, or photographs beyond the context and project scope communicated to the Licensor and/or A Beautiful Place To Get Lost (Agent). The project should not be employed in a way that defames or disparages the owner and agent or could harm their reputation. For the avoidance of doubt, full media channel exploitation rights granted under Clause 3.1 apply to the project scope agreed upon at the time of booking.

2.5. The Licensee is responsible for informing all third parties entering the location about the terms and conditions outlined in this Licence. It is the responsibility of the Licensee to ensure that third parties comply with these terms and conditions, with the Licensee being held primarily liable for any breaches or failures thereof by third parties.

2.6. The Licensor and/or A Beautiful Place To Get Lost do not guarantee the safety or suitability of the Location for any specific purpose. The Licensee is responsible for conducting its own assessment of the Location's safety and adequacy for its intended use and must produce a sufficient Risk Assessment Method Statement outlining health and safety.

2.7. Nothing in this Licence will exclude or restrict the Licensor’s or A Beautiful Place To Get Lost's liability for death, personal injury, or any other matter that cannot be excluded or limited by law. The Licensor and/or A Beautiful Place To Get Lost shall not be liable for damage to any property or for any losses, claims, demands, actions, proceedings, damages, costs, or expenses or other liability incurred by the Licensee or Third Parties in the exercise or purported exercise of the rights granted by this Licence, save to the extent that any such loss, claim, demand, action, proceeding, damage, cost, expense or liability arises from the negligence, willful misconduct or breach of this Licence by the Licensor and/or A Beautiful Place To Get Lost.

2.8. The Licensee agrees to indemnify and keep indemnified the Licensor and A Beautiful Place To Get Lost and its staff from and against any and all losses, damages, injury, liabilities, costs (including legal costs), claims, threatened claims, demands and proceedings arising out of or in connection with: (i) the use of the Location by the Licensee; (ii) any claim or threatened claim for injury to any person or damage to any property; (iii) any breach of third party rights, including without limitation intellectual property rights, defamation, breach of confidentiality and breach of privacy; (iv) any damage to the Location and/or its contents; and (v) any breach by the Licensee or any Third Parties of any term of this Licence, save to the extent that any such loss, damage, injury, liability, cost, claim or demand and/or proceeding arises solely from the negligence, wilful misconduct or breach of this Licence by the Licensor and/or A Beautiful Place To Get Lost.

2.9. The Licensee affirms its commitment to uphold thorough insurance coverage through a reputable, top-tier insurance company for all filming, photography, and project activities at the Location. This coverage must hold a minimum limit of £10 million per occurrence addressing property damage, injury, or death, unless a different minimum coverage amount has been explicitly agreed in writing by the Agent prior to the Licence Period. Upon request, the Licensee will furnish the Licensor and/or A Beautiful Place To Get Lost with copies of its insurance certificates.

2.10. If the booking at the Location is taking place over a number of days, the Licensee shall make sure that all equipment left on the Site is switched off, disconnected and left in a safe condition whenever the same is left unattended.

2.11. The Licensee is responsible for rectifying or covering the reasonable costs of rectification, to the satisfaction of the Owner/Agent, for any damage or loss incurred at the Location during its use by the Licensee. This obligation is contingent upon the Licensee or its representative being notified of any claims for loss or damage within 14 days of the conclusion of the Licence Period. We retain the right to withhold and deduct the damage deposit if the resolution is deemed unsatisfactory. Should the charges for damages surpass the deposit amount, an invoice will be issued accordingly. We request settlement of these charges within 14 days of receiving the invoice.

2.12. The Licensee agrees not to utilise any hazardous or flammable materials that have not been previously approved in writing by the Licensor or A Beautiful Place To Get Lost at the Location. Furthermore, the Licensee commits not to allow any stunts to be performed at the Location unless prior written approval has been granted by the Licensor or A Beautiful Place To Get Lost. Lastly, the Licensee shall refrain from bringing or permitting the presence of children under the age of 16 or animals at the Location unless such actions have been previously approved in writing by the Licensor or A Beautiful Place To Get Lost.

2.13. The Licensee is to keep the Property in the same state of repair and condition as they were in at the start of this Licence.

2.14. The Licensee is prohibited from making any alterations or additions to the Property unless expressly permitted by this Licence or causing damage to the Property. The Licensee may, with the Location Owner’s consent, erect or place freestanding flats, dressing, drapes, furniture, etc., on-site. Any alterations to the building's structure, including drilling, screwing, or fixing, require prior written permission from the Location Owner. The Licensee is obligated to restore any approved alterations at the conclusion of the Project or, if earlier, upon termination of this Licence.

2.15. Wearing narrow or spike-heeled shoes on the wooden floors at the Location is strictly prohibited. To ensure the floors' protection, they must be adequately shielded at all times. It is essential to use boards under camera dollies and tripod feet to distribute the weight effectively.

2.16. A strict no smoking policy is to be observed at the Location at all times, unless smoking is an integral part of the filming or photography action. In such cases, prior written permission is necessary, and cigarettes must be extinguished between takes. The use of smoke machines requires prior written clearance from the Licensor and/or A Beautiful Place To Get Lost before their deployment at the Location.

2.17. Consuming food and beverages at the Location is restricted to designated areas as approved by the Licensor or A Beautiful Place To Get Lost. No eating or drinking should occur in other areas at the Location, except for what is necessary during the Project process.

2.18. The Licensee is accountable for securing insurance coverage and ensuring the security of all their cameras, equipment, vehicles, etc., as well as those belonging to Third Parties. The Licensor and A Beautiful Place To Get Lost bear no responsibility for any loss or damage to the aforementioned items.

2.19. Project Transparency and Misrepresentation: The Licensee must fully and truthfully disclose the nature and scope of the Project at the time of booking. Approved project details and usage parameters shall be as documented in the Invoice / Booking Confirmation issued by the Agent. If the actual usage or project scope deviates from what was disclosed and agreed upon in writing, the Licensor and/or A Beautiful Place To Get Lost reserve the right to:

(i) immediately revoke all usage rights to any material captured at the Location;

(ii) impose additional charges and penalties, including a revised usage fee appropriate to the actual use;

(iii) pursue legal remedies where appropriate.

Use of the material beyond the agreed project scope without prior written consent constitutes a material breach of this Licence.

3. Copyright and Confidentiality

3.1. The Location Owner, by this grant, assigns with full title guarantee, exclusively and irrevocably, to the Licensee the complete copyright and all other vested, future, or contingent rights of any kind, whether presently known or created in the future. This includes merchandising, distribution, and exploitation rights to the results and proceeds of filming, photographing, and recording conducted under this Licence, across all media channels (including but not limited to digital, print, organic and paid social media, digital advertising, e-commerce, website, email, PR, television, and film) for the full duration of copyright worldwide. This pertains specifically to the designated areas in accordance with this Licence, along with any spin-offs or derivatives, encompassing audio-visual recordings. These rights extend for the entire copyright duration, including renewals, reversions, and extensions, on a universal scale. The Licensee retains the right to assign, licence, or sublicense all or part of the rights granted in this clause to any company or individual without further consent. Both parties commit to not disclose, use, or communicate any confidential information regarding the business or affairs of the other party to any individual except professional representatives or advisers or as required by law or regulatory authorities. Each party shall make reasonable efforts to prevent the publication or disclosure of any such confidential information. Furthermore, the Licensee agrees not to use the Recordings for any product endorsement outside the agreed project scope, illegal activities, or in a manner defamatory to the Licensor or A Beautiful Place To Get Lost. The Recordings shall not be employed in any way that may bring the Licensor and/or A Beautiful Place To Get Lost into disrepute.

3.2. This Licence grants the Licensee exclusive use of the Location for the specified term. The replication, scanning, extraction, or utilization of the location data, imagery, spatial mapping, or visual features for artificial intelligence (AI) model training, dataset compilation, or AI-generative purposes is strictly prohibited, unless such AI usage has been explicitly disclosed in writing by the Licensee and approved by the Agent prior to the Licence Period as part of the agreed project scope. The Licensee acknowledges that any unauthorized attempt to reproduce or apply the location data for artificial intelligence purposes without prior written consent constitutes a material breach of this Licence.

3.3. The Licensee and third-party participants under this agreement are strictly prohibited from sharing the location's address or distinctive features that could lead to its public identification with any party outside the agreed participants of this agreement. It is the responsibility of the Licensee to communicate and enforce this restriction among all third-party participants involved in the agreement.

3.4. Geotagging for the location is strictly prohibited. Should behind-the-scenes (BTS) stories and shots be shared on social media platforms, the Licensee is required to tag A Beautiful Place To Get Lost social accounts based on the specific platform. This measure is in place for content monitoring and to ensure the privacy of the location. A Beautiful Place To Get Lost reserves the right to request the removal of any content deemed to compromise the security of the location.

3.5. Copyright Limitation: The Licensor does not grant or assign any copyright or usage rights in respect of third-party works (including but not limited to artwork, furnishings, interior design features, or architectural elements) present at the Location that the Licensor does not own or control. It is the Licensee’s sole responsibility to obtain any necessary clearances or permissions for the use of such third-party works in connection with their Project. The Licensor and A Beautiful Place To Get Lost shall not be held liable for any claims arising from the inclusion of such works in the Licensee’s production.

4. Return Of Premise

4.1 Upon the conclusion of the Hire Period, the Licensee is obligated to return the Property to the Location Owner with vacant possession, ensuring it is cleaned and repaired as per the terms outlined in this Licence. Any goods or materials left on the Property beyond the Hire Period may be removed and disposed of by the Location Owner if not claimed by the Licensee within 48 hours after the Hire Period concludes or within 48 hours of the Location Owner notifying the Licensee of such items (whichever is later). The Licensee is responsible for covering the reasonable costs of removal, storage, and disposal incurred by the Location Owner.

4.2. The Licensee also commits to remedying or covering the entire cost of rectifying any damage or loss to the Property, ensuring that the Property is left in its original condition, free from any rubbish introduced by the Licensee. Any damage identified by the Location Owner after the Production's completion must be communicated in writing via the Agent to the Licensee within three days, accompanied by evidence of the damage. The Licensee is liable for addressing the identified issues or covering the associated costs.

4.3. In the event of a claim for damage or reinstatement costs by the Location Owner exceeding the Deposit, the Licensee is required to settle the reasonable outstanding costs within seven days of receiving the invoice.

5. Force Majeure

5.1 Should the Licensor be unable to provide the Licensee access to the Location or fulfil its obligations under this agreement due to circumstances beyond its control, including but not limited to government orders or laws (including those related to the Covid-19 pandemic), fire, flood, natural disaster, power or commodity unavailability, civil disturbance, riot, war, armed conflict (officially declared or not), or judicial orders, the parties will collaboratively determine alternative dates in good faith. In such cases, any security deposit and Location Hire Fee already paid by the Licensee will be applied to these new dates. If, after thirty (30) days of sincere negotiations, the parties are unable to agree on alternative dates, either party reserves the right to terminate this Licence by providing written notice to the other. Following such termination, any security deposit paid by the Licensee to A Beautiful Place To Get Lost shall be returned. It is understood and agreed by the Licensee that the Location Hire Fee is non-refundable.