Here you will find important information on what Philp Media will and will not do according to its company policies. These policies form part of all service agreements.
The Client engages Philp Media for our unique artistic vision and style. Philp Media retains full creative direction over all aspects of photography, including composition, lighting, posing, location selection, shot selection, and post-production editing. While we welcome input and shot lists, we cannot guarantee capture of every specific moment, pose, or individual due to time constraints, event flow, or unforeseen circumstances. Our editing style is consistent with our portfolio; major style changes or re-edits are not available.
Raw or unedited files are proprietary and not provided under any circumstances, as they do not represent our final artistic work. Final deliverables consist of professionally edited high-resolution images as outlined in our Delivery and Editing Policy.
Clients receive a personal print/release license for high-resolution files. We recommend ordering prints through our professional lab partners for accurate colour and quality; third-party printing services may produce inconsistent results, for which Philp Media is not responsible.
For photography coverage exceeding 6 consecutive hours, the Client agrees to provide one hot vendor meal and reasonable breaks for the photographer(s). Meal time does not count toward contracted coverage hours.
Philp Media uses professional-grade equipment with backups to minimize risk. The Client ensures a safe working environment and agrees that the photographer may refuse any pose, location, or request deemed unsafe.
Philp Media offers aerial drone services to enhance photography and videography deliverables, where feasible and safe. All drone operations are conducted in strict compliance with federal, provincial, territorial, and municipal laws, including the Canadian Aviation Regulations (CARs) Part IX — Remotely Piloted Aircraft Systems (RPAS).
Drone use is always subject to favourable conditions, including: safe weather, venue/property owner permissions, site-specific restrictions (no-fly zones, controlled airspace), safety assessments, and technical feasibility. The pilot reserves the exclusive right to assess and decide on drone deployment on the day of service.
Clients are responsible for securing any required venue, property, or third-party permissions for drone operations, unless otherwise agreed in writing.
If aerial drone footage cannot be obtained due to regulatory restrictions, airspace issues, weather, venue prohibitions, safety concerns, technical malfunctions, or other factors beyond our control, no refund, credit, or fee reduction will apply.
Philp Media creates deliverables that may incorporate music to enhance the emotional impact of your event. All music selection and use is conducted in full compliance with the Copyright Act of Canada (R.S.C., 1985, c. C-42).
We do not use popular copyrighted music (e.g., Top 40 songs) in our deliverables unless the Client provides proof of proper licensing (e.g., a synchronization license obtained through services like Musicbed, Artlist, or Epidemic Sound).
We exclusively use royalty-free or properly licensed tracks for which we hold valid licenses covering commercial use in wedding/event videography. This ensures deliverables can be shared online without risk of copyright claims, muting, or takedowns.
Clients wishing to use specific copyrighted songs are responsible for obtaining and providing all necessary licenses. If copyrighted music is used without proper licensing due to Client-provided material or instructions, the Client agrees to indemnify Philp Media against any claims arising from infringement.
Standard delivery timelines are as follows:
Timelines may be extended due to peak season demands, holidays, illness, technical issues, or other unforeseen circumstances. We will communicate any delays promptly. Rush delivery may be available upon request for an additional fee.
Upon delivery, Clients have a 2-week revision period to request minor revisions at no additional cost. Major revisions or requests received after the 2-week period will incur an editing fee of $150 per hour (billed in 30-minute increments, minimum 1 hour).
Raw/unedited files are not provided under any circumstances. We retain backups of final deliverables for a minimum of 1 year from delivery. Clients are responsible for downloading and backing up their files upon receipt.
The Client agrees to inform Philp Media in writing (at least 14 days prior to the event) of any known venue rules, restrictions, or requirements, including: no-flash zones, restricted areas, time limits, drone prohibitions, lighting restrictions, movement limitations, audio recording policies, or requirements for liability insurance certificates.
The Client agrees to obtain and provide any necessary permissions, permits, or approvals from the venue, property owner, or relevant authorities for our services.
Philp Media cannot be held responsible for missed moments, limited coverage, or reduced quality resulting from venue-imposed restrictions or third-party limitations that were not disclosed in advance.
Philp Media requires a non-refundable retainer (deposit) to secure your booking date, which is applied toward the total package fee.
If Philp Media is available on the new date, the request will be accommodated at no additional fee. If Philp Media is not available on the requested new date, it will be treated as a cancellation. Multiple rescheduling requests may incur an administrative fee.
In the unlikely event Philp Media must cancel due to severe illness, injury, family emergency, or force majeure, we will provide a full refund of all payments received or transfer payments to a rescheduled date. Philp Media’s liability shall not exceed the total amount paid by the Client.
Under Canada’s Copyright Act (R.S.C., 1985, c. C-42), Philp Media retains full copyright and moral rights to all photographs and videos created during your event or session.
Upon full payment, the Client receives a non-exclusive, non-transferable, perpetual license for personal, non-commercial use of the final deliverables. This includes printing for personal display, sharing on personal social media, and use in personal albums or frames.
Prohibited uses include: selling images, entering them in contests, submitting to stock libraries, using for commercial/advertising purposes, or altering/editing images without prior written permission.
By engaging our services, the Client grants Philp Media an irrevocable, worldwide, royalty-free license to use, reproduce, display, and distribute the images/videos for promotional, marketing, portfolio, website, social media, advertising, educational, or competition purposes.
The Client confirms they have obtained consent from all recognizable subjects for this use, in compliance with Canadian privacy laws. If any subject objects to specific uses, the Client must notify Philp Media in writing prior to the event.
All fees are in Canadian dollars and subject to applicable taxes (e.g., HST/GST).
If the final payment is not received by this deadline, Philp Media reserves the right to withhold services until payment is made in full. Late payments may incur a 5% late fee (compounded monthly) at our discretion.
Accepted payment methods include e-transfer, credit card (via secure invoice), cheque (cleared funds required in advance), or other methods agreed in writing. Returned payments will incur a $50 NSF fee.
Philp Media offers packages with defined coverage hours to match the scope of your event:
Coverage times are calculated from the agreed start time in the contract. Any coverage beyond the contracted hours will be billed at our overtime rate, as agreed in writing. We will notify the Client as contracted hours approach to avoid unexpected charges.
These policies form part of all service agreements and may be updated as needed. Last updated: 2026.