CANCELLATION & RESCHEDULING POLICY

PRIME SHOT MEDIA

Website: https://theprimeshotmedia.com

At PRIME SHOT MEDIA, we dedicate time, creative planning, professional equipment, and production resources to every booking. This Cancellation & Rescheduling Policy explains the terms that apply when a client wishes to cancel, postpone, or change a confirmed booking.

1. Booking Confirmation and Reservation Fee

A booking is considered confirmed once the client has accepted the quotation or agreement and paid the required booking fee or advance payment.

The booking fee reserves the agreed date and allows us to allocate resources, schedule our team, and undertake preliminary planning. To the extent permitted by applicable law and the signed agreement, this fee is non-refundable if the client cancels the booking.

Any payment terms stated in a signed quotation, contract, or booking agreement will form part of the booking conditions.

2. Client Cancellation

If the client decides to cancel a confirmed booking, the client must notify PRIME SHOT MEDIA in writing by email or another agreed written communication channel.

The initial booking fee is non-refundable to the extent permitted by applicable law and the booking agreement.
If cancellation occurs after planning, pre-production, travel, equipment rental, crew arrangements, or other project work has commenced, the client may be responsible for agreed work already completed and reasonable, documented, non-recoverable costs incurred, subject to the contract and applicable law.
If the client has paid more than the amount properly due under the applicable agreement and law, any refund or outstanding balance will be assessed accordingly.
Failure to attend or provide access at the agreed time without prior notice may be treated as a cancellation or no-show.

3. Rescheduling by the Client

Clients who need to change a confirmed booking date should notify PRIME SHOT MEDIA as early as possible. All rescheduling requests are subject to team availability, location availability, and production requirements.

One rescheduling request may be accommodated without an additional rescheduling fee if at least 7 calendar days' written notice is provided and the new date is available, unless the signed agreement states otherwise.
Requests made fewer than 7 calendar days before the scheduled date may incur reasonable additional costs or a rescheduling fee disclosed to and agreed with the client.
Requests made within 48 hours of the booking may require payment of additional crew, equipment, travel, or other non-recoverable costs already committed to the project.
Any additional charges will be communicated to the client before confirmation of the revised booking.
If the requested new date is unavailable, both parties may discuss alternative dates or cancellation under this Policy and the applicable agreement.

4. Weddings, Events and Peak-Date Bookings

Wedding photography, wedding films, corporate events, conferences, exhibitions, and other date-specific bookings require advance allocation of staff and equipment. Rescheduling these bookings may involve additional costs, particularly during peak seasons or when the original date cannot be rebooked.

Any special cancellation deadlines, payment milestones, or rescheduling terms specified in a signed project agreement will apply to the extent permitted by applicable law.

5. Late Arrival and No-Show

Clients are expected to be ready at the agreed start time and to arrange the necessary access, permissions, participants, and facilities.

Where the client or key participants arrive late, the service period may still end at the originally agreed finish time. Any extension will be subject to team availability and may incur additional charges under the agreed quotation.

If the client fails to attend, provide access, or respond within a reasonable period, PRIME SHOT MEDIA may pause or discontinue the booking in accordance with the agreement. Payments and costs will be handled under the applicable cancellation terms and law.

6. Cancellation or Rescheduling by PRIME SHOT MEDIA

If PRIME SHOT MEDIA needs to cancel or reschedule a booking due to an unavoidable operational issue, illness, equipment failure, safety concern, or other circumstances beyond reasonable control, we will notify the client as soon as reasonably practicable.

Where possible, we will offer an alternative date or a suitable replacement professional, subject to the client's approval where required by the agreement.

If we cannot provide the agreed service and no acceptable alternative is agreed, any refund of payments for services not provided will be handled in accordance with the booking agreement and applicable law.

7. Force Majeure and Unforeseen Circumstances

Neither party will be treated as being in breach solely because performance is prevented or materially delayed by circumstances beyond its reasonable control, such as severe weather, natural disasters, government restrictions, venue closures, emergencies, transport disruption, or other qualifying force majeure events, subject to applicable law and the signed agreement.

The parties will make reasonable efforts to agree on a revised date or an alternative arrangement. Any payment, refund, or cost allocation will be determined under the applicable agreement and law.

8. Deposits, Outstanding Payments and Refunds

All deposits, advance payments, cancellation charges, and refunds are governed by the accepted quotation, signed agreement, this Policy, and applicable law.

Where a refund is due, PRIME SHOT MEDIA will coordinate the refund with the client using an agreed payment method. Processing times may depend on the payment provider or bank.

Any completed work, delivered services, approved expenses, and non-recoverable third-party costs may be taken into account when determining the final amount due, where permitted by the agreement and applicable law.

9. Changes to Project Scope

Changes to the event date, location, duration, deliverables, crew size, production requirements, or creative brief may affect the agreed price and schedule. Any material change must be approved by both parties in writing before the revised arrangements take effect.

10. Communication and Formal Requests

Cancellation and rescheduling requests must be submitted in writing through the official business email or another written channel agreed by the parties. Clients should include their name, booking reference if available, original booking date, and requested change.

A request is not considered approved until PRIME SHOT MEDIA confirms the cancellation or revised booking arrangements in writing.

11. Applicable Law

This Policy is intended to operate in accordance with the applicable laws and regulations of the United Arab Emirates. If any provision conflicts with mandatory applicable law, that law will prevail to the extent of the conflict.

Where a signed quotation or service agreement contains specific cancellation or rescheduling terms, those terms should be read together with this Policy. Any conflict will be resolved in accordance with the agreement and applicable law.

12. Policy Updates

PRIME SHOT MEDIA may update this Policy from time to time. The version applicable to a booking will be determined by the terms accepted by the parties and applicable law. Updated versions will be published on this page with a revised effective date.

13. Contact Us

PRIME SHOT MEDIA
United Arab Emirates

Website: https://theprimeshotmedia.com
Email:info@theprimeshotmedia.com
Phone / WhatsApp: 971522391440