Race Film Commission Terms

Scope and key terms

These Race Film Commission Terms govern private Race Day Film commissions requested from VII Studio. In these Terms:

• Commission means the Race Day Film service accepted by VII Creation and the client in a final written proposal or confirmation;
• Client means the person or organisation entering into that Commission;
• Consumer means a natural person acting for purposes outside a trade, business, craft or profession;
• Proposal means the final written scope, price and commission-specific conditions offered by VII Creation;
• Request means the preliminary Race Film Request sent through the website or another enquiry channel.

These Terms operate together with the accepted Proposal. If a Proposal expressly changes a provision here, the Proposal controls for that Commission, except where mandatory law provides otherwise.

Request, review and contract formation

Submitting a Race Film Request is not a reservation, booking or binding order. It asks VII Creation to review availability, event access, travel, timing and scope.

VII Creation may accept or decline a Request. A Commission becomes binding only when the final Proposal has been accepted in the manner stated in that Proposal and any stated initial-payment condition has been satisfied.

For a consumer distance contract, the contract information and confirmation should be supplied on a durable medium, such as email or an attached document, before performance begins.

Age and authority

If the Client is an individual entering into the Commission personally, the Client must have legal capacity to do so. If the Client is under 18, a parent or legal representative must enter into the Commission.

If you act for a team, company, athlete or another person, you confirm that you have authority to agree the Commission and to provide information or instructions on their behalf where required.

Availability, scope and event access

Availability is not guaranteed until the Commission is confirmed. The Proposal should identify the race or event, athlete or subject, intended coverage, selected film format, refinements and any material assumptions.

Venue rules, organiser accreditation, safety instructions and restricted filming areas can affect what can be captured. The Proposal should state who is responsible for obtaining any required accreditation or permission.

VII Creation is not required to breach venue, organiser, safety or legal restrictions in order to obtain a requested shot.

Prices, VAT and payment

The published package prices for Race Capture Essentials, Momentum Edition and VII Signature Short are consumer prices including applicable VAT when VII is already present at the relevant race weekend.

If the Commission requires VII to travel specifically for the Client, or requires exceptional paid access, accommodation, parking, tolls or comparable unavoidable costs, the published package price does not become binding on its own. VII Creation first provides one clear Proposal stating the total Commission price and the applicable unavoidable charges before the Client is asked to accept the Commission.

Optional refinements are identified separately. The Proposal states any deposit or initial payment, remaining balance, due dates and accepted payment method. VII Creation does not treat a Request itself as a payment obligation.

Client information and responsibilities

The Client must provide materially accurate information needed for the Commission, including event details, race date, start time or wave, athlete information, access requirements and relevant changes.

If the Client supplies logos, music, photographs, footage, written material or other third-party material for inclusion, the Client must have the rights or permission needed for the agreed use.

The Client should promptly communicate changes that may affect travel, access, timing or production.

Creative direction, deliverables and revisions

Race Day Films involve creative and editorial judgement. Subject to the agreed Proposal, VII Creation retains reasonable discretion over framing, shot selection, sequencing, pacing, sound, colour, typography and the overall edit.

The Proposal should identify the intended deliverables, expected format, any stated duration or quantity, estimated delivery timing and any included revision opportunity.

A revision is not a new Commission. Requests that materially change the agreed concept, coverage or deliverables can require a revised scope and price.

Changes, rescheduling and cancellation

If the event date, venue, start time, athlete, access conditions or scope changes, the Client should notify VII Creation as soon as possible. Rescheduling is subject to availability.

Any cancellation fee, treatment of an initial payment, rescheduling credit or payment for work already performed must be stated clearly in the accepted Proposal and remains subject to mandatory law.

VII Creation will not use these general Terms to create a hidden non-refundable fee that was not properly disclosed before the Client became bound.

Consumer withdrawal right

If the Client is a Consumer and the Commission is concluded at a distance, the Consumer normally has a 14-day withdrawal period beginning on the day the service contract is concluded, unless a statutory exception applies.

If the Consumer wants VII Creation to begin performing the service during that withdrawal period, VII Creation must obtain the Consumer’s express request to begin early where required by law. If the Consumer then withdraws, a proportionate amount for services already supplied may be payable where the law allows it.

The withdrawal right for a paid service can cease after the service has been fully performed only where the statutory conditions have been met, including the required prior express consent/request and acknowledgement.

A model withdrawal notice is available here:

Delivery and delays

Any delivery date in a Proposal is an estimate unless the Proposal expressly states that a particular deadline is essential. VII Creation will use reasonable efforts to deliver within the agreed timeframe.

Delivery can be affected by event conditions, the volume or condition of captured material, delayed Client feedback, third-party rights clearance, technical issues or circumstances outside reasonable control. VII Creation will communicate material delays when reasonably possible.

Copyright and the Client licence

Unless the accepted Proposal expressly states otherwise, copyright and other intellectual-property rights in original films, edits, graphics and production material created by VII Creation remain with VII Creation.

The Client receives the licence described in the Proposal. Unless a broader licence is expressly agreed, the Client may use the delivered film for the Client’s own personal, team, athlete or organisational channels and purposes contemplated by the Commission, but may not sell, sublicense, materially re-edit or commercially redistribute the work beyond that licence.

No transfer of copyright occurs merely because the Client paid for the Commission.

Portfolio, publicity and identifiable footage

VII Creation does not rely on these general Terms alone as permission to publish identifiable Client footage for VII Creation’s own advertising, portfolio or social channels.

Where such use requires permission, it should be covered by a separate release, recorded consent or an express term in the Proposal. Any agreed publication scope can be limited by the parties in writing.

Third-party rights and platforms

Music licences, event branding, organiser rules, venue rights, social-platform rules and other third-party rights can restrict how a film is created, delivered or reused. A licence granted by VII Creation cannot give the Client rights that VII Creation does not itself hold.

The Client remains responsible for complying with the rules of platforms on which the Client chooses to publish the delivered film.

Circumstances outside reasonable control

Sporting events can be affected by organiser decisions, illness, weather, safety issues, travel disruption, accreditation changes, venue restrictions, equipment failure despite reasonable precautions or other circumstances outside a party’s reasonable control.

The parties will act reasonably to reduce the impact and, where appropriate, discuss alternative performance, rescheduling or the fair treatment of work and costs already incurred.

Responsibility and liability

Nothing in these Terms excludes or limits fraud, wilful misconduct, liability for death or personal injury where caused by negligence, mandatory statutory rights, or any other liability that cannot lawfully be excluded or limited.

To the extent permitted by law, VII Creation is not responsible for indirect or unforeseeable loss arising from circumstances outside the agreed Commission or for loss caused by inaccurate Client information, denied event access, third-party platform action or circumstances outside VII Creation’s reasonable control.

Personal data

Personal data connected with a Request or Commission is handled in accordance with the Privacy Notice. Sending a Request does not enrol the Client in marketing.

Questions, complaints and corrections

If you believe the Commission does not match the agreed Proposal, please contact VII Creation promptly with enough information to review the issue. Race Film matters can be sent to bookings@viicreation.com.

Nothing here removes a Consumer’s statutory remedies where a service does not conform to the contract.

Applicable law and jurisdiction

These Terms and the Commission are governed by Dutch law. If the Client is a Consumer, this choice does not deprive the Consumer of mandatory protections that apply under the law of the Consumer’s habitual residence where applicable.

A dispute is brought before the court that has jurisdiction under applicable law. These Terms do not force a Consumer to waive a mandatory right to bring proceedings before another competent court.

Changes and contract version

VII Creation may update these Terms for future Requests. An update does not automatically rewrite a Commission that has already been concluded. The version incorporated into the accepted Proposal remains the relevant version for that Commission unless the parties later agree otherwise in writing.