Terms & Conditions

Ben Clowes – Rate card January 2019

I always try to be flexible and accommodating but sometimes it is necessary to protect myself, for this reason please read and accept my Terms & Conditions to make sure there are no misunderstandings and the production can run smoothly.

Basic Rate:

I offer the following preferential basic rate:

Up to 8 hours attendance – £550

This preferential rate does not include kit hire but is contingent on my kit being hired along with me. Shooting kit is an additional £300-£550 depending on what’s required (see kit list). Should you wish to hire me without kit then please ask me for a ‘filming only’ quote.

Overtime (beyond 8 hours attendance):

Beyond 8 hours attendance, the following overtime rates apply:

8-12hrs – £50 per hour (or part thereof)

12-16hrs – £75 per hour (or part thereof)

16hrs+ – £150 per hour (or part thereof)

There is currently no VAT payable on top of these costs

Late Night Supplements (after midnight):

Between midnight and 3am there is an additional attendance supplement of £25 per hour or part thereof.

After 3am there is an additional attendance supplement of £75 per hour or part thereof.

Travel Time Rates:

Up to 2 hours travel time is included (up to 1 hour travel each way), beyond this travel time is charged at £25 an hour or part thereof (up to 4 additional hours). Beyond 4 additional hours, travel time will be charged as a travel day. Fuel expenses are £0.50 a mile (where applicable). Travel times are based on actual travel times (not clear road estimates).

Travel days are £350 per day (based on up to 8 hours total travel time). For more details about when travel days are required please see below. Where accommodation is required this must strictly be one room per person (no shared rooms or shared accommodation). Expenses are at cost and per diems apply when filming away (£30 per day).

Attendance beyond 16 hours, or after midnight must be by prior agreement.

Payment Terms are 14 days.

Terms & Conditions / Working Practices:

Rates – My preferential rate of £550 for 8 hours (not including kit) is in line with the BECTU union rate for a lighting cameraperson which is £556 for 9 hours plus 1 hour lunch (2022 rates)

Insurance/DBS – I have £10million public liability cover. I have an up to date DBS certificate.

Enquiries/Pencils/Bookings – When enquiring about my availability I do request that you provide some basic information about what the job would entail – where it is, rough times, and a rough idea of kit required (eg 4K, multiple cameras, gimbal etc). This is so I can indicate my suitability, availability, whether an assistant would be required, whether travel days would be required, and ensure it wouldn’t pose a risk to me or my kit.

I welcome all enquiries and am happy to indicate my availability for any dates, as it stands at the time of the enquiry (and indicate if we have other enquiries for the same date). Upon request I can put pencils in my diary to indicate an enquiry, however I do not consider pencils to be reservations or obligations under any circumstances. Where I do pencil a date I will do my best to keep you informed if my availability changes. Where I have multiple enquiries about the same date, and more than one client wishes to book the same date, it is usually a case of whoever books first (not who enquired first), though I reserve the right to give preference to enquiries based on other factors such as the length of the job, where the job is, suitability etc. Dates will only be held once confirmed booked.

Deposits are required for new clients and non UK-based clients prior to filming.

Expenses – Expenses incurred during the period of my employment (including travelling to and from work) will be passed on to the client, these include but are not limited to taxis, transfers, flight tickets, subsistence, parking, road tolls, congestions charges, central London Tcharges, ULEZ charges (applicable 24 hours a day/7 days a week) and fuel (charged at £0.50 per mile). Where there are high expenses incurred on a job these may be billed separately after the job and are required to be paid immediately.

Equipment Hire – As per BECTU terms and conditions ‘equipment hire fees must, at least, reflect the cost of ownership, maintenance, transport and depreciation of equipment, and should be agreed separately from hourly rates’. My shooting kit packages range from £300 to £550 per day depending on what’s required. I can offer a wide range of kit packages and quote upon request, but where only general kit guidance has been given I will choose a package that I feel best suits the brief and charge accordingly. Alternatively you can build your own kit package, but this must be agreed in advance by me. Kit hire rates are per day.

Equipment Security – My first priority when bringing my own kit is ensuring this kit is safe and secure, no filming or setup will take place until I am satisfied my kit is safe and secure. My kit is worth tens of thousands of pounds and my insurance cover will only cover kit that is kept safe and secure, within line of sight, or with someone who is responsible for looking after it, or locked away where only I have access. Therefore it is essential security is considered ahead of time, and if need be someone is added to the crew to look after kit. This is of particular concern when filming in public areas.

Call Time – Please let me know the call time (along with location, kit requirements and any special considerations) at least 24 hours before the intended call time – this is so I can organise equipment and ensure I am able to attend at the required time.

Attendance Time – This is the number of consecutive hours from the time I arrive, to the time I leave. This cannot be paused or any unused attendance time carried over to later or another day. Attendance time includes, but is not limited to, filming, time travelling between venues, time spent setting up/packing down, recces, location visits, and also reasonable refreshment time where appropriate. Beyond 12 hours attendance must be agreed in advance. Attendance after midnight (where required) must also be agreed in advance.

Assistant – For jobs where a lot of kit is required (more than can be practically carried by one person) and/or there are multiple locations I will need an assistant. Depending on the complexity of what’s required, this may just be a runner to help carry/move kit, but for more complex shoots this may be a focus puller, camera assistant etc. I can advise on requirements on a job by job basis. I may sometimes be able to provide an assistant depending on their availability and job requirements.

Sound – I am a Director of Photography – I can handle basic audio recording (where it is one subject and one feed into camera) but for anything more involved than this you should source a separate sound recordist/boom operator as appropriate. I have a number of sound recordists that I can recommend.

Equipment Drop Off – Even when filming with minimum equipment I still travel with a lot of support kit as standard, therefore I require a place to drop off kit as close as possible to where I are filming (and parking where appropriate). If I am not able to drop off/pick up kit close to where I am filming then additional attendance time will likely be required.

Equipment at Location – It is often underestimated how much kit I have and how much access I need to this kit at all times. I require a safe area to keep my primary filming kit which is secure and not accessible to the public. This area should be dry, not prone to condensation, smoke, steam, dust or other particulates that may damage my equipment etc, and it should be as close as possible to where I am filming. It should be an area of at least 4m2 solely for my usage). Often at event builds they provide me a cover (much like they do for the sound/lighting desks). At other filming locations a small room just off set is put aside for camera dept. If this standby area is small I may require an additional area (further from set) for storing empty cases etc. If there is limited space to setup/pack down and store kit then additional attendance time will likely be required, and it may slow down filming progress.

Travel Days – Typically travel days are required where the job is more than a 2.5 hour drive from my home, or 150 miles from my home, or it is an early start or late finish. Usually a travel day will be required for the day before, and the day after the job, with 2 nights’ accommodation provided – though this will depend on a number of factors (please ask before booking if in any doubt about whether a job will require travel days, and ensure these are booked in with me to avoid potential clashes with other bookings). Travel Days are charged at £350 per day (based on up to 8 hours total travel time). Where longer travel days are required additional charges will apply, please ask for details.

On travel days where I am making my own travel arrangements I am free to travel at whatever time best suits me, and I am not precluded from taking other work on travel days. The purpose of the travel day before a job is only to ensure I am in the place where I need to be the night before the job begins. Should you require me to be somewhere at a certain time (for example for a meeting or recce etc) then this will be considered a working day. Where travel days require flights/trains to be booked for me, these bookings should be made in consultation with me so I can travel at a reasonable time. Where flights/trains for travel days are booked unreasonably early (requiring me to be at the airport/station before 6am) or late (arriving at the final destination after 11pm) this will be charged at double the usual travel day rate. NB – Please remember flights require travellers to be at the airport 2 hours prior to flight time, so for example a 6am flight would require travellers to be at the airport for 4am, and as this would consequently be charged at double the travel day rate.

Idle Days – Should the job be on location and require staying away from home, any days when I am not required to work will be classed as ‘idle’ days and charged at £200 per day (this is my special rate since BECTU advises rest days should be charged at the full 8 hour rate). NOTE – an ‘idle’ day is not a work day – should any recces/prep/pre-light/strike/meetings etc be scheduled then this will be classed as a work day.

Baggage When Travelling Abroad (Hold Luggage Requirements) – It is always recommended to check with me before booking flights. It is always best to pre-book excess baggage ahead of arriving at the airport since paying for extra bags/weight at the airport can be at least three times more expensive. Note – it is important to check the total amount of weight booked rather than just booking extra hold bags since the hold bag allowance can vary between 20kg and 32kg per bag. It is much better to have a higher maximum weight allowance than I may need than the other way round – I would therefore suggest each bag booked is booked up to the maximum weight allowance of 32kg. Every job is a bit different, so if you would like me to give you a more accurate idea of how much hold luggage weight allowance is required then I can do so on a per job basis after discussions with the Director on what kit will be required.

Baggage When Travelling Abroad (Hand Luggage Requirements) – It is always recommended to check with me before booking flights. I carry all my most delicate and expensive camera equipment in my hand luggage, therefore it is vital I are able to fly with this on my person in the overhead cabin lockers. Do be aware that some airlines now have a cut off on hand luggage items into the cabin. Ryanair, for example, will only accept the first 90 large cabin bags measuring 55cm x 40cm x 20cm while EasyJet gives overhead locker space to those purchasing priority boarding (Speedy Boarding) and on a first-come-first served basis. Therefore it is vital to be at the airport early, to board early, and where there is the option to purchase priority boarding it is vital this is purchased as this is the only way I can guarantee having my hand luggage in the overhead lockers, otherwise if there is no room then it has to go in the hold – and lenses and camera equipment can’t travel in the hold (especially since at the point of boarding they will not be packed for hold travel). EasyJet offers ‘Speedy Boarding’ which is an upgrade at the time of booking and guarantees overhead cabin space so when flying with EasyJet this is essential. Speedy Boarding also means I get 2 carry-on bags which means I can bring more lenses etc on the job. The best way to get speedy boarding is to buy a ‘EasyJet Plus Card’, or to choose seats in the exit rows which will then offer ‘Speedy Boarding’ as an upgrade (about £10 per person). Please check with the airline at the time of booking if hand luggage is limited and if there is the option to guarantee acceptance or priority boarding then ensure this option is purchased. In summary please ensure the bag size allowed is no smaller than 55cm x 40cm x 20cm (as this is the size of my hand luggage), and please ensure there is no weight limit on hand luggage (my hand luggage typically weighs about 20kg). Usually I are also able to take a second smaller laptop bag on board which is very much appreciated.

Rushes Transfer – I offer to copy the rushes personally, back them up on my system and post out a hard drive (see below) but should you wish to copy the rushes yourself on set or have a third party do so on set then this is at your own risk and I take no responsibility for missing/corrupted files. Media cards may not be taken away as they will be required for other jobs. NOTE: If you do bring your own drive to copy rushes ‘on set’ then I recommend you bring a fast portable bus powered hard drive that is SSD or RAID – no other drives can be considered ‘fast’ since all will top out at 130MB/s. Whether the drive is USB3 or Thunderbolt makes no difference since the protocol is never the bottleneck, it’s always the drive speed.

Media/Rushes Delivery – Should you require me to send you the rushes I can copy all the rushes onto a hard drive and post this out to you. The cost of this service is £10 and this will be added to my invoice. The drive must be returned to me within 7 days. The hard drive is only intended for transferring the rushes and should not be used as a work drive. I need drives for posting out to clients and where drives aren’t returned to me on time (within 7 days) I will often need to buy a replacement. When posting the hard drive back please use adequate protection (double jiffy bag) and use a posting method that provides at least £100 cover per hard drive for loss or damage (Royal Mail recorded delivery does not provide this level of cover so if using Royal Mail then please use Special Delivery). Should you require the hard drive more quickly then please let me know prior to filming so I can ensure I have a hard drive available so I can dispatch more quickly. I can also offer expedited delivery options (invoiced at cost) for next day delivery before 12, Saturday delivery, or same day courier delivery. Should expedited delivery be required this needs to be requested and agreed in advance.

Lasers – I are unable to film where lasers are being used under any circumstances (a result of previous very high repair bills caused by laser damage).

Half Day Rates – I rarely accept half day bookings as will often have standard day enquiries for the same date. Where I do accept a half day booking this is limited to up to 4 hours attendance and is charged at £400 plus costs (kit not included). Please note this only applies to bookings that are requested as half day bookings in advance, not standard day bookings that happen to be less than 4 hours attendance. Should additional time be required beyond 4 hours attendance on a half day booking then it no longer qualifies as a half day and the day will be charged as a standard filming day as outlined above. Kit charges apply depending on what is required.

Multiple Day Bookings – Where a job is more than one day, there should be at least 10 hours off between working days. Exceptions may be requested but additional charges will apply.

Cancellations – I do my best to be flexible for all clients but bookings cancelled less than 48 hours prior to filming are charged at £500 per day. Where an assistant has been booked through me and cancelled this is charged at £200 per day.