Client Booking Terms and Conditions
(Issued in accordance with the Association of Model Agents guidelines)
These Terms and Conditions govern all bookings arranged by VAULT Agency (“VAULT”, “the Agency”) between the Agency, the Talent represented by VAULT (“Talent”), and the client (“Client”).
As required by applicable UK regulations, VAULT will issue a Booking Confirmation Form or booking agreement outlining the specific terms of the booking.
The Booking Confirmation Form must be signed and returned by the Client. The signed Booking Confirmation Form together with these Terms and Conditions shall form the binding agreement between the parties.
Unless and until the Booking Confirmation Form is signed, all negotiations relating to the booking of Talent remain subject to contract.
If the Client proceeds with a booking without returning a signed Booking Confirmation Form, such conduct shall be deemed acceptance of these Terms and Conditions, which will then govern the booking.
Any amendments made by the Client to a Booking Confirmation Form shall only be valid if agreed in writing by VAULT prior to the booking.
In the event of any inconsistency between these Terms and Conditions and the Booking Confirmation Form, the Booking Confirmation Form shall prevail.
Booking Fees
Unless otherwise agreed in writing and specified in the Booking Confirmation Form, booking fees provide the Client with the right to use one image via a single published medium for one year (or one season for fashion bookings), whichever is shorter, within the United Kingdom only.
All usage rights are strictly subject to full payment of all fees prior to the first use of the image.
Working Hours and Overtime
Fees are charged by the hour or by the day.
A “day” consists of 8 working hours (including one hour for lunch) between 9:00am and 6:00pm.
Example: 9:00am - 5:00pm or 10:00am - 6:00pm.
Additional hours within this timeframe are charged at the standard hourly rate.
Overtime applies: before 9:00am or after 6:00pm on weekdays and Saturdays: 1.5x the hourly rate. Sundays and UK Bank Holidays: 2x the hourly rate.
Overtime exceeding five hours will be charged at the full day rate.
Travel
Travel time outside a five-mile radius of central London will be charged at half the hourly rate.
Any travel arrangements required for the Talent must be organised or approved by the Client in advance.
Fitting Fees
Time spent attending fittings will be charged to the Client.
Unless otherwise agreed:
- fittings are charged at £90 per hour plus VAT where applicable
- minimum fitting time is four hours
Additional Expenses
All expenses incurred by VAULT or the Talent on behalf of the Client will be charged to the Client.
Such expenses may include an administration uplift of 12.5%.
Location Bookings
For bookings outside London, the Client must provide suitable transport to and from the location unless agreed otherwise.
If transport is not provided, VAULT may arrange transport and charge the Client accordingly.
If the Talent is unable to return to London following the booking, the Client will be charged half the daily rate for each additional day.
Clients are responsible for ensuring that health and safety assessments are carried out for all location shoots.
Usage
Additional fees apply for any usage beyond the initial permitted use.
Usage includes any reproduction or representation of the Talent’s image including but not limited to:
- advertising
- packaging
- posters
- digital media
- social media platforms
- promotional materials
Unless otherwise agreed, additional usage fees grant the right to use one image for one additional year within the United Kingdom.
Each additional usage fee will not be less than the Talent’s advertised day rate, unless otherwise agreed by VAULT.
The grant of rights excludes artificial intelligence, digital replicas, NFTs, CGI avatars, digital characters, simulated likenesses, or similar technologies unless expressly agreed in writing.
Territory
Any use of the Talent’s image outside the United Kingdom requires prior written approval from VAULT and will incur additional usage fees.
Unless otherwise agreed, such usage rights apply for one year or one season, whichever is shorter.
Invoicing and Payment
All fees will be invoiced by VAULT Agency.
Payment is required within 14 days of the invoice date, unless otherwise agreed.
The person or entity booking the Talent is responsible for payment unless otherwise agreed in writing.
VAULT reserves the right to invoice the ultimate client where bookings are made on behalf of a third party.
Usage rights are granted only once full payment has been received.
Late payments may incur interest at 5% above the Bank of England base rate.
Exclusivity
Unless otherwise agreed, bookings are non-exclusive.
Talent remain free to work with competing brands unless an exclusivity fee has been negotiated and paid.
Provisional Bookings
Provisional bookings will automatically be cancelled if not confirmed within 24 hours.
Cancellations
Within 24 hours of the booking start time
The full booking fee will be charged.
Between 24 - 48 hours before the booking
50% of the booking fee will be charged.
For bookings longer than three days, cancellations within a period equal to the length of the booking will incur the full booking fee.
Model Care and Safety
VAULT requires all Clients to ensure safe and respectful working environments.
The following rules apply:
- Nude or semi-nude photography requires prior written approval from VAULT.
- Images must not be used in pornographic, derogatory, or humiliating contexts.
- Talent must be treated with professionalism and respect at all times.
- Clients must ensure that appropriate health and safety standards are maintained.
- Talent must be provided with appropriate changing facilities and rest breaks.
Intellectual Property Rights
Clients may only use images in accordance with the agreed usage rights.
All rights not expressly granted remain the property of the Talent and VAULT Agency.
VAULT and the Talent may use images from the booking solely for portfolio and promotional purposes.
Liability and Insurance
Clients must maintain appropriate insurance covering:
- cancellations
- production risks
- travel
- workplace safety
VAULT shall not be liable for indirect or consequential losses including:
- loss of business
- loss of profits
- reputational damage
Contract and Authority
All negotiations relating to Talent services must be conducted through VAULT Agency.
Clients must not negotiate directly with Talent.
Any agreement made directly with Talent without written approval from VAULT will not be binding.
Complaints
Any complaints must be raised during the booking or immediately after the issue arises.
VAULT cannot address complaints raised after the completion of services.
Force Majeure
VAULT and the Talent shall not be liable for failure to perform obligations caused by events beyond reasonable control, including:
- natural disasters
- strikes
- war
- government restrictions
- unforeseen emergencies.
Governing Law
These Terms and Conditions are governed by the laws of England and Wales.
The parties submit to the jurisdiction of the English courts.