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Terms and Conditions

Terms and Conditions


Eleven Six Films Terms and Conditions

By booking Eleven Six Films for your wedding/ event, you agree to the full terms and conditions below.

Eleven Six Films was previously known as YPod Wedding Films. The terms and conditions that were previously on the YPod Wedding Films website (www.ypodweddingfilms.co.uk/terms-and-conditions.html) have now been moved to this page (www.elevensixfilms.co.uk/terms-conditions). These terms and conditions apply to all bookings made under the name YPod Wedding Films as well as all bookings made under the name Eleven Six Films.

All Terms and Conditions stated within this document override any Terms and Conditions from the client.

Final Details Form

A link to an online form containing the details Eleven Six Films require before the event will be sent prior to the event. This must be completed in full no later than 1 week before the event. The client must ensure that all information provided on this form is accurate to the best of their knowledge and inform Eleven Six Films as soon as possible of any changes.

The client should provided all requests or requirements they have on this form, even if they have discussed them previously. Eleven Six Films will use the information on this form only for all the details they need when filming and editing the wedding/ event.

Any information not requested on the form which the client feels is important such as timings, surprises or filming requests (such as a specific part of the day or event) must also be provided to Eleven Six Films.

The client must inform Eleven Six Films of any surprises which will take place on the day (e.g secret singing waiters, pipe bands etc). Clients should ensure that the bridal party and all guests have access to Eleven Six Film’s contact details so they can make them aware of anything that may be been booked as a surprise for the client. Eleven Six Films cannot be held responsible for covering anything that they were not informed of and had agreed to film in advance.

Eleven Six Films cannot be held responsible for any problems or filming missed due to errors, changes to the details such as times and locations provided or information not given.

Access For Filming

It is the client’s responsibility to ensure that Eleven Six Films have clear access to all relevant locations required throughout the day.

It is also the client’s full responsibility to ensure that they obtain any licences and permission and pay all fees required for the recording of the wedding/ event. This includes, but it not limited to, licences/ fees for permission to film in certain locations/ buildings and for the recording of music by choirs etc.

Any restriction for filming must be passed on to Eleven Six Films before the event. Eleven Six Films will not be held responsible for any restrictions of their filming e.g. location of equipment such as camera and microphones or filming/ audio recording not being permitted which effect the final production. This includes people involved in the event/ shoot, such as officiants, refusing to wear microphones.

While Eleven Six Films will always make every effort to ensure they have all of the shots/ footage/ audio required in every situation they cannot be held responsible for their view/ filming/ audio being restricted or interrupted e.g. a guest/ staff member/ photographer/ supplier blocking their shot or interfering with their equipment e.g. knocking over a camera or microphone. This also includes background noise and guests (such as children crying/ shouting) interfering with audio.

Performers / Suppliers and Guest Agreement

Eleven Six Films will not be responsible for anyone who does not wish/ agree to be featured in the production. The responsibility rests with the client to ensure that all people featured in any Eleven Six Films production has given their full consent to be part of the production. No liability will be accepted by Eleven Six Films if the production has to be re-edited due to a performer/ guest/ supplier/ staff member/ speaker etc refusing permission to show their image or use their audio in whatever form. If re-editing is required, Eleven Six Films will issue an additional charge invoice to the client which must be paid before any re-editing work will be done.

It is the sole responsibility of the client to arrange any consent forms, gain full permission and pay any associated fees required for all persons and locations involved.

Eleven Six Films will assume that permission is granted from all people present unless otherwise specified and will not take responsibility for any sections of the production which must be omitted or restrictions in filming due to people who do not wish to be filmed.

If there is a request to not film a particular person during the event, this information must be passed on to Eleven Six Films in advance. Eleven Six Films will try film the event without including this person were possible, but it cannot be guaranteed.

Invoice and Work Quoted

All work undertaken by Eleven Six Films will be delivered to the client via a detailed invoice before the day of filming. The client is obligated to ensure that this, along with the full terms and conditions, is thoroughly read and understood prior to booking.

Any amendments or additional filming or editing will incur an additional charge which will be invoiced to the client. All invoices must be paid for in full before the wedding/ event.

If any further work/ filming is required on the wedding/ event day (which has not previously been approved) this will be invoiced after the wedding. Full payment will be due on receipt of the invoice. This includes, but is not limited to extra performances, surprises or events on the day (such as singing waiters, performances, pipe bands, fireworks etc) and delays which mean parts of the day (e.g the first dance) run later than planned. Any work out with the original agreement must be authorised by Eleven Six Films who reserve the right to refuse additional work.

Payment and Prices

A booking fee which will be detailed in any written invoice is required to secure Eleven Six Films’ services. Your date is not secure and can be booked by another client until the booking fee is received in full.

Any additional extras not included in your original invoice may incur a further charge, the sum of which will be provided to the client in an invoice e-mail and must be paid in full 4 weeks before the wedding or event. Addition copies of the production (not included in your package) will always incur an additional charge which will be invoiced to the client via email.

Eleven Six Films will include any mileage/ travel fees and (if required) an accommodation fee within the original invoice supplied to the client. Eleven Six Films not will accept responsibility for any unforeseen additional travel/ accommodation costs which are not caused by them directly. The client will be liable to pay an extra charge in any such circumstances which will be invoiced via e-mail.  If wedding/ event arrangements change or information is provided after the original invoice has been sent, additional travel and accommodation costs may be incurred. Payment for these costs will be due on receipt of the invoice.

If Eleven Six Films will need to arrange travel for the wedding/ event in advance such as accommodation and/or flights etc, payment for these may taken at the time of booking. This will be detailed on the invoice. All payments taken in advance for travel and/ or accommodation are non refundable.

The full invoice amount must be paid 4 weeks before the wedding/ event by bank transfer. At Eleven Six Films discretion, the client may face a non-payment penalty as a result of not paying the full invoice amount 4 weeks before the event. If payment is not received, Eleven Six Films will take this as a cancellation of the contract. In the case of a cancellation due to non-payment, the client will not be refunded the initial booking fee or any other money paid.

Payments made to Eleven Six Films are non-refundable once they have been paid with the exception of the initial booking fee which has a 14 day cooling off period. After this 14 day period had ended, booking fees are non-refundable.

Payment methods –  All payments to Eleven Six Films are to be made via bank transfer. The bank details for transfers will be stated on your invoice.

On request, Eleven Six Films may agree to accept payment via cheque which should be made out to YPod Media. Payments by cheque must be fully cleared before they are marked as received. In the case of booking fees, the date will not be secured until the payment is cleared. All other payment must be fully cleared before the date that payment is due.

Eleven Six Films currently do not accept any other forms of payment such as credit/ debit cards or PayPal.

Cancellation

In the highly unlikely event of cancellation by Eleven Six Films or unavoidable total equipment failure on, before or after the event, Eleven Six Films will offer a full refund of any booking fees and fees paid. Eleven Six Films will not be responsible for any further costs.

If the client should have to cancel a booking the following cancellation fees will be due immediately.

Payments made are non-refundable once they have been paid. Booking fees have a 14 day cooling off period. After this 14 day period had ended, booking fees are non-refundable.

If a client cancels but wishes to re-book on an alternative date which is suitable to Eleven Six Films, their booking fee will be transferred onto the new date given that no cost additional cost is incurred by Eleven Six Films. If the date is changed, the original price quoted will no longer be valid.

If a client cancels less than 6 weeks before the event, the full balance will be due and if the client cancels less than 6 months before the event date, 50% off the remaining balance will be due. Payment will be due immediately.

Payment for any travel and accommodation costs which have already been booked such as hotels/ flights etc will be due on cancellation regardless of the when the cancellation takes place. If Eleven Six Films have taken payment for these from the client in advance, they will be non-refundable.

In order to cancel, the client who made the booking should e-mail kelly@elevensixfilms.co.uk. (or kelly@ypodweddingfilms.co.uk may be used for YPod Wedding Films bookings)

Change of Filming Dates

In the event of the client wishing to change the filming date we insist on a minimum of 6 week notice.

Eleven Six Films cannot guarantee that they will be able to accommodate any change in filming dates.

If the filming date is changed, the prices quoted for Eleven Six Films services on the original date/ booking will no longer be valid. The client must pay Eleven Six Films current prices at the time of changing the date. The client will receive an invoice with the updated prices.

Failure to comply will result in the client becoming 100% liable for all costs incurred.

Aborting Filming (on shoot day)

In the event of filming being delayed or aborted due to a lack of organisation or cancellation by the client, full payment will still be due and no refund will be provided. A re-visit to carry out further work may incur additional cost.

Equipment Failure/ Substitution and Loss of Data

In the unlikely event that Eleven Six Films experiences equipment failure or difficulties, all efforts will be made to find suitable replacement equipment as soon as possible.  The equipment used on the day of filming will be at the discretion of Eleven Six Films.

Eleven Six Films take measures to ensure filming of the event will not be interrupted by equipment failure, damage, loss of theft but if this unlikely event occurs and results in filming/ audio being missed or footage is damaged after the wedding/ event, Eleven Six Films cannot be held responsible.

If data/ footage is lost or corrupted due to equipment failure, damage, loss or theft, every effort will be made to recover/ reconstruct the data, but Eleven Six Films cannot be held responsible for anything which cannot be recovered.

If Eleven Six Film’s equipment is damaged at the event by the client or their guests, the client will be liable for the full cost of repair/ replacement and any other costs incurred.

Travel Problems/ Delays

Eleven Six Films cannot be held responsible for any delays which make them late for or entirely miss any part of the event. This includes, but is not limited to, transport breakdown or problems, delays in transport such as trains, ferries and planes, traffic delays, breakdowns or accidents on the road, accidents involving Eleven Six Films, road works, road closures and extreme weather. This applies to travel to the initial venue, travel between venues and any time Eleven Six Films leave the venue throughout the day for example, for food if this is not provided.

Weather

In the event of extreme and dangerous weather conditions, Eleven Six Films reserves the right to change the date of filming to a more suitable day or cancel the contract.

Eleven Six Films reserves the right to refuse to film or abort filming where conditions (such as rain) may cause damage to their equipment or where the videographers safety is compromised.

Eleven Six Films cannot be held responsible for weather or elements interrupting or interfering with their filming and audio. For example wind noise interfering with microphones or rain on lenses etc.

Health and Safety

In all instances Eleven Six Films will reserve the right to remove any of its videographers and / or equipment from a location if it is deemed unsafe or if they are subjected to abusive, aggressive or upsetting behaviour. In this instance the client will be liable for any costs incurred as a result of this. Eleven Six Films will observe the client’s site safety rules at all times and will liaise with the Health and Safety Manager if deemed necessary.

If at any point the videgraphers are made to feel uncomfortable or feel that they or their equipment are at risk, filming will immediately be aborted. No refunds of payment will be provided.

In the event of a client or guest being aggressive or abusive before, during or after the wedding/ event, Eleven Six Films will take this as full cancellation of the contract. No further work will be carried out and no refund will be given.

Copyright (material filmed by Eleven Six Films)

The Copyright of all material that has been captured by Eleven Six Films is solely owned by Eleven Six Films and is protected under UK Law.

All footage/ audio recorded by Eleven Six Films is fully owned by and copyright of Eleven Six Films. All footage/ material/ media can be used by them for any purpose they see fit including use in promotional purposes and on social media for Eleven Six Films and other companies they own without further consent from the client or people featured. The footage may also be sold by Eleven Six Films. By agreeing to these terms and conditions, you give full permission for the use of footage/ material for promotional purposes including online and social media. Please contact Eleven Six Films on kelly@elevensixfilms.co.uk if you would like to opt out of this usage.

Copyright (material provided by client)

In the event of the client providing material (video, audio, photographs, logos etc) for inclusion in an Eleven Six Films production, copyright must firstly be obtained from the original copyright owner / material provider. This is the sole responsibility of the client to ensure full copyright permissions have been explicitly transferred to Eleven Six Films. The client will indemnify Eleven Six Films against any future possible claims, disputes, and expenses or similar that may arise for a third party concerning usage of such material.

Licence and Coverage

Eleven Six Films shall be granted artistic licence in relation to the subjects recorded and the locations used.  Although every effort will be made to comply with the client’s requirements, Eleven Six Films’ judgment regarding the location, position, shots taken, subjects and length of footage taken shall be deemed correct.

For bookings involving a church ceremony or at certain other venues, videographer’s movements are often restricted by the minister/ officiant or person in charge. Therefore, recording of parts or even all of the ceremony/ event may be restricted or prohibited, as may the use of artificial lighting and audio recording equipment. The videographers cannot accept responsibility for limited coverage in such cases.

Whilst the videographers shall endeavour to fulfill all of the client’s requirements, they cannot be held responsible for non-availability of subjects or adverse conditions which may delay the progress of proceedings which prevent the coverage of certain specified shots.

Any alterations made to the booking by the client once details have been confirmed may only be made at the discretion of the videographers. If unable to accommodate alternative arrangements (such as the change of filming date or venue), the videographers are not liable to compensate the client in any way whatsoever.

Exclusivity

When filming an event, Eleven Six Films require complete exclusivity. No other professional videographer (paid or unpaid) may film throughout the day and video footage may not be taken by any other supplier such as the venue, photographer etc.

Guests may take short video clips/ photographs of the event provided that they do not interfere in any way with Eleven Six Films’ filming, do not restrict their view/ shots and are not using professional equipment.

Video Results, Delivery, Production Time & Amendments

By using Eleven Six Films you are granting them full creative control over the final outcome of your film. Eleven Six Films will edit/ render/ colour grade and produce a final film, on the understanding that you trust Eleven Six Films to give you the best possible finished result. Eleven Six Films are happy to discuss special requirements or suggestions with the client, but these are not guaranteed.

As Eleven Six Films edit and colour grade their films in a creative/ stylistic way, colours may be edited to give the film a creative look/ feel.

Eleven Six Films cannot be held responsible for problems caused by equipment which is not owned or operated by them which includes, but is not limited to sound quality issues caused by the venue’s sound system, interference from mobile phones or other devices, problems with lighting etc.

Wedding films are delivered on USB as standard. DVD copies are no longer offered.

Online delivery – Eleven Six Films currently use Mediazilla (www.mediazilla.com) for online delivery. To receive the online delivery a link will be e-mail to the client via Mediazilla. The client must then create a free account with Mediazilla. The film will then be added to the client’s Mediazilla account. Due to music licensing restrictions, this online delivery should not be shared online or publicly.

By signing up to Mediazilla, the client will be agreeing to their terms and conditions/ privacy policy which Eleven Six Films has no control over and is not responsible for. Client’s should ensure they have fully read, understand and agree to these.

Online delivery is not intended as a permanent copy of the film and may not always be available. The main copy of the film will be sent via USB which the client should backup for safe keeping.

Eleven Six Films cannot be held responsible for any issues or problems caused by Mediazilla such as disruption in service, playback issues or problems with the client’s account.

USBs are formatted to be playable on TVs where possible, but we cannot guarantee compatibility. USB copies will be most compatible with modern smart TVs.

Quality, colour and audio etc in the film will vary depending on the TV, player, computer or device used. Eleven Six Films ensure that each production is of high quality on their professional equipment and therefore, cannot be held responsible for the quality of playback on client’s devices.

All copies are checked before dispatch, but it remains the responsibility of the client to check for in-transit damage. Eleven Six Films cannot be held responsible for damage to equipment resulting from defective media.

As Eleven Six Films has full creative control over every production. If agreed by Eleven Six Films, revisions or any re-editing will incur an additional charge which will be invoiced to the client and must be paid in full before any amendments/ editing will be done.

The average production time for a film by Eleven Six Films is approximately 6 months. Trailers are usually ready within 7 days of the wedding date and highlight films are usually ready within 4 – 6 weeks. Trailers and Highlight Films may be delayed if Eleven Six Films will be out of the office (e.g on holiday or filming on location) after the wedding/ event date. These times may be more or less depending on the amount of work outstanding at the time. Updates of each wedding film’s progress can be found online. A link to this page on Eleven Six Film’s website will be sent to couples after their wedding day. Eleven Six Films spend a lot of time and effort on their editing process and will never rush a film, therefore production times are rough estimates are never guaranteed.

Commercial Music (YPod Wedding Films Only)

For DVD/ Digital (USB and online delivery) video productions where commercial music has been requested by the client a Limited Manufacture Licence will be purchased covering MCPS and PPL.

Commercial music will incur an additional charge to the client and will vary depending on the volume of copies required. Eleven Six Films will take no responsibility for client’s who make unauthorized copies of DVD’s / digital files covered by Limited Manufacture Licence and any charge or fine incurred through such acts are the sole responsibility of the client.

The cost of the licence for the first 5 copies is covered in the initial quote.

The copyright in the Musical Work (MCPS)

The copyright in the Sound Recording (PPL)

Unauthorised copies of films may not be made as the licences are limited to a number of physical copies. Online delivery is for personal use only and the link may not be shared online as this would violate the MCPS/ PPL licence terms.

Choice of Music in Production

Eleven Six Films:

All Eleven Six Films will not contain any commercial music. All music for these films will be chosen by Eleven Six Films from music they can licence for online use and that they feel works best with the footage they have. Eleven Six Films have full creative control in these films and all their work.

YPod Wedding Films:

For the Feature Film/ Cinematic Packages, Eleven Six Films will allow the client to suggest the music used in their main feature film which is provided on USB. Editing will not be started until the music choice has been received and approved. The final selection of music for each section of the wedding/ event film is decided by Eleven Six Films who may make suggestions as to songs which will fit better with the footage or refuse to use a song which they feel is unsuitable or offensive.

The client may decide that they would prefer Eleven Six Films to select the music for their film. In this case the client gives Eleven Six Films full control to select the music they feel will work best with the footage. After the production is finished with Eleven Six Films’s choice on music, any requested changes to the music will incur an additional cost which must be paid in full before any amendments/ re-editing are carried out.

The Special Features section will be to Eleven Six Films choice of royalty free music. Note: The special features section is no longer offered, but will be honoured in existing bookings who had it included in their package.

Online highlight videos/ trailers/ sneak peaks/ mini movies and Eleven Six Films will not contain any commercial music. All music for these films will be chosen by Eleven Six Films from music they can licence for online use. Eleven Six Films have full creative control in these films and all their work.

Any amendments or re-edits will incur additional charges which must be paid in full before any amendments/ re-editing are carried out.

Requirements on the Day of Filming – Food Provided

On the day of filming, if Eleven Six Films will be filming after the meal (filming is not carried out during the meal), They would be very grateful to receive a hot meal and drink although on most occasions they do not require this as part of the terms and conditions.

In some cases, Eleven Six Films will food to be provided for both videographers. Examples of these cases are:

  • If the wedding/ event is remote locations or if there are not facilities such as a bar/ restaurant in the venue for them to purchase food.
  • If Eleven Six Films have agreed to film something which will take place during the meal such as speeches between courses or singing waiters.

In these cases, they require a hot meal and drink for both videographers to be provided at the same time the guests will be having their meal (both require a vegetarian option).

If food is not provided, Eleven Six Films may leave the venue while the guests are having their meal in order to get food. Eleven Six Films cannot be held responsible for any filming missed while they are out of the venue or anything which delays them returning to the venue for example traffic delays, breakdowns or accidents on the road, accidents involving Eleven Six Films, road works, road closures and extreme weather.

Samples of Work

Samples of Eleven Six Film’s work may be available to view online in the form of short highlight videos and trailers. It also may be possible to request a full wedding film sample which will be sent in the form of a password protected or private link which can be viewed on a website such as MediaZilla.

These samples are available to view as a very rough example of previous work undertaken by Eleven Six Films and are in no way a guarantee of the outcome or final results of future work by Eleven Six Films.

Each project (particularly weddings) is very different and Eleven Six Films will approach, film and edit each wedding or project in a way that they feel is most appropriate. There is no guarantee that the type of shots, layout, narrative and content of samples shown in previous work will be included in future work.

Footage Provided

The final edit of the production will be provided in the format which was agreed on booking (e.g. DVD, USB, Online Delivery). The agreed format cannot be changed after the wedding or project has been filmed.

No raw footage or unedited footage, will be provided to the client at any time or under any circumstances. The final edited production will be the only footage provided to the client.

Eleven Six Films will aim to keep a final rendered copy of the production for at least 3 years after the filming date although this is not guaranteed.

All footage other than the final rendered copy of the wedding or project will be deleted after the production has been delivered to the client.

Complaints

In the unlikely event that a client should wish to make a complaint to Eleven Six Films, this must be done in writing to kelly@elevensixfilms.co.uk (kelly@ypodweddingfilms.co.uk may be used for YPod Wedding Films bookings). All complains must be filed within 30 days from the date that the online copy of the film was sent by Eleven Six Films (via Mediazilla).

Packages

Please note that all packages are changed and updated regularly and therefore the information below may be different from the package booked. Please refer to your invoice which will have all the details of what is included in your package.

The Eleven Six Package

The Eleven Six Film Package includes ONLY a film which is 11 mins and 6 seconds plus a short trailer which is approximately 20 – 30 secs long. It which DOES NOT include the ceremony, speeches, first dance or any other parts of the wedding day in full. It may include short clips and/ or audio from the ceremony, speeches along with clips from the rest of the day. No shots/ audio are guaranteed to be filmed/ recorded or used. Audio is not recorded/ used during the dancing unless added as an extra.

The Feature Film Package (Eleven Six Films)

The Feature Package includes ONLY a film which is approximately 18 – 20 mins long plus a short trailer which is approximately 20 – 30 secs long. It which DOES NOT include the ceremony, speeches, first dance or any other parts of the wedding day in full. It may include short clips and/ or audio from the ceremony, speeches along with clips from the rest of the day. No shots/ audio are guaranteed to be filmed/ recorded or used. Audio is not recorded/ used during the dancing unless added as an extra.

Full edits of the ceremony, speeches and first dance can be added on as extras to the Eleven Six or Feature Film Package. These must be added on before the wedding, as they WILL NOT be filmed in full unless they have been added, agreed and paid for in full BEFORE the event.

Eleven Six Films will select all of the music and audio which is used in their films. They may include short clips of audio from the wedding day such as from the ceremony and/ speeches, but audio recording/ use is not guaranteed.

Due to the creative style, films may not run in chronological order and may be highly edited and colour graded and have film grain added to give a cinematic style.

Eleven Six Films do not guarantee that any specific parts of the day will be filmed or included in the final film. The shots and audio included in the final film is completely at the discretion of Eleven Six Films who have full creative control over the filming and editing of all of their films.

YPod Wedding Films Packages (No longer available)

YPod Wedding Films became Eleven Six Films in June 2018. Couples who have booked YPod Wedding Films will continue to have the exact same package the selected at the time of booking. All the details of the package booked will be on the invoice given at the time of booking. Below is a breakdown of the packages offered by YPod Wedding Films.

The Mini Movie Package includes ONLY a 6 – 8 min Mini Movie which DOES NOT include the ceremony, speeches, first dance or any other parts of the wedding day in full. It may include short clips or audio from the ceremony, speeches along with clips from the rest of the day.

Eleven Six Films will select all of the music and audio which is used in the Mini Movie. They may include audio from the wedding day such as from the ceremony and/ speeches, but audio recording/ use is not guaranteed in this package. Audio is not recorded/ used during the dancing unless added as an extra.

The Feature Film Package (YPod Wedding Films) includes ONLY a 15 – 20 min Feature Film which DOES NOT include the ceremony, speeches, first dance or any other parts of the wedding day in full. It may include short clips or audio from the ceremony, speeches and short clips from first dance along with clips from the rest of the day. Live audio is not recorded/ used during the dancing unless added as an extra.

In the Feature Film, Cinematic and Mini Movie Packages, the full ceremony, speeches and dancing will WILL NOT be filmed in full. Live audio is not recorded/ used during the dancing unless added as an extra.

Full edits of the ceremony, speeches and first dance or first 3 dances may be added on to the Feature Film, Cinematic Package or Mini Movie as extras. These must be added, agreed and paid for in full BEFORE the wedding has been filmed.

Due to the creative style, films may not run in chronological order and may be highly edited and colour graded to give it a cinematic style.

As of 1st February 2018 YPod Wedding Film’s packages have changed and they no longer offer the Cinematic or Director’s Cut Packages for new bookings. There will be no change to previous/ outstanding bookings for these packages.

The Director’s Cut Package: Feature Film approximately 15 – 20 long as well as a separate basic edit of the ceremony and speeches in addition to the 15 – 20min feature film. This package does not include any dancing in full. Short clips from the first dancing will be included in the Feature Film, but live audio is not recorded/ used during the dancing unless added as an extra.

The Cinematic Package 15 – 20 min Feature Film ONLY. DOES NOT include the ceremony, speeches, first dance or any other parts of the wedding day in full. It may include short clips or audio from the ceremony, speeches and short clips from first dance along with clips from the rest of the day. Live audio is not recorded/ used during the dancing unless added as an extra.

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