2018 BUSINESS TERMS AND CONDITIONS (the super boring stuff)
If you're looking for something fun to do, you're in the wrong place. Why not ride a bike or go to the beach? - much more fun 👍
Any invoices that are not paid within 30 days of the date of invoice will incur a penalty fee of 5% of the outstanding balance per week. If you pay us on time, everyone can be happy. 😊
2) RATES & TIMES
We tend to charge by the day. Hourly rates include overtime, additional amendments and meetings.
1 full day of editing, filming, animation or prep refers to work carried out by our core team, Sam and Chloe. Any additional members of crew required will be outlined as additional costs on our invoice.
1 full day of filming refers to 8 hours of work carried out by a crew on location. Travel time base-to-base from our Putney Office (SW London) is included in the working day. Effectively, the work starts and ends when we leave and arrive back in our office. Travel fees will be introduced when travel time exceeds 90 minutes for a single journey. Half a day of filming denotes 5 hours work. Any unplanned overtime will be charged at 1.5x hourly equivalent rate and added to the final invoice.
1 full day of editing refers to 7 hours work. Out-of-office or on-location editing is offered at a 1.5x hourly equivalent rate. Expedited editing is also offered at a tailored rate, bespoke to the individual, client or project. Any additional crew or services required will be chargeable and subject to a 20% surcharge. The Visuals Team may work across a number of days with fragmented hours to form ‘one full day’. All time will be tracked and logged.
Each project is priced depending on a number of variables, including: the intensity of the shoot and pressure or responsibility of the work. Such work, where the crew are on their feet all day, with minimal breaks, late nights / early starts or very high pressured work is priced at our higher day rate. It is the responsibility of The Visuals Team to price fairly and honestly for any given project. Pricing is based on our competition rates and takes into account industry standard fees. Overheads such as office space, software subscription, equipment maintenance and upkeep are factors used to determine our current rates. In the event of a pricing change, we will inform the client before a booking or proposal takes place. We are within our right to increase / decrease our fees at any time.
Any preparation time or meetings will be charged at a daily/ hourly rate.
For Charity work we will offer a 10% reduction to our fee where applicable. This unfortunately excludes expenses.
Our shoot and edit time is non-refundable.
As of the 5th of March 2018, we are required to charge VAT @ 20%
3) CANCELLATION & POSTPONEMENT
SHOOTING: If the Client cancels a booking with 2 or less days notice, the Client may be subject to pay a 50% fee. If a shoot is cancelled on the day or we are already on location, we will charge a 90% cancellation fee. If we are required to then cancel an external freelancer booking (i.e. a camera operator), there may be an additional cancellation charge for this. All incurred costs / expenses will also be chargeable to the client.
EDITING: If the Client cancels or postpones a project after editing has begun, the Client will be subject to pay for all work carried out until that point.
If the weather prevents a shoot, we will do our best to reschedule as soon as possible. If we don’t feel it is appropriate to shoot due to poor weather, we reserve the right to postpone.
4) EXPENSES & EXTRA COSTS
All expenses relating to any projects shall be paid by the Client. If expenses are likely to be significant, we reserve the right to require the Client to pay the full amount of the expected expense in advance.
Travel costs are fixed at a flat rate of 0.45p per mile, per vehicle.
Digital expenses such as music licensing and stock video will be sourced and may include an additional 20% fee of the original value.
General expenses incurred during the project, such as food, travel and accommodation expenses, will be paid by the Client. Meals of a reasonable value away from our usual workplace shall be paid by the Client.
Where extra expenses are incurred, either as a result of alterations to the original brief or otherwise at the Client’s request, we expect the Client to cover these expenses.
5) OWNERSHIP & USE OF MATERIALS
The big question – This has stirred much debate. Here goes: The Visuals Team are under no obligation to provide raw files, stems or rushes to any client without prior agreement under special circumstances. We hold all rights to any footage until final payment is made and also reserve the right to use any completed video and original footage obtained during the project for our own promotions. (Including online portfolio, online marketing, showreel and promotion via social media platforms etc.)
+ WHY WE DON'T PROVIDE RAWS
There are a few different reasons why we (and many other creatives) don't provide Raws. It's mainly to do with loss of brand representation. The Raws are unedited, uncoloured and require specialist software and professional editing in order to get the best out of the footage. A big part of the editing process is sifting throgh hours of footage to find the golden moments and this service is part of what you pay for. A few shots might simply be exposure or focus tests, the composition might be off and so these wouldnt be suitable to provide. We utlimatey don't want to be mis-represented to our clients and their audience.
We may want to use hyperlinked client logos on our website. Please let us know if you'd prefer that we didn't do this.
The entire copyright in the video, film or product(s) is retained by us, The Visuals Team at all times throughout the world. Title to all work remains the property of The Visuals Team. The licence to use comes into effect from the date of payment. No use may be made of any work before payment is made in full of the relevant invoice.
Content created for a specific project cannot be used in any other platforms or future content without specific agreement.
The Visuals Team will retain a copy of any final products on our system until it has been approved. It is therefore the responsibility of the Client to safely store finalised products after the date of completion.
Once work is signed off, we will always endeavour to maintain a master copy of all production files and videos however cannot be held responsible for any damage to such files.
Any client logo or brand animation that has been designed for demonstration purposes should not be re-created or re-used without permission.
Unless specified otherwise, all clients are entitled to one set of reasonable amendments per project free of charge. These changes must be submitted all at once and deemed reasonable by The Visuals Team. Any major changes (e.g. structural, core values, major timings, musical, additional elements / features) are not included in this allowance. ‘One set’ refers to any given number of reasonable changes as requested by the Client but is therefore capped at 2 hours of additional work time. Changes or amendments that require more than the 2 hour period of work will be charged at our standard billing structure of £75/hour. We reserve the right to deny amendments if they are too major to achieve.
Once the client has acknowledged and accepted completion of any project, any amendments or changes thereafter will be charged at the standard rate of £75/hour. This includes investigations, email correspondence, video exports, uploads and internal data transfers. We have a one hour minimum term of work.
7) CREATIVE BRIEF & REJECTION
Unless otherwise agreed, the Client accepts our decisions on creativity within the project. Key deliverables must be agreed in writing before the start of any project. If these objectives change during the course of the work, it is the Clients responsibility to accept / identify the change in brief. The Visuals Team withhold the right to any changes in pricing at any point if the brief is verbally or non-verbally altered.
There is no right to reject work on the basis of style or composition. All work is completed to a started deemed suitable by The Visuals Team. If the Client wishes to make changes against our advice, we can no longer guarantee that the video(s) serves it’s original purpose and meets it’s brief.
8) PERMISSIONS & RELEASES
If the talent, actors or other individuals used in the production are under the age of 18 it is the Client’s responsibility to obtain permission to include them in the video, making them aware that they may also feature in our portfolio of work and our publicity materials.
It is our recommendation that you supply and obtain release forms from any identifiable participants to ensure protection against defamation claims. We will happily support you with this in detail.
If, in the event that an individual makes a claim against the video with or without a permission & release form agreement / signature, it is the sole responsibility of the client to sort this out and we will not be responsible for any damages incurred.
In the event that the Client is supplying the talent, actors, product or other individuals used in the production, it is the sole responsibility of the Client to ensure that they are well prepared and suitable for camera. The Visuals Team will endeavour to support and get the best out of any talent, actor or individual involved in the production but will not be held responsible if said individual is ill prepared or unsuitable for camera.
Where applicable, The Visuals Team request credit on all platforms.
Please only quote the following:
“Video Produced by: The Visuals Team | thevisualsteam.com”
We are proud of the work we produce and we are withhold the right to include a discreet production credit at the end of any video eg. “Produced by The Visuals Team” unless specified otherwise by the Client.
We don't ask for much on a shoot. We do usually require a safe and dry space of 6 x 10 feet for our equipment. 240V power supply and a table may also be required.
By verbally or non-verbally agreeing a costing / project proposal and opening into contract with us, the Client is therefore agreeing to all the above Terms and Conditions.
Terms & Conditions
If you'd like to keep an 'offline' version of our terms and conditions, you can do that below: