‘TVT’ 2024 BUSINESS TERMS AND CONDITIONS (the super boring stuff)

1) PAYMENT

1.1 Our standard payment terms are 30 days. Any invoices that are not paid within 30 days of the date of invoice will incur a late payment fee of 5% of the outstanding balance per week, unless alternative payment terms have been agreed.

1.2 For projects over £5,000 + VAT we charge a 50% fee upfront once the project has been approved. The remaining balance will be submitted upon completion and final sign off.

2) RATES & TIMES

2.1 Costs are calculated by daily or hourly rates. If charging daily, we will may break time down into half or quarter days. Overtime or any additional out-of-contract amendments will be charged hourly.

2.2 A full day of editing, filming, animation, or pre-production refers to work carried out by our core team. Any additional members of crew required will be outlined as additional costs and may be subject to an admin fee or prep time.

2.3 One full day of filming refers to a 10 + 1 hour shoot day. Travel time base-to-base from our Peckham Office (SE15) is included in the working day. Travel fees will be introduced when travel time exceeds 90 minutes for a single journey.

2.4 Overtime will be charged at x1.5 hourly rate for all relevant crew.

2.5 An edit day refers to 7 hours of work. Out-of-office or on-location editing is offered at a 1.5x equivalent. Expedited editing is also offered at a tailored rate, bespoke to the client or project.

2.6 Work may be carried out across a number of days to form ‘one full day’. All time will be tracked and logged.

2.7 Each project is priced depending on a number of variables, including the intensity of the shoot and nature of the work. Rates are based on industry-standard pricing.

2.8 We are within our right to update our rates at any time but will not make pricing modifications during the course of an ongoing project.

2.9 Any preparation time or meetings are subject to be charged at our daily pre-production rate.

2.10 For charity projects we are happy to offer a 10% reduction to our fee, where applicable.

2.11 As of the 5th of March 2018, we are required to charge VAT @ 20%

3) CANCELLATION & POSTPONEMENT

3.1 WHOLE PROJECT: If the client cancels a project after agreeing to our costing proposal and entering into contract with us, the client will be subject to a cancellation fee due to loss of work. This will be 100% of all work carried out to that point, as well as a percentage of the remaining scheduled work, outlined below.

3.2 FILMING: If the client cancels a booking after agreeing to the costing proposal, the client may be subject to pay a cancellation fee of up to 50% of the project total. If a shoot is cancelled within 5 working days of the shoot we will charge up to 75%. If a shoot is cancelled on the day or we are already on location, we will charge a 100% cancellation fee of each shoot day cancelled. If we are required to cancel an external crew member, there may be an additional cancellation charge. All incurred costs & expenses due to cancellation will be chargeable to the client.

3.3 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. The client is subject to pay for loss of work for any dates or time we have set aside.

3.4 BROADCAST: If the client cancels or postpones a project after confirming a booking, the client will be subject to pay for all work carried out until that point as well as all sub-contractor and freelance supplier fees. The client is also subject to pay for loss of work for any dates or time we have set aside due to loss of earnings.

3.5 If poor 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. In the event that weather prevents our team from attending a shoot, the client will not be liable to pay the agreed fee. If the team are in place and able to work, but the client cancels the shoot, the client will be liable.

3.6 In the event of a ‘force majeure’ where we are prevented from working, we are not liable for any breach in contract. Such as, but not limited to, fires, explosions, earthquakes, drought, tidal waves, floods, war or acts or threats of terrorism.

3.7 Our shoot and edit time is non-refundable.

3.8 If a project is postponed, the same fees will apply, unless otherwise agreed.

4) EXPENSES & ADDITIONAL COSTS

4.1 General expenses incurred during the project, such as travel, accommodation, food, and prop expenses shall be charged to the client. We may require the client to pay the full amount of the expected expenses in advance. 

4.2 Meals of a reasonable value away from our usual workplace are included.

4.3 Travel mileage is charged at a fixed flat rate of 0.45p per mile, per vehicle.

4.4 Digital expenses such as music licensing and stock video may be subject to a 20% admin fee.

4.5 Hired equipment will be charged to the client. If additional specialist equipment is required and isn’t an item that we own already, we will hire this in from a provider of our choice.

4.6 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

5.1 The Visuals Team are under no obligation to provide raw files, assets, stems or rushes to any client without prior agreement under special circumstances.

5.2 All content created or produced by The Visuals Team is owned solely by The Visuals Team. The final product(s) is exclusively licensed to the client for global, perpetual use upon final payment.

5.3 We will not provide footage to any third party without written consent from the primary client we are in contract with.

5.4 An admin fee may be charged if assets are required after the project has been signed off.

5.5 We 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.) unless otherwise stated by the client.

5.6 Content created for a specific project cannot be used in any other project or future content without specific agreement.

5.7 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.  It is therefore the responsibility of the Client to safely store finalised products after the date of completion.

5.8 Any client logo that has been animated by The Visuals Team should not be re-created or re-used without permission in external projects.

6) AMENDMENTS

6.1 Unless specified otherwise, clients are entitled to two rounds of reasonable amendments per video free of charge. 

6.2 These changes must be submitted all at once and deemed reasonable by The Visuals Team. Any major changes (e.g. structural, core messaging, musical changes, length or changes to the brief) are not included in this allowance.

6.3 Changes that require more than a 33% increase or decrease in video length are classed as structural changes and will require significant and additional work outside of the agreed allowance.

6.4 ‘Two rounds’ refer to any given number of reasonable changes as requested by the Client and is capped at 2 hours of additional work. Changes or amendments that require more than 2 hours of additional work will be charged at our standard hourly rate of £80 + VAT.

6.5 Once the client has acknowledged and accepted the completion of any project, any amendments or changes thereafter will be charged at the standard rate of £80/hour. This includes investigations, email correspondence, video exports, uploads, and internal data transfers.

6.6 We have a one-hour minimum term of work for changes outside of the contract.

7) CREATIVE BRIEF & REJECTION

7.1 Key deliverables must be agreed in writing before the start of any project.

7.2 If the objectives or intended outcomes change during the course of the work, it is the Client’s responsibility to accept the change in brief if we identify it.

7.3 The Visuals Team withholds the right to alter the original pricing at any point if the brief is verbally or non-verbally altered.

7.4 All work is completed to a standard deemed suitable by The Visuals Team. If the Client wishes to make changes outside of our creative recommendations, we can no longer guarantee that the video(s) serves it’s original purpose and meets it’s brief.

8) PERMISSIONS & RELEASES

8.1 If a talent, actor or other individual featured in the production is 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. We will happily support you with this in detail.

8.2 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.

8.3 In the event that an individual makes a claim against a video, with or without a release agreement, The Visuals Team will not be held responsible for any damages or editing costs incurred.

8.4 For event filming, we advise that the Client warns all attendees of the production using the following notice.
“FILMING NOTICE: Today’s event is being filmed. If you do not wish to be on camera, please make yourself known to a member of the production team.”

9) CREDIT

9.1 Where applicable, The Visuals Team requests credit on all platforms.
Please quote the following:

“Video Produced by: The Visuals Team  |  thevisualsteam.com” 

9.2 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.

9.3 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.

10) miscellaneous

10.1 If you are hosting us, we don't ask for much on a shoot. We do usually require a secure and dry space of approx. 6 x 10 feet for our equipment to be stored. A mains 240V power supply and a table may also be required.  

10.2 In the event that the Client is supplying the talent, actors, product, props 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 endeavor to support, guide, and mentor the on-screen talent, actor or individual involved but will not be held responsible if said individual or product is ill-prepared or unsuitable for camera.

11) CONTRACT

11.1 By verbally or non-verbally agreeing to a costing/project proposal and opening into a contract with us, the Client is therefore agreeing to all the above Terms and Conditions on behalf of their department or company. This is a perpetual contract for all future work carried out unless otherwise specified.