terms and contidions
ARVOTALE – PRINCIPAL PRODUCTION
TERMS AND CONDITIONS GOVERNING ALL PRODUCTIONS
By accepting a proposal or quote from Arvotale for creative services, you agree to these terms and conditions. These terms apply once you accept the proposal via email, and an invoice is issued.
1. Proposals and Quotes
1.1 All proposals and quotes are valid until the expiry date noted on the document. After expiry, proposals may be cancelled, reissued, or revised with updated pricing and scheduling.
1.2 Acceptance of a proposal confirms agreement to all terms herein, and no subjective or objective criticism of the creative content shall affect fees or delivery dates.
1.3 Specialty equipment, talent, and location hire are excluded unless explicitly specified in writing.
2. Booking and Payment
2.1 A non-refundable retainer fee of 30% or 50% is required to secure production dates, the latter amount is required if rentals are involved.
2.2 Production dates will be confirmed within 7 days of retainer payment.
2.3 Fully paid invoices may receive additional benefits or priority scheduling.
2.4 Payment terms for all invoices are 10 business days unless otherwise agreed in writing.
3. Additional Charges
3.1 Sourcing or hiring equipment, talent, or locations after proposal acceptance incurs a fee of $25 per hour handling fee.
3.2 For filming locations more than 30 km from Sydney CBD, each crew member must be reimbursed at $2 per kilometre distance by vehicle.
3.3 Parking, tolls, accommodation, and third-party expenses must be reimbursed.
4. Pre-Production and Production
4.1 You agree to work with Arvotale to arrange locations, spokesperson and props as outlined in the pre-production consultations.
4.2 Additional charges for time spent sourcing equipment, talents, and locations will apply if pre-production responsibilities are not met on time.
4.3 Overtime filming or editing will be charged at the agreed overtime rates in your proposal or current rate.
4.4 Arvotale reserves the right to limit travel to a maximum of 200 km per day.
5. Communication During Production
5.1 A single, designated point of contact must be appointed to manage approvals and feedback.
5.2 Feedback must be provided in consolidated written form to avoid confusion and delays.
5.3 All decisions and approvals must be confirmed in writing.
6. Rescheduling and Cancellations
6.1 Rescheduling with at least 2 weeks’ notice will result in deduction of any costs incurred from your retainer.
6.2 Less than 2 weeks’ notice will incur a rescheduling fee of $500 (or waived at Arvotale’s discretion in emergencies, hazardous weather, or pandemics).
6.3 Cancelled projects during production will result in forfeiture of the retainer fee, and Arvotale reserves the right to provide limited content or edits.
6.4 Cancelled projects during post-production will result in forfeiture of the retainer and possible denial of final delivery.
6.5 Retainer fees must be replenished to the full agreed amount before work continues on rescheduled projects.
7. Project Delays and Postponements
7.1 If a project is not finalized within 3 months of retainer payment, a storage fee of $100 per month will apply.
7.2 Delays due to overdue payment or client-related postponements may incur recommencement fees of $100.
7.3 Arvotale reserves the right to reschedule or reprioritize delayed projects.
8. Post-Production Timelines and Deliverables
8.1 A preview edit with watermark will be provided within 30 days or as otherwise agreed.
8.2 Revisions after feedback will be delivered within 1–5 business days depending on complexity.
8.3 Final payment must be made before delivery of high-resolution content.
8.4 Additional edits outside the agreed scope will incur extra fees.
9. Final Deliverables and Payment
9.1 Final invoice will be issued once feedback has been provided after the first draft.
9.2 Payment must be made within 10 business days.
9.3 Late payments incur a fee of 10% of the invoice total for every 7 days overdue.
9.4 Usage of content from the project is not permitted before final payment is received.
10. Content Usage and Copyright
10.1 Copyright remains with Arvotale unless explicitly transferred in writing.
10.2 Upon full payment, you are granted a non-exclusive, perpetual license to use the final content without editing or manipulation.
10.3 Raw footage and project files will not be provided.
10.4 Meeting arrangement can be made to select and export raw footages that are colour graded for a fee if it is approved.
11. Promotional Use
11.1 Arvotale retains the right to use final content for promotional purposes including website, social media, and portfolio.
11.2 You may request confidentiality for sensitive content, which will be considered on a case-by-case basis.
12. Talent and Location Permissions
12.1 You are responsible for securing all necessary permissions, releases, and permits for locations and talent.
12.2 Arvotale may assist in arranging these for an additional fee.
13. Photography Projects
13.1 Photograph assets may vary; typically 50–100 images are provided per hour of photoshoot.
13.2 Delivery will be digital within 5 business days after the shoot and final payment.
13.3 Extensive image retouching beyond standard editing will be billed separately.
14. Urgent and Out-of-Hours Work
14.1 Pre-production or post-production work requested outside normal business hours (Monday–Friday, 9am–6pm) may incur a 20% surcharge.
14.2 This includes evenings, weekends, and public holidays.
15. Revisions and Change Requests
15.1 Revisions must be requested within 7 days of receiving each draft.
15.2 Excessive revisions beyond the agreed scope will be charged at the applicable hourly rate.
16. Equipment and Property Damage
16.1 You are responsible for damage or loss to Arvotale equipment caused by your staff, contractors, or guests during production.
17. Liability and Indemnity
17.1 Arvotale shall not be liable for loss of profits, revenue, or consequential damages.
17.2 You agree to indemnify and hold Arvotale harmless against any claims related to usage of the content.
18. Confidentiality
18.1 Both parties agree to keep confidential any sensitive information shared during the project.
18.2 This obligation does not apply to content publicly available or required to be disclosed by law.
19. Force Majeure
19.1 Arvotale shall not be liable for any failure or delay caused by circumstances beyond its reasonable control, including natural disasters, strikes, or pandemics.
20. Termination
20.1 Arvotale reserves the right to terminate a project if the client breaches any terms herein.
20.2 In such cases, all outstanding fees become immediately payable.
21. Dispute Resolution
21.1 Any disputes shall be addressed through good faith negotiation.
21.2 If unresolved, the matter shall be referred to mediation before legal proceedings.
22. Governing Law
22.1 These terms are governed by the laws of New South Wales, Australia.
22.2 Any legal proceedings shall be initiated in the courts of New South Wales.
23. Acceptance of Terms
23.1 By accepting a proposal or quote, you confirm that you have read, understood, and agree to be bound by these Terms and Conditions.
23.2 These terms may be updated periodically. The current version will always be available on Arvotale’s website.