terms and contidions
ARVOTALE — TERMS AND CONDITIONS GOVERNING ALL PRODUCTIONS
To ensure every project runs smoothly and transparently, we work under a standard set of production terms used across all ARVOTALE projects.
These terms outline scheduling, revisions, licensing, and responsibilities so expectations are clear for both parties from the beginning.
They are designed to protect timelines, creative quality, and delivery outcomes.
By approving the quote, you confirm acceptance of the ARVOTALE Terms & Conditions linked below.
If you have any questions before proceeding, we’re always happy to clarify.
These Terms and Conditions (“Terms”) apply to all services provided by ARVOTALE (“ARVOTALE”, “we”, “us”, or “the Producer”) to the person or entity engaging our services (“the Client”, “you”).
Acceptance of a quote, written confirmation, or engagement of services constitutes acceptance of these Terms.
- Quotes and Additional Charges
1.1 Quotes are valid until the expiry date noted on the file. After expiry, the quote will be reissued with updated pricing and schedule.
1.2 Specialty equipment, talent, studio hire, permits, licensing, and location costs are excluded unless explicitly specified in writing.
1.3 Travel fee will be charged at $2 per kilometre for location more than 30 km from Sydney CBD.
1.4 Parking, tolls, accommodation, meals, and other third-party expenses must be reimbursed by the Client.
1.5 Any services requested outside the approved scope may incur additional fees at the applicable production or post-production rate.
- Booking, Payment and Invoicing
2.1 To secure production dates, a non-refundable booking fee of (20%) of the total agreed budget is required unless otherwise stated.
2.2 Extra equipment, talent, or studio rental must be paid via separate invoice prior to the production date.
2.3 Production dates will be confirmed within three business days after payment or payment confirmation is received.
2.4 An initial invoice will be issued once the Client agrees to the quote.
2.5 An invoice with the remainder payment will be issued at the end of the production day or before post-production starts.
2.6 Payment must be cleared within (10) business days of invoice unless otherwise agreed in writing.
2.7 Late payments incur a $50 administrative fee every month overdue.
2.8 Usage of any project content is not permitted prior to full payment.
2.9 Final deliverables will be released without watermark once payment has cleared.
- Pre-Production
3.1 The Client agrees to collaborate with Arvotale to arrange locations, spokespersons, and props as outlined during pre-production.
3.2 The Client must provide all necessary materials, information, and approvals within agreed timelines.
3.3 Delays in approvals, materials, or decisions may affect project schedules and may incur additional costs.
3.4 Concept development, scripting, storyboarding, or planning beyond agreed scope will be billed at the applicable production rate.
3.5 Coordination of additional talent, locations, permits, or suppliers not included in the quote may incur handling fees.
3.6 Major revisions to the approved creative brief may result in rescheduling or re-quoting.
3.7 Pre-production materials remain the intellectual property of Arvotale unless otherwise agreed in writing.
3.8 Production timelines automatically extend by any delay caused by the Client, and may result in additional costs or rescheduling fees where applicable.
- Production
4.1 Arvotale will carry out filming in accordance with the approved brief and production schedule.
4.2 The Client or an authorised representative with decision-making authority should be present or available during production.
4.3 Directions or approvals provided by that representative are deemed binding on the Client.
4.4 Overtime beyond agreed hours will be charged at the applicable overtime rate.
4.5 Production time commences at the agreed call time. A grace period of (15) minutes applies for all productions. Delays exceeding this period caused by client-related factors may result in reduced filming time and overtime charges.
4.6 The Client is responsible for providing safe, accessible, and legally compliant filming locations.
4.7 The Client is responsible for damage or loss to Arvotale equipment or property caused by persons under the Client’s control.
4.8 Crew must be provided at least (15) minutes of rest time for productions exceeding five (5) hours.
4.9 Arvotale may pause or reschedule production due to unsafe conditions, severe weather, illness, regulatory restrictions, or circumstances beyond reasonable control.
4.10 Equivalent equipment or personnel may be substituted where necessary without prior notice.
4.11 Harassment or unsafe behaviour to any crew member will result in immediate suspension of work with full fees payable.
4.12 Arvotale may record behind-the-scenes footage for internal or promotional purposes unless confidentiality is agreed in writing.
- Post-Production and Revisions
5.1 A draft edit with watermark will be provided within agreed timeframes.
5.2 Each project includes two revision rounds unless otherwise agreed.
5.3 A revision round consists of one consolidated list of requested changes submitted at one time.
5.4 Revisions must be requested within seven (7) days of receiving each draft.
5.5 Revisions beyond scope will be billed at applicable rates.
5.6 Revised drafts will be delivered within reasonable timeframes depending on complexity.
5.7 Additional edits or urgent turnaround requests may incur additional fees.
5.8 Arvotale retains final creative discretion over editing style, music selection, and technical execution to ensure alignment with its professional standards and brand quality.
5.9 Client approval of deliverables constitutes acceptance of content accuracy including branding, spelling, messaging, and compliance, and Arvotale is not liable for errors identified after approval.
- Rescheduling, Cancellations and Delays
6.1 Rescheduling with at least two (2) weeks’ notice will result in deduction of incurred costs from the booking fee.
6.2 Less than two weeks’ notice may incur a $200 rescheduling fee unless waived at Arvotale’s discretion.
6.3 Cancellation during production results in forfeiture of the booking fee.
6.4 Cancellation during post-production may result in forfeiture of the booking fee and denial of delivery.
6.5 Booking fees must be replenished before work resumes on rescheduled projects.
6.6 Projects not finalised within three (3) months may incur storage fees of $100 per month.
6.7 Delays caused by overdue payment or client inactivity may incur recommencement fees.
6.8 Arvotale may reprioritise delayed projects.
6.9 If a project is canceled after work has commenced, Arvotale reserves the right to invoice for all work completed up to the date of cancellation.
- Photography
7.1 The Client is responsible for securing all permissions, releases, and permits for locations and talent in photography sessions.
7.2 Arvotale may assist in arranging these for an additional fee.
7.3 Photography deliverables may vary depending on activities and setup time.
7.4 Delivery of photos will be in digital medium and within 5 business days after the shoot and once final payment is cleared.
7.5 Extensive image retouching, compositing, or more than three change requests will be billed separately.
7.6 RAW photo files are not provided unless agreed upon in writing and licensed separately.
- Copyright and Usage Rights
8.1 All copyright and intellectual property rights in all footage, edits, concepts, and creative materials produced by Arvotale remain the property of Arvotale unless otherwise agreed in writing.
8.2 Upon full payment, the Client is granted a non-exclusive, non-transferable licence strictly limited to the usage, platforms, territory, and duration specified in the approved quote or agreement.
8.3 Any usage beyond the agreed scope, including but not limited to extended duration, additional platforms, geographic expansion, or new campaign usage, requires prior written approval and may incur additional licensing fees.
8.4 The Client must not edit, crop, apply filters, re-grade, alter, or otherwise modify the content without prior written consent from Arvotale.
8.5 Arvotale retains the right to use all content for portfolio, marketing, and promotional purposes unless a written confidentiality agreement is in place.
8.6 Paid advertising usage, including but not limited to Meta, Google, YouTube, television, digital advertising networks, or third-party media buying platforms, is not included unless explicitly specified in writing and may be subject to additional licensing fees.
8.7 The licence granted to the Client is personal to the Client and may not be sublicensed, transferred, or assigned to any third party without prior written consent.
- Raw Footage
9.1 Raw footage and project files are not included in deliverables.
9.2 Selection sessions of raw footage may be arranged at additional cost.
9.3 Exported files are provided as processed formats unless otherwise agreed.
9.4 Raw materials are licensed for internal review purposes only and may not be published, distributed, or used commercially.
9.5 Arvotale is not responsible for re-delivery once raw materials are transferred.
- Storage, Backup and Safety Copy
10.1 Raw files and editing timeline are retained for (2) months after completion unless extended backup is requested and paid.
10.2 Extended storage may be provided via cloud or external device at additional cost.
10.3 Backup fees are based on data size and duration.
10.4 All deliverables may be deleted after one year if backup is not arranged.
10.5 Arvotale is not liable for any loss of data, files, or deliverables after the stated retention periods.
- Urgent edit and rush fee
11.1 Urgent projects that need to be edited within 72 hours are subject to availability and will incur a fee.
11.2 Rush edit prioritises turnaround time over creative refinement, and may not reflect the Arvotale’s standard production quality.
- Liability and Indemnity
12.1 Arvotale’s total liability for any claim arising out of or in connection with the services is limited to the total fees paid by the Client for the relevant project, to the maximum extent permitted by law.
12.2 Arvotale is not liable for any indirect, consequential, incidental, or economic loss, including but not limited to loss of profit, revenue, business opportunity, or anticipated savings.
12.3 Arvotale provides creative production services only and does not guarantee any specific marketing, engagement, or commercial outcomes.
12.4 The Client indemnifies and holds harmless Arvotale, its employees, and contractors from and against any claims, damages, losses, liabilities, or expenses arising from materials, branding, or information supplied by the Client, failure to obtain necessary permissions, releases, or permits, unsafe or non-compliant filming environments, misuse or unauthorised use of deliverables, or any breach of these Terms.
12.5 Arvotale is not responsible for compression, quality loss, rejection, removal, or performance issues of content on third-party platforms, broadcasters, or distribution channels.
12.6 Where music or third-party assets are included in the production, they are licensed through Arvotale’s providers for use within the agreed project scope only. Any usage beyond this scope, including paid advertising, broadcast, or extended distribution, may require additional licensing or fees. Arvotale is not liable for any claims arising from use of the content outside the agreed scope.
12.7 Nothing in these Terms excludes, restricts, or modifies any rights or remedies available under the Australian Consumer Law.
- Confidentiality
13.1 Both parties agree to keep confidential any non-public information shared during the project.
13.2 This obligation excludes information already public or required by law to be disclosed.
- Termination and Dispute Resolution
14.1 Arvotale may terminate services if the Client breaches these Terms, including failure to make payment or failure to cooperate with production requirements.
14.2 Outstanding fees become immediately payable upon termination.
14.3 Disputes will first be addressed through good faith negotiation.
14.4 If unresolved, mediation will occur prior to legal proceedings.
- Governing Law and Acceptance
15.1 These Terms are governed by the laws of New South Wales, Australia.
15.2 Legal proceedings shall occur within the courts of New South Wales.
15.3 Acceptance of a quote confirms agreement to these Terms.
15.4 These Terms may be updated periodically, with the current version published on Arvotale’s website.
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