Video productionterms.

Exclusive agency

West45 Media ("Company") shall be the sole and exclusive video production agency retained by the client for the outlined event. The client is responsible for any conflicts with other video coverage agreements and for providing any notifications necessary to avoid such conflicts.

Permissions and clearances

The client assumes all responsibility for obtaining any necessary permissions, clearances, and permits required for the Company to film — at each event, in public spaces, and in private ones. The client is responsible for securing access to camera positions and accepts the impact of any restrictions.

The client warrants that they hold the legal rights to everything the Company will record, including musical recordings, video, and any other materials provided to the Company for inclusion in the client's videos.

Estimates

Estimates, proposals, and invoices are valid for 14 days from the date of issue. Any changes, whether made verbally or in writing, may result in additional charges. Expenses are estimated in good faith, and actual expenses may be greater or less than estimated.

Payment

The client will make a non-refundable initial payment of 50% of the total fee to secure the production date and begin pre-production work. This payment is due upon signing and covers expenses incurred during pre-production, such as scouting locations, hiring crew, and renting equipment.

The remaining balance is due upon final delivery of the work. The agreement and scheduled shoot become effective upon receipt of the initial deposit requested on the invoice. Payment information is required prior to delivery of final work. All fees and expenses payable under this agreement are due regardless of whether the client makes actual use of the media.

Delivery timeline

Final commercial media is typically completed within 4–6 weeks from the shoot date, with additional time required for any requested edits. Turnaround may vary depending on project volume, and clients will be informed of any potential delays.

To ensure deadlines are met, clients must provide written notice of any time-sensitive needs before the agreement is finalized. If expedited delivery is required, a rush fee starting at $500 may apply.

Revisions

A single round of revisions is provided on all videos. Either approval or a detailed revision list must be provided by the client within 48 business hours of the first cut being made available for review. If no feedback is provided, the media will be finalized and delivered as-is. Any published use of the media by the client deems the media approved by the client.

All revisions, edits, or reshoots requested after the media is finalized will incur fees at an hourly rate of $100/hour. Changes requested to the final video after delivery are charged at $150/hour.

Media will be delivered digitally unless the client specifically requests physical delivery on a hardware drive. Delivery via hardware drive may incur additional costs.

Cancellations and postponements

If the client cancels or postpones a shoot for reasons not caused by unfavorable weather or by the Company, the client will pay all expenses the Company has incurred up to the time of cancellation.

If a shoot is canceled within 48 hours of departure for the shoot, no additional cancellation fee applies, as this is covered by the non-refundable deposit. However, the client will pay 100% of the fees of any subcontractors booked for the job.

Ownership and use of videos

The Company reserves the right to use videos produced under this agreement for display and promotional purposes. The Company will not post on social media without permission from the client.

All video masters and raw footage remain the exclusive property of the Company, and the Company will not provide raw images or video footage to the client. Unless specifically agreed upon, delivery of raw imagery may incur fees at 100% or higher of the original agreed-upon deliverable media.

Representations and warranties

The client represents and warrants that it has the legal authority to enter into this agreement, and that its performance under this agreement will not conflict with any other agreements to which the client is a party.

Indemnification

The client shall indemnify and hold harmless the Company from and against any and all claims, damages, and expenses, including reasonable attorneys' fees, arising out of the client's breach of this agreement or the services provided by the Company under this agreement.

Editorial control

The client acknowledges that they are familiar with the Company's portfolio and is requesting services with knowledge of the Company's style, and that the Company's work is constantly evolving. The client acknowledges that the Company's services are of a unique and artistic nature, and accordingly that the videos shall not be subject to rejection on the basis of taste or aesthetic criteria.

Modification and assignment

This agreement may not be modified or amended except in writing, signed by both parties. Neither party may assign this agreement without the prior written consent of the other party.

Video file retention

The client acknowledges and agrees that the Company is not responsible for maintaining copies of video files from any shoot for more than 30 days following delivery to the client, or after the videos have been confirmed by the client. The client is responsible for downloading and securely storing all video content on their own computer or device within 30 days.

This contract is binding upon the parties and their respective successors and assigns.

Questions about these terms? Email team@west45.media.