1.) WHAT ARE MY RATES?
We get asked about pricing / rates all the time and unfortunately it’s difficult to provide a systematic way of costs when it comes to video or photography. No two projects are the same and there’s different levels of involvement in numerous phases throughout a project.
We always have a base starting rate for each category of video that you may find yourself looking to make. Whether that's "Welcome to the Office" video or "Patient Story" we have you covered and work hard to make your vision come to life at a sustainable cost.
When reaching out about a rate we have 3 tips that will help.
SEND A REFERENCE VIDEO OR PHOTO
(or two, or three...)
The best way to get a quick estimate is to have a reference video or photos to compare to. (I.e. “How much would something like ‘this’ cost.”)
For example, sometimes a project will only require a single team member and other projects will require multiple hands on a production and will need another crew member (Holding lights, diffusion/reflectors, operating sound or operating another camera). This typically costs $250 for an additional crew member but pricing is laid out before an invoice is sent.
SHARE YOUR BUDGET
Every business has a budget and yet most businesses are reluctant to share budget figures hoping they will get an amazing deal if they don’t disclose anything. We've always had better results when the client said “Here’s our budget, here are our business objectives, what can you do for us?” This allows us to create a concept that stays within that budget. When you receive a quote from us you will get full transparency in our breakdown of costs so you will understand how the budget is being spent.
BE OPEN MINDED
Many businesses begin the development process with;
1. A specific video or photo type or style in mind,
2. A prepared script and/or shot list
3. Specific creative approach in mind.
2.) THE PROCESS OUTLINED - Your inquiry comes in and we connect to figure out your needs, wants, and expectations.
- If your project is deemed bespoke or a "one off" and does not fall into our 3-cycle process we will deliberate on the scope of work and get back to you within a few days.
- A budget is established and we offer a proposal suited to your project including; pre-production logistics, production method, and post-production timeline.
- We send over a quote and scope of work outlining everything we discussed and what you'll be receiving.
- You approve the quote and we send you a contract that you can sign electronically through our invoicing service, inly.com.
- A 50% non-refundable deposit is collected to lock in your shoot date in our calendar. If you find the subscription service to be better suited going hand in hand with our 3-cycle process your payment will be up front for each month, at a minimum of 4 months.
- Once shoot days are chosen Pre-production and logistics begin leading up to the shoot date.
- Shoot day executed.
- 25% of the budget is due on the day of the shoot for bespoke and "one off" services.
- We import and make a backup copy of the footage and images.
- First cut is delivered based on your schedule. This is rough and typically not color graded. You give us feedback and let us know what isn't vibing with you.
- We make revisions and the finals are delivered within 5 business days.
- We purchase any applicable music license and the finals are delivered via digital download in the format that you requested.
- PROJECT WRAP!
3.) DO WE SHARE RAW FILES?
Most importantly and probably one of the most frequent questions we get asked is, "Can we get the raw files?". Simply put, "yes you can", BUT for a fee and at our own discretion. When hiring us to shoot you are investing in our time and the requested edited, final deliverables. Anything outside of that scope, such as the raw un-edited media and project files isn't included.
The cost for the client to purchase the raw files is 150% of the contract price. This fee grants the client access to the raw files and permission to use it at their discretion.
This depends on your deadline. Our standard time to deliver the first draft for a single video is 14-21 business days and subsequent videos on that similar time frame. If you need your final product delivered sooner, a rush editing charge may be applied.
5.) TRAVEL RATES?
You are responsible for covering additional fees and costs related to location choice (flights, hotels, admission fees, parking, etc).
If location is metered street parking only, you will need to state this prior to production day(s) as it effects time of arrival and longer travel time.
The first 30 miles of travel from Irvine, California is included. Time and travel beyond that will be billed separately at a half day rate for travel beyond 3 hours round trip.
TERMS AND CONDITIONS
- You will work with us to plan the production dates.
- You must notify us during the initial consultation if the intended shoot is to take place inside of regular clinical hours, prior to us providing a quote for this project.
- You agree to arrange locations, spokespeople, content and props.
- You will begin your arrangements as soon as the scheduled production dates are finalized.
- Equipment hire, actor hire and location hire are not covered by us, unless otherwise stated in the proposal or quote provided. If you wish for us to source equipment, actors or locations for the project, you must inform us in writing, prior to the quote being issued. If it is apparent during pre-production that these costs are necessary or essential, additional fees will be discussed with you.
- A premium production management fee will be incurred for time spent by us in sourcing equipment, actors and location, if you do not meet your agreed pre-production responsibilities or if you request that we make these arrangements after the proposal or quote has been issued and accepted.
- If hired actors or crew members are required for additional shoot days, other than their originally agreed shoot times, they will be owed an additional fee, as agreed upon by both parties.
PRODUCTION TIMELINE
The following is required in order for the timeline to stay on track:
- You agree to cooperate with us to schedule and prepare for production, and stick to the agreed dates.
- You agree to reply to email & phone correspondence within 2 business days.
- You agree to be available for phone correspondence in the business week/hours (Monday-Friday 9am-5pm) prior to scheduled production dates.
- If communication is not maintained certain production decisions may be made by us.
- You are permitted to request any known additional work on a project, that exceeds the original proposal, project scope, or quote. We will send you an additional quote, which, if accepted by you, will be added to the final project fee.
- If the project is cancelled by you, prior to commencement of production activities, prorated payment is required for services rendered up to the notice of termination.
- In the case payments become delayed, production timeline schedule will cease and be pushed towards later dates and may incur additional production rescheduling costs.
Post-Production
- We will provide you with a preview link of the project for you to give feedback + adjustment requests. We will ask you to put requests in writing so we can keep track of changes.
- Adjustments to the project based on your feedback will be completed within the guidelines as stated in the proposal or quote.
- Additional adjustments beyond that stated in the proposal or quote will incur an additional fee. We will advise you of any additional costs and will undertake this work once we receive approval from you. Additional costs will be added to the final project fee.
- The project will be finalized and ready for final delivery, once you have approved the preview edit.
COMMUNICATION
- You agree to choose one contact person (as the primary contact) within your company to discuss the project with us. In addition, a secondary contact will also be assigned in the case of emergency communication to keep production timeline on track and incurring unnecessary cost.
- We will only accept input, feedback and comments from the primary contact.
- All input, feedback and comments from other people in your company will be channelled through the primary contact.
- All feedback and adjustment requests will be sent to us in one email. Feedback and adjustment requests will not be accepted in any other format.
- You will reply to email & phone correspondence within 2 business days unless otherwise notified of absence.
- You agree to be available for phone correspondence in the business week/hours prior to a scheduled production date.
- If we don't hear from you after 1 month then we assume you are totally cancelling the project and the cancellation fees (noted below) will apply.
RESCHEDULE + CANCELLATION
In the case that you reschedule any scheduled production date/s:
- You will give us at least 10 business days in advance to reschedule to another date.
- You will cover all of the costs associated with rescheduling including but not limited to: travel expenses for the crew and possible cast such as flights, hotels/accommodations, rental cars, food, contractor deposits, gear/equipment rentals, talent fees, penalties, cancellation fees, reissue fees, and non-refundable costs.
- If notification is given with less than 10 business days notice, a quarter day labor rescheduling fee will be added to the final project fee.
- If notification is given with less than 48 hours notice a half day labor rescheduling fee will be added to the final project fee.
- If no notification is given and cancellation occurs while already on location, a full day labor fee for each production team member will be charged.
In the case that you cancel the entire project:
- Your booking, rental costs, pre-production and project administration fees are non-refundable.
- If total project cancellation occurs any time after commencement of post-production activities, the total project fee is still owed and is to be received by the due date specified on the final invoice.
- You are not entitled to any raw files created during this engagement. The recreation of any material created by or with us is prohibited unless otherwise agreed upon by both parties.
- You will cover all of the costs associated with cancellation including but not limited to: travel expenses for the crew such as flights, hotels/accommodations, rental cars, food, contractor deposits, gear/equipment rentals, talent fees, penalties, cancellation fees, reissue fees, and non-refundable costs.
Hire Costs:
If project cancellation or rescheduling occurs and a hire charge is incurred, this charge will be added to the total fee owed by you. This includes equipment, actor, contractor/freelancer and location hire.
If project rescheduling occurs within 5 business days of the scheduled production date, any actors engaged in production will be financially compensated by you.
If WE reschedule a scheduled production date:
- We will contact you to reschedule the production day around your availability.
- Any costs associated with rescheduling will be covered by us. Yay!
If we totally cancel the project:
- We will refund your booking fee and total project fee, if applicable.
If we cancel a portion of a package project:
- The cost of that portion will be refunded in total. Work completed or ongoing will be owed by you.
If we totally cancel the project due to a technical issue or forces beyond human control:
We will refund your booking fee.
You agree to not submit damage claims and not undertake any legal action against us.
DISPLAYING OUR WORK
- We love to show off our work, so we reserve the right to display all aspects of our creative work, including sketches, work-in-progress edits and the completed project on our portfolio and in the public domain. You are to inform us if any content is confidential and we will not use it in the public domain.
TALENT RELEASE FORMS
- You are responsible for verifying that any person involved in the filming has agreed to be recorded. You will gather the approvals using your company’s procedures for interviewees, actors or anyone on site during filming. We strongly recommend your company uses a Talent Release Form.
FILMING PERMISSION
- It is your responsibility to ensure that all permits and licenses are acquired before filming in public + private locations. We do not take responsibility for this or any fees associated with hire, fines or costs due to location problems. If rescheduling or cancellation occurs, our Rescheduling + Cancellation policy occurs.
CREATIVE FREEDOM
- You have seen our video portfolio and are aware of the style of work that we are capable of and aim to create. Creative aspects such as shooting and editing style are at our discretion. This doesn't mean that we won't cater to your specific needs or wants either. We agree that the media shall be of quality, artistically produced with direction, photography, sound, other physical and aesthetic content as displayed in our portfolio.
ALTERATIONS
- Any alterations of the final deliverable(s) to create additional content is not allowed without our permission. We will be given first opportunity to make any alterations that you want. If you decide to do this anyway, then the alterations will constitute an additional use and we will bill you accordingly.
IMPORTANT ASSETS
- You agree to provide us with everything that we need to complete the project including text, images, scripts, storyboards, product props, production notes, music, celebrity talent, creative guidance/supervision, and related clearances, unless otherwise noted in the Project Brief when we need it, and in the format that we ask for. You will supply track or musical composition(s) and rights clearances unless otherwise specified.
- You should supply graphic files in an editable, vector digital format. You should supply photographs in a high resolution digital format. If you choose to buy stock photographs, we can suggest stock libraries. If you’d like us to search for photographs for you, we can provide a separate estimate for that.
- You should supply graphic files in an editable, vector digital format. You should supply photographs in a high resolution digital format. If you choose to buy stock photographs, we can suggest stock libraries. If you’d like us to search for photographs for you, we can provide a separate estimate for that.
OVERTIME PAY
- Overtime is billed at 1.5 times the regular hourly rate beyond 6 hours on site. Time begins at the crew call time and ends at the completion of wrap. Setup, breakdown, crew meals (30mins), or breaks is including within the time. Additional hours will be added to the final project fee.
Independent Contractor
- Just to be clear, you are hiring us as an independent contractor and we are not to be classified as your employee or under work for hire status.
BASIC OUTSIDE OF AGREEMENT WORK FOR PHOTO, VIDEO, AND AUDIO RECORDING PERMISSION AND NON-EXCLUSIVE FOR USE OF PHOTOGRAPHY AND VIDEO-RECORDING IN DIGITAL COMMONS
The Client hereby grants permission to the Contractor to make photos, video recordings and/or audio recordings of Client, speaker's presentation(s), talks), or class session(s), as specified in this agreement. The Client further grants to the Contractor a royalty-free, non-exclusive license to publish the recording(s) in digital video or digital audio video form. This License shall authorize the commercial use of the Recordings by the Contractor or any other person or organization.
Copyright ownership and any other intellectual property rights (e.g. Creative Commons copyright licenses) in or to the recordings and any images contained in it shall be transferred by this Agreement to the Contractor and shall remain the Copyright Owner. The Contractor or Copyright Owner retains all rights, title, copyright and other interest.
The Client represents that the Client has either obtained the permission of the Copyright Owners to use any previously published and copyrighted images.
The Client hereby grants permission to the Contractor to make photos, video recordings and/or audio recordings of Client, speaker's presentation(s), talks), or class session(s), as specified in this agreement. The Client further grants to the Contractor a royalty-free, non-exclusive license to publish the recording(s) in digital video or digital audio video form. This License shall authorize the commercial use of the Recordings by the Contractor or any other person or organization.
Copyright ownership and any other intellectual property rights (e.g. Creative Commons copyright licenses) in or to the recordings and any images contained in it shall be transferred by this Agreement to the Contractor and shall remain the Copyright Owner. The Contractor or Copyright Owner retains all rights, title, copyright and other interest.
The Client represents that the Client has either obtained the permission of the Copyright Owners to use any previously published and copyrighted images.
