Production Terms
1. Scope and Agreement
These terms apply to all video production services provided by Piximpress LLC ("Piximpress") to the client named on a quote or proposal ("Client").
1. Quotes. Each project is defined by a written quote or proposal listing deliverables, shoot dates, crew, locations, and price. Quotes are valid for 30 days from the date issued.
2. Acceptance. A project is confirmed when Client signs the quote or production agreement and pays any required deposit. Shoot dates are not held until both are complete.
3. Changes in scope. Work outside the approved quote, such as added shoot time, locations, deliverables, or crew, is quoted separately and approved in writing before it begins.
4. Order of precedence. If a signed production agreement or Client purchase order conflicts with these terms, the signed agreement controls. Otherwise these terms apply.
2. Payment
1. Deposit. A nonrefundable deposit of 50% of the project price, plus the travel fee (Section 4), is due at booking to reserve shoot dates and crew.
2. Balance. The remaining balance is due on delivery. Final files are released once the balance is paid. Clients approved for purchase orders or Net 30 to Net 45 terms receive final files on delivery and pay within the approved term, as stated on the invoice.
3. Purchase orders and Net terms. Piximpress accepts purchase orders and Net 30 to Net 45 terms for government agencies and approved corporate and nonprofit clients. Piximpress is registered in eVA and can provide a W-9 and certificate of insurance on request.
4. Expenses. Approved third-party costs, such as permits, location fees, and equipment rentals, are billed at cost with no markup. Travel is billed as a flat fee (Section 4). Time spent arranging them is billed as logistics planning, as listed on the quote.
5. Late payment. Invoices on Net terms that remain unpaid 15 days past the due date may incur a late fee of 1.5% per month. Piximpress may pause work on current or future projects, including Production Pack projects, until the account is current.
6. Production Packs. Pack discounts apply when the agreed number of projects is completed within the pack period. The discount applies only to each project's base price, not to travel or added scope. Each project in a pack is paid on its own: 50% of its discounted price plus its travel fee is due before the project starts, and the remaining balance is due after completion. If Client ends a pack early, Client is invoiced a discount adjustment equal to the total discount received on completed projects, so that completed projects are billed at standard rates. No refunds are issued.
3. Scheduling, Cancellation, and Rescheduling
1. Availability. Shoot dates are confirmed by email and held only after the booking steps in Section 1 are complete.
2. Shoot time. Booked hours include equipment setup and breakdown. Time beyond the booked block is billed at the quoted overtime rate.
3. Rescheduling. Cancellation or rescheduling requires at least 7 days' written notice. With proper notice, the deposit may be applied to a rescheduled date, subject to availability.
4. Cancellation by Client. Cancellation forfeits the deposit. Cancellation within 7 days of the shoot may be billed up to the full project cost, plus nonrefundable travel costs already incurred.
5. Weather and unsafe conditions. If weather or site conditions make an outdoor shoot unsafe or unworkable, both parties will agree on a new date. No rescheduling fee applies, but nonrefundable travel costs are billed at cost.
6. Cancellation by Piximpress. If Piximpress cannot attend because of illness or emergency, Piximpress will provide a qualified replacement crew or reschedule. If neither is acceptable to Client, all payments for unperformed work are refunded.
4. Travel
1. Piximpress is based in Roanoke, Virginia, and travels nationwide. Starting prices do not include travel.
2. Travel is quoted as a flat fee and shown as its own line on each quote. It covers airfare, lodging, ground transportation, mileage, baggage and equipment fees, and per diem.
3. The travel fee is locked once the quote is signed. It does not change if actual travel costs go up or down.
4. The travel fee is due with the deposit, before the project starts.
5. If Client changes the shoot dates or location, the travel fee is requoted, and any change fees or nonrefundable bookings already made are billed to Client.
5. Client Responsibilities
1. Releases and permissions. Client is responsible for securing appearance releases from people on camera and permission to film at Client-provided locations, including any brand, artwork, or music on site. Piximpress can supply release templates on request.
2. Access. Client provides timely access to locations, people, and any security clearance or badging needed on the shoot day.
3. Point of contact. Client names one decision-maker for approvals and feedback. Feedback from that person is treated as final for each round.
4. Materials. Client supplies logos, brand guidelines, and approved scripts or talking points before the shoot. On on-demand filming, Client provides the shot list. If Client asks Piximpress to prepare it, that work is billed as pre-production coordination.
5. Content. Client is responsible for the accuracy of claims, statements, and supplied materials in the final video.
6. Revisions
1. Full-scale production includes 2 rounds of revisions. On-demand filming includes no editing unless quoted.
2. A revision round is one consolidated list of changes from Client's point of contact, submitted within 10 business days of receiving a draft.
3. Revisions cover changes within the approved scope, such as trimming, reordering, text corrections, and music or color adjustments. New concepts, reshoots, or added deliverables are new scope.
4. Additional revision rounds are billed at $300 per round.
5. If Client gives no feedback within 10 business days of a draft, that draft is considered approved.
6. Re-edits of finished projects at a later date are available only for footage Piximpress filmed, and only while the footage is still retained (Section 7).
7. Delivery and Footage Retention
1. Turnaround. Full-scale production is delivered in 7 to 14 days from the shoot, unless the quote states otherwise. Turnaround pauses while Piximpress waits on Client feedback or materials.
2. Format. Final videos are delivered as digital files by cloud download in the formats and aspect ratios on the quote. On-demand footage is delivered by cloud drive.
3. Raw footage. Raw footage is not included in full-scale production unless quoted.
4. Retention. Piximpress keeps project footage and files for 90 days after final delivery, then may delete them. Production Pack projects are kept for the length of the pack. Client is responsible for keeping its own copies of delivered files.
8. Ownership and Usage Rights
1. On final payment, Client receives the ownership or usage rights stated in the quote or production agreement for that project. If none are stated, Client receives a perpetual, worldwide license to use the final delivered videos for its own business purposes, and Piximpress keeps the copyright. Rights do not transfer while any balance is unpaid.
2. Licensed elements. Music, stock footage, and fonts are licensed from third parties under their own terms. Usage is limited to what those licenses allow, and Client may not extract them for separate use.
3. Portfolio use. Piximpress may show finished work in its portfolio, website, reel, and social media, unless Client requests confidentiality in writing before the shoot. Confidential, internal, or government projects can be excluded on request.
4. Raw footage and project files. Unless purchased, raw footage and editing project files remain the property of Piximpress.
9. Liability, Force Majeure, and Governing Law
1. Insurance. Piximpress carries business insurance. A certificate of insurance is available on request.
2. Limitation of liability. Piximpress's total liability for any claim related to a project is limited to the amount Client paid for that project. Piximpress is not liable for indirect or consequential losses, such as lost profits or missed marketing opportunities.
3. Equipment failure or data loss. Piximpress uses professional equipment and backs up footage during production. If footage is lost or unusable through Piximpress's fault, Piximpress will reshoot at no labor charge or refund the affected portion of the project.
4. Force majeure. Neither party is liable for delays caused by events beyond its reasonable control, including severe weather, natural disasters, public health orders, or travel disruptions. Affected shoots will be rescheduled in good faith.
5. Governing law. These terms are governed by the laws of the Commonwealth of Virginia.
6. Updates. Piximpress may update these terms at any time. The version in effect on the date a quote is signed applies to that project.