In all our dealings with clients, we aim to be fair, open and honest. We aim to head off issues early and make clients aware of any major upfront costs before we incur them. In order to do this, we work in a tried and tested way – based on experience – and below explains this. Clients are encouraged to read and understand these terms and take advice from their Producer about the best and most cost-efficient way of completing a project.

A quotation is provided for every project. It is on the basis of the information provided to us at the time of the request and is valid for 15 days. If requirements change before production, we will re-quote. If extra time, travel, equipment or personnel is requested or required during the production stages, the Client understands this will be at extra cost. The Client is obligated to ensure that this is thoroughly read and understood prior to booking. Any amendments or additional days filming will be charged at our daily rates.

Commencing Work
Tech TV will only commence work upon receipt of a purchase order (PO) for the full amount quoted and an email or written confirmation that the quote is accepted. A commission form will also be signed. We cannot commence work on the basis of a phone call, verbal request or text message.

New Clients
For new clients with no credit history with us, we ask for 25% as a Production Advance. A commission form will also be signed. Work will commence when the advance is paid.

Project Leader
The client agrees to appoint one decision maker on the project from their side, who has the power to make decisions. All feedback and decisions are to come via this person to Producer. We find projects don't work well with more than one person calling the shots!

We work fast to hit your deadlines but we need you to work with us. Therefore you agree to be available during the project and attentive to requests to help plan shoot and most importantly, provide timely feedback during the editing stage. If you need to be away during production, you agree to appoint a decision maker in your absence.

Completing Work
All projects must be completed within 60 days of filming or start of animation.

Upfront Costs
On larger and international productions, Tech TV may need to bill for upfront hard costs. These typically include costs like flights and hotels that require booking in advance. The Client understands these may be invoiced at the time of payment by us, not at the end of the production stages. Flights will incur a 10% handling charge to cover administration and finance costs.

Our payment terms are strictly 30 days from date of invoice. This Term overrides any Terms and Conditions stated in a Purchase Order and in the event of an order being placed, the Client accepts this Term. This excludes travel which will be billed at the start of the production (see “Upfront Costs” above).

Staged Payments
For larger shoots, we often bill for the shoots first and then bill the post-production once this is complete. For quicker turnaround projects, we bill for the entire amount, once the post-production is complete.

Office Hours
Tech TV office hours are 9.00am to 5.30pm, Monday to Friday unless notified otherwise. Our main office number is 020 7112 8665.

The Client is responsible for all expenses incurred by Tech TV during all stages of a production. Including but not exclusively: transport, food, accommodation. Mileage to/from our base at GU51 3QH will be charged at 50p per mile.

Booking A Shoot
Once a shoot date or dates have been booked, we will issue a booking confirmation email. If you need to cancel or change this date, this can be done free of charge, up to two clear working days before the shoot. After this time, we will charge the full shooting costs for the crew if the shoot is cancelled by the client. Irrespective of when you cancel, you will be liable for any costs we’ve already incurred, such as flights and hotels.

Filming Day
A filming day is classed as a maximum of eight hours from our crew arriving on site. We don’t offer half-day filming options.

Overnight Costs
If a crew is required to travel and/or stay overnight on a non-filming day, we charge an overnight fee. This is 25% of the daily crew cost.

Clear access for filming
If filming venues are being organised by the Client, it is the Client’s responsibility to ensure that Tech TV has clear access to all relevant locations required throughout the day. Delays in filming may incur additional charges.

Bad weather
In the event of inclement weather, Tech TV reserves the right to change the date of filming to a more suitable day. However, we will do this in liaison with the client.

All our staff are aware of our risk assessment policy. If the Producer on a shoot deems that the location, or parts of the location, are not safe to film at, we will make the client aware.

Equipment substitution / failure
In the unlikely event that Tech TV experiences equipment failure or difficulties, all efforts will be made to find suitable replacement equipment as soon as possible. The equipment used on the day of filming will be at the discretion of the senior member of the film crew. No further claims or liability will be accepted.

Camera Footage
We take great care with footage we shoot and edit projects we undertake. We make sure the data is backed up and secure. However, we are not liable for any loss due to fire, theft, computer failure or event beyond our control.

Client Review
Once the video is edited, a first version will be forwarded to the Client for their review. This draft may receive two sets of minor revisions, which are included in the original agreed cost. Subsequent revisions thereafter may incur extra charge. E-mail correspondence shall be sufficient to approve changes to content as long as it is acknowledged with a response.

Any contract requiring Tech TV to work to specific deadlines provided within the written agreement will be deemed to include a proviso that the clients will make themselves reasonably available to communicate and participate in filming with Tech TV and, more importantly, during client review of the edit. If Tech TV deem them not to have been so then Tech TV cannot be held responsible for failing to meet a deadline.

Sign Off
A video will only be released by Tech TV once the Client approves all content as complete and satisfactory and confirms this in writing. Tech TV cannot be held liable to any party for any errors on any medium after the customer has agreed in writing that the content is correct and accurate and should be posted, published or broadcast.

Copyright of the filmed footage (or graphics) transfer to the client once payment is received. Tech TV however will retain the right to use any approved footage that is placed in the public domain as case study/portfolio items. When a client places a video into the public domain (eg YouTube, on a website or other public facing internet site), they understand this.

Release Forms
At all times Tech TV advises and recommends its Clients to use and enforce Performers Release Forms.

Taste & Decency
Tech TV reserves the right to refuse to use, publish or broadcast any information it considers obscene or morally unsuitable or which would breach copyrights, or which is libellous, defamatory or illegal.

Any confidential or proprietary information which is acquired by Tech TV from a client company, person or entity will not be used or disclosed to any person or entity, except when required to do so by law. If required, Tech TV will sign and adhere to the conditions of any Confidentiality Agreement used by the client.

Abusive Behaviour
In all instances will reserve the right to remove any of its personnel and / or equipment from a location if it is deemed unsafe or if they are subjected to abusive or aggressive behaviour. In this instance the Client will be liable for any costs incurred as a result of this.

Public Liability
Tech TV (Matte Box Media Ltd) carries public liability insurance cover of £2 million pounds. Upgraded specific project insurance cover can be provided at extra cost upon request.

Tech TV offers the Client an archiving service where we store their edit project, camera rushes and completed video(s) on an external hard drive for a small charge. Unless requested otherwise, we will keep this in-house to re-open the edit project if ever needed. Due to the nature of hard drive technology, we provide no guarantee that the drive will always be error free. If a Client wishes to take their own backup copy, we would strongly advise this.

/revised June19