Accepting your quote:
This section outlines the procedure of accepting a quote from Reverie Video Agency (Reverie) for video production services. Here's a breakdown of the key points:
Method of acceptance: Acceptance of the quote is formalised through an email response directed to a specific contact at Reverie, in this case,
chris@reverie.nz. This method ensures a clear and traceable agreement process between the client and Reverie.
Acknowledgment of engagement: By accepting the quote, the client officially acknowledges their decision to engage Reverie for video production services. This signifies the commencement of a professional relationship between the client and Reverie for the specified project.
Scope of services: The services that Reverie may provide as part of this engagement include filming, video editing, animated motion graphics, colour correction of video footage, sound editing/production, and offering video production advice and consultation. This list defines the broad range of expertise and support Reverie offers, to meet the project's needs.
Accepting a quote from Reverie means entering into a formal agreement for video production services, with a clear understanding of the services to be provided. It emphasises the importance of clear communication and formal acceptance processes in establishing a professional working relationship.
__________________________________________________________________
Our promise:
This section highlights Reverie's commitment to its clients upon being engaged for video production services. It encapsulates several key promises:
Meeting obligations: Reverie assures the client that it will fulfil all commitments related to appointments, project milestones, and deadlines. This guarantees that the project will progress smoothly and be completed within the agreed timeframe.
Quality delivery: The company pledges to deliver the project to the high professional standard that was communicated to the client during initial discussions. This ensures that the client's expectations, based on preliminary communications, will be met or exceeded in the final delivery.
Professional crew: Reverie promises to provide a crew that is professional and possesses the relevant experience, training, and qualifications necessary for the project. This commitment ensures that the team working on the project is capable of handling the specific needs and challenges that may arise during the video production process.
By making these promises, Reverie positions itself as a reliable and quality-focused service provider. It reassures clients of its dedication to professionalism, quality, and adherence to deadlines, all of which are critical elements for successful video production projects. This commitment sets a foundation for a positive and productive working relationship.
__________________________________________________________________
Payment terms:
The payment terms section clearly outlines the financial agreement between Reverie and its clients regarding a project:
Initial payment: Upon accepting the quote for the project, clients are required to pay 50% of the total budget. This initial invoice is due within 21 days of the invoice date.
Final payment: The remaining 50% of the project budget is invoiced upon the project's completion. This phase is defined as the point when the project and its agreed deliverables have been approved by the client and subsequently delivered by Reverie. The final invoice is also due within 21 days, mirroring the terms of the initial payment. *Please also see our 60 day project timeline clause in the section 'Maximum project timeline' regarding final payment*.
Important note: For projects valued at less than $3,500, Reverie reserves the right to issue an invoice for the full amount either upfront or upon reaching a significant early milestone, such as the completion of filming. Payment plans may be considered on a case-by-case basis, subject to mutual agreement. Clients are encouraged to discuss their specific payment needs with us in advance.
Project completion definition: Project completion is achieved when the client has approved all of the agreed deliverables, and Reverie has delivered them according to the agreed terms. This ensures that payment is aligned with the satisfaction and delivery of agreed-upon project outcomes.
Additional amendments: Should the client require further amendments after the project has been completed, delivered, and invoiced, any additional work will be discussed and negotiated separately. A new invoice will be issued for this extra work, based on the agreed terms. This ensures that both parties have a clear understanding of the costs associated with any changes or additional requirements beyond the original scope of the project.
These payment terms provide a structured financial framework for the project, ensuring that both parties are aware of their obligations and the conditions under which payments are to be made. This clarity helps manage expectations and contributes to a smooth project workflow.
__________________________________________________________________
Your obligations:
This section outlines the responsibilities of the client in the context of a project managed by Reverie. It specifies that clients are accountable for:
Meeting invoice payment dates: Clients must ensure they adhere to the agreed-upon schedule for payments to avoid disruptions in the project workflow.
Communicating changes: Any alterations to the project brief, filming locations, or timelines should be communicated to Reverie promptly. This ensures that the project remains aligned with the initial goals and can be adjusted in a timely manner to accommodate changes.
Maintaining communication: Clients are expected to stay in contact with Reverie regarding any variables or developments that might affect the project. Open and continuous communication is crucial for the smooth progression of the project.This also warns that failure to keep Reverie informed about critical aspects of the project may lead to discussions on budget extensions and possibly result in immediate additional costs.
This clause emphasises the importance of transparency and collaboration between the client and Reverie to ensure the project's success and adherence to the agreed scope and budget.
__________________________________________________________________
Public liability:
Reverie, along with its selected contractors, holds comprehensive public liability insurance. It signifies Reverie's commitment to accountability and protection against potential claims or liabilities arising from its operations. The company also expresses willingness to share detailed information about their specific insurance policies with clients upon request.
This policy ensures clients that Reverie takes risk management seriously and is prepared to handle any issues related to public liability, providing a sense of security and trust in its business practices.
__________________________________________________________________
Maximum project timeline:
Reverie's project timeline policy emphasises that projects are expected to be completed within 60 days from the start date, unless discussed and negotiated otherwise.
Reverie communicates its openness to discuss any potential for a project to extend beyond this 60-day period during initial conversations. Moreover, it reserves the right to issue the second 50% of the invoice, thereby settling the entire project budget, once the 60-day timeframe has elapsed.
This policy highlights the importance of clear communication about project timelines and the implications of delays, ensuring both parties have a mutual understanding of expectations and obligations.
__________________________________________________________________
Feedback and revision rounds:
This section outlines Reverie's process and policies regarding client feedback and revisions for their projects:
Feedback timeline: Reverie requests that clients provide feedback within 7 business days of receiving each version of each project deliverable. This timeline ensures a structured and efficient review process, allowing the project to progress within a reasonable timeframe.
Feedback platform: All feedback should be submitted through Wipster, a revision platform. This centralised method of communication streamlines the feedback process, making it easier for both Reverie and the client to track changes, comments, and approvals. Reverie commits to providing instructions on how to use Wipster with the first drafts of deliverables, the platform is very easy to use.
Revision rounds: The agreement includes three rounds of revisions within the original quote for every deliverable within a project. This clause sets clear expectations about the number of revisions included in the project cost.
Exceeding revision rounds: If the project requires more than three rounds of revisions, it will transition to an hourly rate for additional work. This rate will be discussed with the client and based on the general pricing structure and hourly rate of the project in question. This policy ensures that both parties have a clear understanding of the cost implications for extensive revisions.
Reverie like to ensure a smooth and efficient revision process, encouraging timely feedback and making use of a dedicated platform to manage revisions effectively. The inclusion of three revision rounds within the quoted price provides clients with ample opportunity to refine the project, while the policy for additional revisions ensures fair compensation for extra work beyond the initial scope.
__________________________________________________________________
Dispute resolution:
This section outlines Reverie's approach to handling disputes related to the work it completes, emphasising a commitment to resolution through mediation and negotiation:
Primary approach: Reverie prioritises mediation and negotiation as the primary methods for resolving any disputes over the work completed. This approach indicates a willingness to engage in open and constructive dialogue to address and resolve any issues, aiming for outcomes that are satisfactory to both parties involved.
Direct communication: The company encourages clients to communicate any concerns or issues directly with them. This direct line of communication is intended to facilitate a quicker and more effective resolution process by addressing problems at their source, without the need for third-party intervention.
Reverie's dispute resolution policy underscores its commitment to maintaining positive client relationships and its willingness to work through challenges collaboratively. By prioritising direct communication and mediation, Reverie aims to ensure that any disputes are resolved in a manner that respects the interests and satisfaction of both the client and the company.
__________________________________________________________________
Cancellations:
This section outlines the cancellation policy for agreements entered into with Reverie, detailing the conditions under which a client can cancel the agreement and the financial implications of such a decision:
Cancellation window: Clients have a 10-business day window to cancel the agreement after accepting the quote. This period allows clients a brief time to reconsider their commitment without facing any penalties, providing a safeguard for both the client and Reverie to ensure mutual agreement and readiness to proceed. If a client cancels a project after paying the first invoice (50%), the project will have already reached a stage where time and resources have been committed. As a result, no refund will be provided. However, Reverie is happy to offer a credit for the paid amount, valid for 24 months. This credit can be used for a new or different project of equal value if needed within that period. If unused, it will be cancelled at 24 months.
Cancellation fee: If a client fails to notify Reverie of their desire to exit the agreement within the 10-business day period, a cancellation fee equivalent to 10% of the total project budget will be incurred. This fee compensates Reverie for resources allocated or spent in anticipation of the project, reflecting a commitment to the agreement from both parties.
Quote validity: Any quote or proposal provided to a client by Reverie is valid for 30 days from the date it is sent. This timeframe establishes a clear window for decision-making, ensuring that quotes remain relevant to the current business context and pricing structures. After this period, a new quote may be required to reflect any changes in costs or project scope.
Cancelling scheduled filming:
24-hour notice requirement: Clients are required to cancel any booked filming session at least 24 hours before the scheduled time. This policy is designed to provide Reverie with sufficient notice to reallocate resources, reschedule staff, or adjust project timelines accordingly, minimising potential disruptions and financial losses.
Cancellation fee for late notice: If a client fails to cancel a scheduled shoot with at least 24 hours' notice, they may be charged the full amount for the scheduled filming day. This fee compensates Reverie for the preparation costs and lost opportunity to utilise the time and resources allocated for the shoot. Reverie may also be adhering to the cancellation policy of contractors who have been engaged for the shoot, and their charges for late cancellation. To cancel a shoot it is best to call Reverie directly to ensure we are aware of your cancellation, as emails are not always seen immediately.
Reverie's cancellation policy is designed to balance flexibility for the client with the need for business predictability and resource allocation. By setting clear expectations around the cancellation process and associated fees, both Reverie and its clients can engage in agreements with a mutual understanding of these terms and conditions.
__________________________________________________________________
Ownership of raw footage and project files:
This policy outlines Reverie's stance on the ownership and accessibility of raw footage, working project files, and final video deliverables:
Raw footage: Reverie does not distribute the raw footage from shoots due to its large file size, ungraded colour, and compatibility issues with most editing platforms without specific third-party plugins. This policy is also in place to ensure that any footage shot by Reverie and released externally meets their quality standards, particularly regarding final colour grading.
Access to colour-graded footage: Reverie offers to colour grade and convert raw footage into a format that is more usable for clients, albeit with associated fees. These fees are determined on a case-by-case basis, reflecting the time and resources required to prepare the footage for client use.
Purchasing raw footage: Clients wishing to acquire all footage captured during their project's shoot can do so, but a new quote will be provided and must be approved before Reverie releases the footage. This process ensures that clients have the option to access raw footage while allowing Reverie to manage the resource and quality control implications.
Working project files: Reverie maintains ownership of working project files (e.g., Adobe After Effects, Premiere Pro, Illustrator, Photoshop files) and does not provide these at zero cost. Clients requiring these files at the end of a project must purchase them. A new quote will be prepared, including property, administrative, and handling fees, to facilitate this transaction.
Final video deliverables: The ownership of the final video deliverables, as agreed upon in the project scope, is transferred to the client. Clients have the freedom to use these final videos as they wish without needing Reverie's permission.
This policy ensures clients have full rights to the end product for their use while maintaining Reverie's control over the quality and distribution of raw and intermediate project materials.This comprehensive policy balances Reverie's commitment to quality and proprietary rights with the client's needs for access and ownership of the project's final outputs.
__________________________________________________________________
These terms and conditions are governed under New Zealand law. We appreciate you not disclosing any of the information within this proposal to any other parties outside of our organisation and yours.