Voyage Pro Service Agreement

This agreement is made and entered into as of Effective Date (“Booking”) between (“Client”), and Voyage Productions, LLC, (nicknamed Voyage Pro) an Arizona business (“Company”). The parties agree to all of the following terms within this service Agreement. Booking of services is defined as an on-time payment of the retainer (down-payment) of the provided Invoice.

Introduction

Communication

1. An email communication thread will be established by Company Project Manager for Client/Company communication upon booking.

2. All production details and instructions must be in writing.

3. Texting, unscheduled calls, and social media messaging from Client to Company staff in regards to the project is not permitted. (unless approved by Company.)

4. Each party agrees to keep confidential any non-public business, financial, or technical information received from the other party and to use it only for purposes of this agreement.

5. Company will not intentionally disclose raw footage that clearly reveals sensitive personal information of Client's customers or patients, except as needed to perform editing or to comply with law.

Collaboration

1. Company Project Manager will invite the Client to milestone meeting(s) via phone or video call, before filming for planning and, (if needed), after for post-production. If Client cannot attend, Company will make a good faith effort to follow Client’s vision but cannot guarantee accuracy if instructions are unclear or not communicated.

Logistics

1. The project date on the invoice is defined as the first date of filming or photography.

2. Company is not responsible for services not specified in the invoice.

3. Talent must be purchased by Client a minimum of 7 days before the first scheduled filming date.

5. Company is an independent contractor and nothing in this agreement creates an employment, partnership, or joint venture relationship.

Section 1 Project Planning

1.1 General

A. If Client has examples of work to show Company to replicate, such as photo or video examples, these materials must be presented to Company before booking. If examples are presented after booking, a revised invoice may be sent for purchase.
B. Additional shots requested will require an increase to the purchased hours needed on-set.
C. Rescheduling any confirmed shoot date, time, or location after booking will result in a ten percent (10%) change order fee of contract amount. Once a project is booked, Company reserves the scheduled time for Client and may decline other project inquiries. Assigned crew members also reserve the date on their calendars and may turn down other work to remain available. A portion of the change order fee will be paid to the assigned crew to help compensate for lost work opportunities.
D. Any rescheduled shoot must take place within six (6) months of the original filming date, subject to Company and crew availability. If Client does not complete the rescheduled shoot within that period, the project will be considered canceled by Client, and all payments made will be nonrefundable and forfeited as compensation for reserved production time, administrative work, scheduling commitments, and lost booking opportunities.

E. During project planning, Company Project Manager will send Client documents (project outline) for review and approval. Client must provide feedback or approval at least 2 business days ("Business days" means Monday through Friday, excluding federal holidays observed in the United States), before filming. If no response is received, Company will follow the project outline to complete the project, and Client cannot hold Company responsible for unmet expectations not specified in the documents.

F. Company is not responsible for creating a project outline document in the event of a project being booked within 5 days or less of the first filming date.

1.2 Location

A. Company is not responsible for any location permission and/or location maintenance if it is not stated within the invoice.
B. Location permission is the full responsibility of Client unless purchased on the invoice.
C. Props, location permission, and/or talent needed will be the responsibility of Client to provide, unless purchased on the invoice.
D. Client is responsible for reasonable travel expenses necessary to perform the scope of work, including mileage from Tempe, Arizona, airfare, lodging, ground transportation, parking, baggage fees, and per diem, as applicable. Travel expenses may be included in the project invoice as an estimate or invoiced after they are incurred at the actual cost plus a twenty percent (20%) administrative fee. Any material travel expense not included in the original proposal will be communicated to Client before it is incurred whenever reasonably possible.

Section 2 Production

2.1 General

A. Any additional shots or production requests made by Client during filming that fall outside the agreed scope of work may require additional crew time and labor. Any such additional time will be invoiced at the applicable hourly service rate.
B. Hair and makeup services are not included within any invoice items from Company.
C. Event production requires a minimum of one (1) hour of setup time, which will be included in the total production time and billed at the applicable hourly rate.

2.2 Technical

A. Company will film all footage in a log format. Client must notify Company prior to the first filming day if a different color format is preferred.
B. Filming orders with no editing services applied will be defined as raw footage. If raw footage is ordered, Company is not responsible for color grading the footage.
C. Company is not responsible for time-stamping footage.
D. Company can only film at locations in which there is express permission to film on the property. (All public spaces need permits.)

2.3 Safety and Liability

A. Client is not permitted to touch or operate any Company equipment.
B. Company is not liable if Client or any staff of Client has any injury relating to any part of the project.
C. Weapons (real or fake) are not permitted on the site of production.
D. Nudity or sexualizing content is not permitted. Content involving bias political agenda is not permitted.
E. For shoots lasting more than four (4) hours, crew must receive a meal break. If Client provides meals on site, a minimum thirty (30) minute meal break is required. If meals are not provided on site, a minimum one (1) hour meal break is required to allow crew time to obtain and eat a meal. Meal breaks will be scheduled at a reasonable point during production and will be included in the scheduled production time unless otherwise stated in the proposal.
F. To the maximum extent permitted by law, Company's total liability arising out of or relating to this agreement will not exceed the total amount of fees actually paid by Client to Company under the applicable invoice. Company will not be liable for any lost profits, lost revenue, or other indirect or consequential damages.
G. Neither party will be liable for delay or failure to perform due to events beyond its reasonable control, including natural disasters, acts of government, strikes, power outages, or serious illness or injury of key personnel. If a force majeure event makes performance impossible on the scheduled date, the parties will work in good faith to reschedule. Any third party costs that cannot be refunded remain the responsibility of Client.

2.4 Talent

A. Company is not responsible for any talent cancellation, and will send Client a refund for the purchased talent in this event.
B. If Client or Client's talent arrives late, Company is not obligated to extend the end time of the shoot, and the full booked time remains billable.
C. Client has obtained any necessary appearance releases from people they bring on camera.

Section 3 Post-Production

3.1 General

A. File transferring of footage and unloading of equipment may be included in the production cost.
B. Company does not offer video editing services for footage not filmed by Company, with the exception of adding stock footage to Company filmed video edits.
C. Upon beginning post-production, Company will organize the recorded footage by shot type and remove any unusable or irrelevant clips. Company will then create a curated collection of the best and most usable clips from each category, referred to as the “footage pool.” The Footage Pool will be shared with Client for review and feedback. Client may identify preferred takes or request the removal of specific clips. After receiving Client’s feedback, Company will use the approved Footage Pool to create the edited video.

3.2 Third Party Materials

A. 3rd party materials are defined as any files provided by Client to Company with the intent of adding it to a video edit for visual or auditory purposes.
B. Company can only accept digital files for 3rd party materials that are in an easily accessible format such as .mp4, .mov, .jpg, .pdf, etc.
C. Any specific text, graphics, logo, branding elements, and / or 3rd party footage to include in the video edit(s) must be provided via email to the Project Manager before the first date of filming. Providing assets after this point may postpone the deadline of deliverables.
D. Client represents and warrants that any content, logos, trademarks, scripts, music, footage, or other materials it provides do not infringe any third party rights and that Client has obtained all necessary permissions, consents, and releases for any persons or locations it directs Company to film.
E. Client agrees to indemnify and hold harmless Company and its owners, employees, and contractors from any claims, damages, or costs (including reasonable attorney fees) arising out of Client's breach of this section.

3.3 Project File

A. A project file is a coded file used by an editing software to open the interface for the video timeline.
B. The project file (not including a hard drive), of any project can be purchased by Client for $400.
C. Company has the right to decline a sale of a project file upon the discretion of Company due to the below uncontrolled circumstances:
- Company is not liable in the event that a project file cannot open once it is shared and opened on Client’s device. This is due to plugins, software variations, different operating systems, and other factors that affect the success of a project file opening on Client's device, and it is not Company's responsibility to ensure Client’s device has these same specifications as Company’s device.
- Project files will be in a format for Final Cut Pro 10.0 or later.
D. Animation-related project files are not available for purchase under any circumstance.

3.4 Revisions

A. Company has the right to approve or deny revisions if they deem them to be unreasonable.
B. Revisions cannot be subjective. All editing revisions must include specific instructions.
C. After Company’s delivery of each edited video project, Client will have 30 calendar days to inspect the edited video(s) for approval. Upon completion of such a 30 calendar day period, if Client has not requested revisions, such video edit(s) shall be deemed automatically accepted by Client.
D. After Company receives revisions, the updated edit will be sent to Client within 7 business days ("Business days" means Monday through Friday, excluding federal holidays observed in the United States), if the edit is 5 minutes or less in length.

3.5 Revision Meetings

A. Client may schedule a meeting with the approval of Company to go over modifications of the purchased edit.
B. In-person editing collaboration is not permitted.
C. Post-production meetings may or may not incur additional costs.

3.6 Delivery

A. Delivery is defined as an email sent to Client from Company containing access to the completed video edit(s). It is not the responsibility of Company if this email is not received or viewed by Client for reasons such as the email being sent to spam or an incorrect email address provided by Client.
B. Company is granted 7 business days ("Business days" means Monday through Friday, excluding federal holidays observed in the United States), to deliver the footage pool of the edit if the video edit is 5 minutes or less in length. Longer video lengths will result in extended deadlines. Once the footage pool is delivered to Client, Company will wait for Client's feedback. Once feedback is given, Company will have 7 more business days to complete the edit if the video is 5 minutes or less in length. Longer video lengths may result in extended deadlines.
D. Animation, 3rd party footage, and visual effects orders may have delivery times longer than 7 business days ("Business days" means Monday through Friday, excluding federal holidays observed in the United States), and may incur additional time beyond the estimates to complete.
E. Editing projects that require rotoscoping and background masking are considered animation orders.
F Unless specifically stated on the invoice, animation orders (including cartoons, rotoscoping graphics, and key-framing graphics) are not included within the scope of work of a project and may be declined by Company if requested after the initial order.
G. All video edits and / or raw footage will be shared via Dropbox with Client and accessible for 60 calendar days. Client is expected to download the video edit(s) and / or raw footage. After 60 calendar days, Company is not liable for any lost files that were not downloaded by Client.
H. Company does not guarantee that raw footage will be organized when delivered.
I. Raw footage will not be delivered if there are any outstanding payments remaining on the invoice.
J. An external hard drive can be purchased and shipped to Client for $300.

Section 4 Permissions

Please inform us if you deny the permissions below before booking. We value our work and may upload materials to our website and social media when appropriate. We understand if a Client doesn't want their content displayed, we'll remove release and/or license clauses on request.

4.1 Release

A. Client grants Company a non-exclusive license to display the final edited videos, photos, and behind the scenes materials for Company's portfolio, website, social media, and sales materials. Client may revoke this portfolio permission in writing for future use. Company retains ownership of all raw footage, project files, templates, and working files unless Company signs and agrees to a Non-Disclosure Agreement.

4.2 License

A. Client grants Company a non-exclusive, worldwide, royalty-free license to use, reproduce, display, and distribute the recorded media created under this Agreement for Company’s portfolio, website, social media, advertising, and other marketing or internal purposes, unless Client has revoked this permission in writing before booking.
B. Client represents and warrants that Client has full authority to enter into this Agreement and to grant the rights and permissions described in this Section.
C. Client grants Company a non-exclusive, royalty-free license to use Client’s name, logo, trademarks, and related brand materials in connection with Company’s permitted use of the recorded media.

4.3 Ownership

A. Ownership of work is with Company until full payment.
B. Upon receipt of full payment, Company grants Client a non exclusive, perpetual, worldwide license to use the final edited videos and final delivered photos for Client's own business marketing and internal use.

Section 5 Disputes and Resolutions

5.1 Terminations

A. Company may terminate this agreement if Client, or any person acting on Client’s behalf, engages in threatening, abusive, harassing, discriminatory, hostile, or substantially unprofessional conduct toward Company, its employees, contractors, crew members, vendors, or representatives.
B. Company may terminate this agreement if Client knowingly makes materially false accusations or representations concerning Company, its employees, contractors, crew members, services, or business practices, and fails to correct or withdraw such statements after receiving written notice from Company.
C. Except when immediate termination is reasonably necessary to protect the safety, rights, or reputation of Company or its personnel, Company will provide Client with written notice of the conduct and a reasonable opportunity to correct it before terminating this agreement.
D. If Company terminates this agreement under this section due to Client’s conduct or material breach, Client will remain responsible for all services performed, expenses incurred, noncancelable commitments made, and invoices issued through the effective termination date. Client will also pay a termination fee equal to twenty-five percent (25%) of the remaining unpaid project balance as reasonable compensation for reserved production time, administrative costs, scheduling commitments, crew obligations, and lost booking opportunities. All amounts owed must be paid within thirty (30) calendar days following termination.

5.2 Refund

A. Fees related to communication, planning, administration, project management, and other operational services are nonrefundable once those services have been performed.
B. Company may issue a partial refund if a shot requested by Client in writing before the production date is not included in the final delivered content, provided the shot could reasonably have been captured within the scheduled production time and agreed scope of work.
C. Any partial refund under this section will be calculated by dividing the number of missing requested shots by the total number of requested shots and applying that percentage to the production service directly associated with the missing shots. No refund will be issued when the missing shots resulted from the expiration of the production time purchased by Client, delays caused by Client, location restrictions, talent availability, safety concerns, or circumstances outside Company’s reasonable control.
- For example, if two (2) of thirty (30) requested shots are missing, the applicable refund will equal six point seven percent (6.7%) of the production service associated with those shots.
D. If Client cancels the project after booking for reasons not caused by Company, all payments previously charged will remain nonrefundable. Company will cancel any future scheduled payments that have not yet been charged, subject to any other cancellation fees or payment obligations stated in this agreement.
E. If Client cancels only a portion of the purchased services before production begins, Company will refund two-thirds (2/3) of the purchase price assigned to the canceled service. For example, this provision may apply when Client cancels photography services included in a project that also includes videography services. Any refund owed under this Section will be issued only after all remaining amounts due under the agreement have been paid in full.

5.3 Disputes

A. Company will not be liable for disagreements arising solely from Client’s personal creative preferences, stylistic opinions, or subjective expectations, provided the services were performed in accordance with the agreed scope of work.
B. Company will not be liable for conditions outside its reasonable control that affect the quality, availability, or outcome of any shot, including weather, lighting conditions, location restrictions, equipment restrictions imposed by a venue, talent performance, third-party interference, safety concerns, or other unforeseen circumstances.
C. Any dispute concerning the quality of the services or materials provided will be brought in a court of competent jurisdiction located in Maricopa County, Arizona, including the appropriate small claims court when applicable. If Company prevails, Company may recover reasonable attorneys’ fees and court costs to the extent permitted and awarded by the court.

Section 6 Compensation

6.1 Payment

A. Company does not guarantee that the rates, fees, or pricing stated in this agreement or invoice will remain the same for future services, agreements, or invoices.
B. If Company completes filming in less time than the amount purchased by Client, Company may issue a credit for the unused filming time to be applied toward a future order. This credit applies only after Client has used the applicable two (2) hour minimum booking period. If Client books the two-hour minimum but uses less than two (2) hours, Company will retain the full amount paid, and no refund or future credit will be issued for the unused time.
C. Company may charge Client for reasonable and necessary costs incurred beyond the materials or services listed in the invoice when those costs directly relate to the performance of the scope of work. Whenever reasonably possible, Company will communicate such additional costs to Client before they are incurred.
D. Payments will either be divided into scheduled installments through Stripe or paid in full before services begin, as stated in the applicable proposal or invoice.

6.2 Fees

A. If a filming session, photography session, and / or modeling session is booked five (5) calendar days or less in advance from the project date, there will be a rush order fee of twenty five percent (25%) applied to the invoice amount.
B. Adding extra shots after booking may require additional time on-site for filming which will incur additional costs.
C. If Company crew needs to pay for parking in order to access the filming location, Company will email Client the parking receipts and Client credit card on file will automatically be charged for the total parking amount based on the emailed receipts. Client consents to Company charging their card on file for the total cost of parking.

6.3 Late Fees

A. If any payment balance is late from Client to Company, all work will cease on the project until such late payment has been cured.
B. Payment for late amounts under this agreement shall, if not paid within 30 calendar days of the due date referenced on the applicable invoice, bear compound interest invoiced at ten percent (10%) per month.
C. If Client is more than 90 calendar days late on their payment, Company's legal team will escalate the matter.

Section 7 Studio Usage

7.1 General

A. All studio rental bookings are nonrefundable once confirmed.
B. Any request to change the confirmed rental date or time will be subject to a change order fee equal to ten percent (10%) of the studio rental cost.
C. All rescheduled rental dates and times are subject to Company approval and studio availability.
D. Studio rental services include access to the reserved studio room during the booked rental period, along with basic lighting, available power outlets, and the props and furniture located within the room. Any additional services or equipment, including camera equipment, specialty lighting, equipment setup, videography, photography, or other labor, will be billed separately.
E. Client is responsible for ensuring that all attendees, talent, guests, vendors, and representatives comply with these studio rental terms.
F. If Client or any associated attendee enters the building more than five (5) minutes before the scheduled rental time or remains in the building more than fifteen (15) minutes after the scheduled end time, additional rental time will be charged.
G. Additional time will be billed at the current applicable hourly rate for the rented studio. Any portion of an additional hour may be billed as a full hour.
H. Late arrivals, delayed starts, or early departures will not result in a refund, discount, or credit. The studio is reserved exclusively for Client during the confirmed rental period, and the full booked time remains billable.
I. Client must leave the studio in the same general condition in which it was provided. A fifty dollar ($50) cleaning fee may be charged if garbage is left behind, furniture or props are not returned to their proper locations, or the cyclorama wall or studio floor requires additional cleaning due to scuffs, marks, spills, or similar conditions.
J. Client is responsible for the cost of repairing or replacing any studio property, furniture, props, fixtures, or equipment damaged by Client or any of Client’s attendees, talent, guests, vendors, or representatives.
K. If Client, Client’s talent, or any other participant arrives late, Company is not required to extend the scheduled end time. The rental will still end at the originally confirmed time, and the full booked rental period will remain billable.

Last Updated: 06/30/2026