The following terms and conditions apply to all projects carried out unless specific exclusions or exceptions are given to the client in writing.
In these Terms and Conditions, the words ‘MHF Creative’ ‘MHF’ ‘we’ ‘us’ ‘our’ and ‘ours’ refer to MHF Creative Limited, a UK registered limited liability company.
The words ‘client’ and ‘customer’ refer to the party who commissioned and/or funded the work and any person or organisation acting on their behalf.
These Terms and Conditions apply to all photo, graphic, video and associated audio product created by MHF Creative, including all moving and still images and sound recordings of whatever form.
Acceptance of a proposal, quotation and/or issue of a purchase order from the client, is acceptance and agreement of the Terms and Conditions stated below, which forms the contract between MHF Creative and the client.
All work undertaken will be as per the agreed to quotation. The quotation will detail the scope of work, estimated timeframe, deliverables, and any associated costs.
It is the Client’s responsibility to ensure that the quotation is thoroughly read and understood prior to booking. Any amendments or additional work will be subject to additional costs and will only be undertaken once agreed upon by both parties.
A standard day of work is 8 hours of crew time on-set or at location (including lunch and breaks but excluding travel time). Any additional work required by the project or client may be subject to additional costs.
MHF Creative reserves the right to revise the quotation should there be any changes to the project scope or requirements. The revised quotation will be provided to the Client for approval prior to proceeding with any additional work.
Unless otherwise stated in the quotation, all expenses will be invoiced in the final invoice.
Costs associated with the project will be discussed during initial consultations/meetings with MHF Creative. Costs may be estimated and inferred during these discussions, but the final accepted quote and its deliverables will reflect the actual cost of production. The costs will depend on the type and length of the production, as well as the time spent on pre-production, production, and post-production. Any changes in these areas during the production may result in additional costs, which will be notified, agreed upon in writing, and charged accordingly to the client. All expenses related to the agreed project, such as travel, mileage, hotels, subsistence, messenger services, postage, overseas telephone charges, color photocopying, photography and prints, disc or tape duplications, creation of audio and video streaming files, and similar items will be invoiced to the client on the final invoice for the project.
MHF Creative requires clients to pay a non-refundable deposit of 50% of the estimated project cost before any work can begin. This deposit will be used to cover initial costs associated with pre-production planning, including but not limited to script development, storyboarding, location scouting, casting, and equipment rental. This deposit may also be used to cover other expenses necessary to initiate the project. The deposit does not guarantee the final cost of the project, nor does it cover the entire cost of the project.
The deposit of 50% of the estimated project cost is non-refundable and will be forfeited in the event that the client cancels the project or changes the scope of work after work has commenced. The deposit will be applied towards the final invoice for the project, which will be based on the actual time spent and expenses incurred during the course of the project. It should be noted that the deposit is not meant to cover the entire cost of the project and does not guarantee the final cost. Instead, it is intended to cover initial costs associated with the project, such as pre-production planning, equipment rental, and other expenses.
The Client acknowledges and agrees that they are solely responsible for obtaining all necessary permissions, clearances, licenses, and releases required for the use of any copyrighted materials, intellectual property, trademarks, branding, sound recordings, images, or other proprietary materials in connection with the production of the final video product by MHF Creative.
MHF Creative shall have no liability or responsibility for any delays or failures to deliver the final product caused by any such unauthorized use of intellectual property or proprietary materials by the Client.
The Client shall indemnify and hold MHF Creative harmless from any and all claims, liabilities, damages, expenses, or costs (including legal fees) arising from or related to the use of any such unauthorized materials, without limitation in time.
In the event that the Client provides any copyrighted or proprietary materials for incorporation into the final product, the Client warrants and represents that they have obtained all necessary permissions, clearances, and licenses from the original copyright owner or material provider, and that such materials do not infringe upon any third-party rights.
MHF Creative shall not be responsible for any infringement or violation of any intellectual property rights or proprietary materials contained in the Client-provided materials, and the Client shall fully indemnify and hold MHF Creative harmless from any such infringement or violation.
Furthermore, in the case of animations or videos with storyboards, the Client acknowledges that the final storyboards must be approved and signed off by the Client before production work begins. Any changes to the storyboard structure after approval may incur additional charges.
By agreeing to this Intellectual Property Rights and Storyboard Agreement, the Client acknowledges that they have read and understood all of the terms and conditions contained herein and agree to be bound by them.
All works undertaken will be as per the agreed to quotation. It is the Client’s responsibility to ensure that this is thoroughly read and understood prior to booking. Any amendments or additional days filming will be charged at our current daily rates.
A standard filming day is 8 hours of crew time on-set or at location (including lunch and breaks but excluding travel time). Any additional overtime required by the project or client on the filming day may be subject to additional costs.
Clear access for video and sound capture shall be arranged and managed by the Client. If filming venues are being organised by the Client, it is the Clients responsibility to ensure that our production crew and supporting personnel have clear access to all relevant locations and contributors required. Delays in production as a result of inadequate access or facilities may incur additional charges.
MHF Creative takes Health & Safety matters seriously and we reserve the right in all instances to remove any of our personnel and/or equipment from a location if we deem it to be unsafe or if our crew are subjected to abusive or aggressive behaviour. In such circumstances the Client will be fully liable for any costs incurred or subsequently arising as a result. MHF Creative will observe the site safety rules at all times and will liaise with the appropriate contact outlined by the Client.
Additional content requested by the Client that was not included in the original agreed scope of work will be subject to additional charges. MHF Creative will provide the Client with a new quotation for the additional content and no work will commence until the Client approves and signs the new quotation. Any amendments to the new quotation must also be approved in writing by the Client prior to work commencing. The additional content will be invoiced separately to the original project and will be subject to the same terms and conditions as outlined in the original agreement.
MHF Creative will maintain all necessary insurance policies including public liability and professional indemnity insurance to cover its activities in relation to the provision of video production services. The Client is responsible for obtaining and maintaining its own insurance coverage for any property, equipment or personnel that is required for the project. The Client shall indemnify and hold harmless MHF Creative against any claims, damages, losses, liabilities, expenses or costs arising out of or in connection with any property, equipment or personnel owned or operated by the Client in connection with the project.
In the event of adverse weather conditions, MHF Creative reserves the right to reschedule any filming or production work. If the Client chooses to proceed with the filming or production work despite adverse weather conditions, any resulting delays or additional costs incurred will be the sole responsibility of the Client. In the event of inclement weather that occurs during the filming or production work, MHF Creative will assess the situation and may suspend or delay work until it is safe to continue. Any resulting additional costs incurred due to the adverse weather conditions will be the responsibility of the Client.
If the client causes a delay in the production timeline, MHF Creative will not be held liable for any additional costs, expenses or losses incurred as a result. The client shall be responsible for any delay and shall use all reasonable endeavors to ensure that the agreed timeline is maintained.
If the client delay results in MHF Creative being unable to complete the work, MHF Creative shall be entitled to issue an invoice for work already completed and for all expenses incurred up to the point of delay.
MHF Creative reserves the right to re-negotiate the delivery date if a delay caused by the client results in the original delivery date being impossible to achieve. In such instances, MHF Creative shall provide the client with a revised timeline and an estimate of any additional costs incurred.
If the delay is caused by adverse weather conditions or any other event outside of the client's control, MHF Creative will work with the client to minimize any additional costs and to complete the work as soon as reasonably possible. However, MHF Creative shall not be held liable for any additional costs, expenses or losses incurred as a result of such delay.
Post-production feedback is an essential part of the video production process, and we offer up to three rounds of reasonable amends within the agreed-upon project scope. Any further amends beyond these three rounds will be subject to additional charges at our current post-production day rate of £650.
It's important to note that any changes or additions requested by the client that fall outside the project scope agreed upon in the initial quotation will be considered out of scope and will require a new quote and agreement from both parties before any further work is carried out.
A round of amends is defined as reasonable changes or revisions to the video project that can be completed within a single feedback cycle. Reasonable changes may include minor adjustments to timing, pacing, or visual effects. Changes that require significant re-editing or additional filming may be deemed out of scope and will require a new agreement and quote.
If the client requests further changes or revisions after the final video has been delivered and approved by the client, any additional work required will be charged at the standard post-production day rate of £650. The scope of any additional work will be agreed upon by both parties in writing before work commences
We strive to provide the highest quality video production services to our clients and appreciate your understanding and cooperation in adhering to these terms.
Any indication given by MHF Creative of a project’s duration is to be considered by the customer to be an estimation. MHF Creative will do everything possible to meet specific deadlines, providing there is clear communication, prompt payment and regular feedback from the client. In all cases our liability will be limited to the agreed total cost of the project, less any costs incurred by us for any work already done on the project provided such work is within the agreed quote.
Any contract requiring MHF Creative 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 with MHF Creative, its servants or agents, as necessary. MHF Creative will not under any circumstances be responsible for any loss, damage or costs arising from the late, erroneous, or non-delivery of the product.
As a video production company, MHF Creative is committed to upholding copyright laws and respecting ownership of all materials used in our client projects.
Where the Client provides any material, including logos, images, trademarks, footage and audio, it is the responsibility of the Client to obtain the necessary permissions in advance from the original copyright holder. By agreeing to these terms and conditions, the Client hereby indemnifies MHF Creative against any claims, disputes, expenses, or similar that may arise from breaching any copyright laws or pre-existing terms and conditions attributed to the material.
MHF Creative retains all rights to the usage of footage captured during the production of any client-commissioned project. However, as part of our video production service, we will grant a time-unlimited license for use of that footage to the Client subject always to the following express condition:
“MHF Creative retains all copyright over any content we produce. A usage license grants the Client permission to use the content in the state in which we provide it to the Client. Permission is not granted to re-edit, copy, or alter the content in any way."
We reserve the right to use any footage and related files from any client-commissioned project in our showreels and for other promotional purposes.
MHF Creative assigns to the Client a license to use the video production in its complete delivered form only. We do not give permission for any material to be altered, edited, or used as part of another production, unless this is expressly agreed in writing.
Provided that all payments due to us from the Client have been received as cleared funds in our bank account, and provided that the Client is not in breach of anything contained in these Terms and Conditions, the Client is granted a perpetual usage license relating to the video material in its delivered form. Until all payments are made in full, the copyright and ownership of all edits and material shot or created remain the full copyright and ownership of MHF Creative Ltd. Any material published that has not been fully paid for will be copyright-claimed by MHF Creative to the publishing platform.
We retain the right to use any of our copyright material for any legal purpose, including its use within projects for other clients, unless (a) we have granted an exclusive license to any Client or (b) the material contains trademarks or specific intellectual or imagery copyrighted by the Client.
Once a Client approves a project as complete and satisfactory in writing, it will be publicly released by MHF Creative and the Client. Clients are not permitted to release any form of preview or work-in-progress content to the public or their end-user.
By publishing a video into the public domain, the Client assumes that it is acceptable for any talent featured in the video, including voiceover artists, contributors, actors, and presenters, to use and publicize their appearance in the video for the purpose of the talent’s own showreel and marketing use (in whole or part use).
As part of our video production service, MHF Creative reserves the right to add a visible or invisible watermark to any content produced for the Client. The watermark may include our company name, logo or any other identifying information. The purpose of the watermark is to protect our intellectual property and prevent unauthorized use of the content. The watermark will not be removed by us unless prior written permission is granted by MHF Creative. If the Client wishes to remove the watermark, this must be requested in writing and a fee may be charged at our discretion. The Client acknowledges that the presence of the watermark does not affect their rights to use the content in accordance with the agreed usage license.
Rushes (all filmed footage) are not supplied to the client as standard. Rushes/video files can be supplied for an additional fee of 30% of the final cost of the video project quoted + VAT (plus the cost of a hard drive and postage).
Electronic project files (for editing, motion graphics and other associated audio and visual works) remain the property of MHF Creative Productions, and copies will be given over to client at the discretion of MHF Creative. Copies of footage can be requested by clients, but this does not mean that project files will be transferred over by default.
Rushes can be supplied WITH edit project files / edit timelines for a further fee (plus cost of hard drive and postage), which includes the transfer of MHF Creative’s intellectual property rights on the timeline sequences.
Unless otherwise stated, our payment schedule for projects is as follows.
50% of total project value deposit, paid on receipt of invoice following agreement to quote. Which is non-refundable.
Your production is not secured and booked in until this deposit payment clears in MHF Creative Ltd’s bank account or a Purchase Order or similar document has been raised and shared with us.
25% once all filming has been completed and 25% upon final delivery of all signed off content.
In the case of animation projects the project is payable with a 50% deposit and 50% upon final delivery of all signed of content.
Our payment terms are strictly 30 days from date of invoice and in the event of an order being confirmed the Client accepts these terms.
Where feasible, deposit payments are to be processed as soon as possible, if for accounting reasons this is not possible, they are subject to the same strict 30-day terms. Your production is not secured and booked in until this deposit payment clears in MHF Creative Ltd’s bank account.
We reserve the right to charge further interest and late payment fees on all overdue invoices as set out under the Late Payment of Commercial Debts (Interest) Act, 1998. E & OE.
We will exercise our statutory right to claim interest and compensation for debt recovery costs under the late payment legislation if we are not paid according to agreed credit terms.
After the invoice due date, a fee of 5% of invoice value will be added to the invoice for every working week until the invoice clears in MHF Creative Ltd’s bank account.
The Client shall be responsible for all collection or legal fees necessitated by late or
default in payment. MHF Creative reserves the right to withhold delivery and any granting or continuation of usage licence of any current work if accounts are not current or overdue invoices are not paid in full. All grants of any license to use our copyright material under this Agreement are conditional upon receipt of payment in full which shall be inclusive of any and all outstanding additional costs, taxes, expenses, and fees, charges or the costs of administration of changes.
The Client may be required to pay a retainer fee in advance to secure the services of the Video Production Company for future projects. The specific amount of the retainer fee will be negotiated between the parties and will depend on various factors such as the scope and duration of the anticipated projects, the experience and reputation of the Video Production Company, and the prevailing market rates for similar services.
The retainer fee will be held by the Video Production Company in a special account and used to cover costs and expenses associated with future projects as they are agreed upon between the parties. The retainer fee may be non-refundable and will be credited towards the cost of the actual projects as they are completed.
If the Client fails to proceed with the anticipated projects after paying the retainer fee, the Video Production Company may retain the fee as compensation for reserving its services and declining other opportunities.
MHF Creative 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. Should such a submission occur, the client will be advised which information was deemed unsuitable and requested to amend the information. If the client can show good reason to use the “unsuitable” information, its inclusion may be considered.
MHF Creative cannot be held liable to any party for any errors on any medium after the client has agreed in writing that the content is correct and accurate and should be posted, published or broadcast.
The client may terminate the contract at any time by written notice of termination, and on settlement of account. When the client terminates the contract, they will remain liable to pay in full for all work previously undertaken and in progress by MHF Creative unless any other written agreement is reached in advance.
In the event of a cancellation of this contract the following fee policy will apply.
More than 15 days prior to work beginning – 25% of total fees will be due and payable.
Less than 15 days prior to work beginning – 50% of total fees will be due and payable.
Less than 5 days prior to work beginning – 100% of total fees will be due and payable.
All Terms and Conditions stated within this document are deemed acceptable to the Client upon receipt of a confirmed order or instruction to proceed given by any means. Including but not limited to: the provision of Purchase Order; written or verbal acceptance of a quote; instruction to book out the studio calendar; and processing of the deposit invoice. This document shall be taken as an agreement between the Client and MHF Creative under UK law.
