Outset Studios – Terms & Conditions
Overview
By accepting a proposal or quote from Outset Studios, you agree to the terms and conditions outlined below.
Once you’ve accepted the proposal via email, we’ll issue a 50% non-refundable booking fee invoice. When payment is received, your shoot dates will be locked in and pre-production will begin.
We’ll collaborate closely with you during pre-production, and your prompt communication is essential to keep things on track. If we’re unable to reach you or experience extended delays, additional costs may apply (see below for details).
Extra filming, editing, or travel outside of what’s outlined in the proposal may incur additional charges. To ensure clarity and efficiency, please nominate one team member as your main point of contact for feedback and approvals.
If you need to cancel or reschedule a shoot, please read the relevant section below as fees may apply.
Our typical timeline is as follows:
- Two weeks for pre-production
- One week prior to the shoot: Creative brief due
- Two weeks post-shoot: Preview edit delivered for feedback
- One week post-feedback: Final edit and invoice issued
- Upon final payment: High-resolution files delivered
Proposals & Quotes
By accepting a proposal or quote from Outset Studios, you agree to the terms and conditions outlined here. All creative direction, production timing, and fees remain as specified in the approved proposal. Creative feedback or subjective opinion does not alter these terms.
Quotes are valid until the expiry date stated. After that date, Outset Studios reserves the right to:
- Cancel or reissue the proposal
- Adjust pricing
- Amend availability and scheduling
Pre-Production & Production
Outset Studios will commence pre-production once:
- The proposal has been accepted via email
- A 50% non-refundable booking fee has been invoiced and paid
- Shoot dates are agreed upon
All production dates must be confirmed within seven days of payment.
If your shoot is planned outside of standard business hours (9am–5pm, Monday–Friday), please advise us prior to quoting. Additional fees may apply for after-hours or weekend shoots.
You are responsible for arranging shoot locations, talent, and props unless otherwise agreed upon. Should Outset Studios be required to coordinate these elements, a sourcing fee of $120 + GST per hour applies.
Additional charges:
- Extra filming: $250 + GST per hour
- Extra editing: $180 + GST per hour
- Travel outside the Mudgee region: $0.99/km + GST plus travel time
- Accommodation, airfares, or other travel costs will be discussed as needed
- Parking costs will be added to your final invoice
Communication
To maintain efficiency, please nominate a single primary contact within your organisation. This person will be responsible for consolidating all feedback and approvals.
All feedback should be provided clearly in one email or through the designated feedback platform (e.g., Frame.io or Vimeo). Multiple feedback rounds or unclear instructions may incur additional editing charges.
We expect timely responses (within three business days) during all phases of production.
Rescheduling & Cancellations
Client-Initiated Changes
If you need to reschedule:
- Provide at least 5 business days’ notice. You’ll be responsible for any non-refundable expenses already incurred (e.g., travel or equipment hire).
- Less than 5 business days’ notice: $65 + GST per scheduled shoot hour applies.
- Less than 24 hours’ notice: $180 + GST per scheduled shoot hour applies.
If you cancel the project entirely:
- The booking fee is non-refundable.
- Cancellations within 5 business days of the shoot incur a 10% cancellation fee (in addition to the booking fee).
- If production or post-production has started, the full project fee remains payable.
- Raw footage and unfinished materials remain the property of Outset Studios.
Weather
We monitor weather conditions leading up to shoots. If you wish to postpone due to weather, notice must be given by:
- 5:00pm the day prior for morning shoots
- 9:00am on the day for afternoon shoots
Normal rescheduling policies apply.
Outset Studios Cancellations
If we must reschedule, we’ll find a suitable alternative date at no cost to you.
If we must cancel entirely, your booking fee will be refunded in full.
Project Delays
We ask that all projects move into production within 12 months of the booking fee payment. Projects delayed beyond this period may incur a $650 per month holding fee until the project is completed.
If production is paused by the client or due to non-payment, a $350 + GST recommencement fee applies when work resumes.
Post-Production & Feedback
A preview edit will be delivered within 14 days of the final shoot day. Subsequent edits will be delivered within 7 days of receiving your feedback.
You have 7 days to provide consolidated feedback after each delivery. Delays in feedback may impact delivery timelines.
Changes beyond what’s included in the agreed edit allocation will incur additional editing fees.
Final Payment
Final payment is required before delivery of the high-resolution files.
Full payment must be received within 60 days of production commencement or prior to delivery—whichever comes first.
Late payments incur:
- 10% late fee if overdue past the invoice due date
- Additional 10% every 7 days thereafter
All content remains the property of Outset Studios until payment is made in full.
Content Usage
Outset Studios retains ownership of all raw footage, photographs, and project files unless otherwise agreed in writing.
You are granted a full, unrestricted licence to use the final delivered assets once full payment is received.
You may not alter, re-edit, or redistribute the content without written approval from Outset Studios.
Copyright & Licensing
You are responsible for ensuring any assets you provide (music, logos, imagery, etc.) are properly licensed and cleared for use.
Outset Studios warrants that all materials we source for your project are appropriately licensed.
Copyright for the final product remains with Outset Studios until full payment is received. After payment, you hold a perpetual licence for use across all platforms.
Promotional Use
Outset Studios reserves the right to use completed work for portfolio, social media, and promotional purposes unless confidentiality has been requested in writing.
Talent & Location Permissions
You are responsible for securing all required filming permissions, releases, and location access. We strongly recommend using a talent release form for all on-camera participants. Outset Studios is not liable for any fines or access issues resulting from missing permits.
Photography
Our photography services focus on quality over quantity. While the average delivery is 50–100 images per shooting hour, the final number may vary.
All photography is delivered digitally within 14 days of the shoot. Extensive retouching (e.g., body or skin modification) is not included unless specified and will incur additional fees.
Definitions
Total Project Fee – The total cost of your project, including any approved extras or additional work.
Final Project Fee – The final amount due prior to delivery.
Booking Fee – The 50% non-refundable deposit required to confirm your booking.
Proposal – A detailed project outline and cost estimate provided by Outset Studios.
Outset Studios
Mudgee, NSW