Agreement Content

# R2A VISUAL Service Agreement

This agreement is entered into as of the date signed below, by and between the Client and R2A VISUAL.

1. Scope of Work & Media Day Protocols

• Session Timing: Services are booked in set blocks (1-Hour, 2-hour, 4-hour, or Full-Day). The "clock" begins at the scheduled start time; delays caused by the Client or participants will not extend the session end time.

• Media Day Logistics: For athletic or corporate media days, the Client is responsible for providing a finalized roster/schedule 48 hours prior to the event. R2A VISUALS is not responsible for missing subjects due to late arrivals or roster changes on the day of the event.

• Deliverables: The scope defines the specific number of final edited images or video reel lengths. Raw files are considered the property of R2A VISUALS and are not included in the standard delivery unless otherwise negotiated.

• Overtime: Any shooting exceeding the agreed timeframe will be billed at our current hourly rate.

• Equipment & Fees: Specialized equipment (e.g., lighting rigs, drones, audio gear), additional personnel (second shooters/assistants), and travel fees are billed as separate line items.

• Revisions: One round of minor post-production revisions is included. Additional rounds or changes to the original creative direction will incur a $150 revision fee per occurrence.

  
  

2. Payment & Deposit

• Reservation: A 30% non-refundable deposit is required to secure the date and time on our calendar.

• Final Balance: All remaining balances must be settled in full on or before the day of the shoot/event. Final media will not be released until the balance is cleared.

  
  

3. Cancellation & Rescheduling

• Cancellation: Cancellation by the Client results in the forfeiture of the deposit. Cancellations made within 7 days of the scheduled shoot may result in a charge for the full project fee.

• Rescheduling: One rescheduling request is permitted without penalty if made at least 7 days prior to the date. Requests made within the 7-day window may incur a rescheduling fee.

• Force Majeure: In the event of natural disasters, severe weather, or unforeseen technical failures, R2A VISUALS will work with the Client to reschedule without further liability.

  
  

4. Copyright & Usage Rights

• Ownership: R2A VISUALS retains primary ownership and copyright of all raw and edited media.

• Portfolio Use: R2A VISUALS reserves the right to use any captured media for promotional purposes, including portfolios and social media, unless a formal non-disclosure agreement (NDA) is signed prior to the shoot.

• Client License: Upon final payment, the Client is granted usage rights for the delivered products for personal or internal business use. Commercial licensing for third-party advertising must be defined per project.

  
  

5. Client Responsibilities

• Access & Permissions: The Client must secure all necessary permits, licenses, and property releases for filming locations.

• Subject Releases: It is the Client's responsibility to ensure that all individuals (or guardians of minors) featured in the media have authorized the capture of their likeness.

• Environment: For Media Days, the Client must ensure the designated space is cleared and ready for equipment setup at least 30 minutes prior to the start time.

  
  

6. Limitation of Liability

• In the unlikely event of technical failure, equipment malfunction, or data loss, the liability of R2A VISUALS is limited to the return of fees paid, less any non-recoverable expenses already incurred.

• R2A VISUALS is not liable for any indirect or consequential damages resulting from the use or delivery of the media.

  
  

7. Communication & Availability

• Professional correspondence is conducted during standard business hours.

• After-Hours: Messages or calls received after 6:00 PM or on Sundays will be addressed the following business morning.

  
  

8. Governing Law & Dispute Resolution

• This agreement is governed by the laws of the State of New Jersey.

• The parties agree to first attempt to resolve any disputes through good-faith negotiation. Unresolved disputes shall be submitted to binding arbitration in accordance with the rules of the American Arbitration Association (AAA).

9. Digital Delivery & Expiration

• Client Responsibility: It is the Client’s sole responsibility to download and backup all files before the 30-day expiration.

• Re-hosting Fee: Should the Client require the gallery to be re-uploaded or extended after expiration, a $50.00 administrative fee will apply per request, subject to file availability.

  
  

10. Entire Agreement

• This document, along with the attached proposal, constitutes the entire agreement between the Client and R2A VISUALS, superseding all prior verbal or written understandings.

• Acceptance: By submitting a deposit or signing this agreement, the Client confirms they have read, understood, and agreed to all terms listed above.