Terms

These terms apply to work booked with Aspect Ratio Studio (“we”, “us”), St James House, Vicar Lane, Sheffield S1 2EX. By confirming a booking, paying a deposit, or sending a brief you accept them.

1. What we do

We provide studio facilities, operators, direction and post-production for podcasts, commercial film and related work. The scope of each job is set out in the quote or retainer we send you. If it is not on that document, it is not included.

2. Quotes and booking

Quotes are valid for 30 days unless we say otherwise. A date is held when you accept the quote in writing and pay the invoice or any deposit agreed beforehand.

We do not publish a public rate card. Prices are scoped to the series, the film, or the hire.

3. Payment

• Any deposits requested are due as stated on the invoice and are non-refundable once a date is reserved, except where the Studio is responsible for the cancellation.
• Session and hire fees are due before the shoot day unless we have agreed terms separately in writing. Sessions will be automatically cancelled 24 hours before the session start time if any outstanding payment is not made and any deposits made to secure that session will not be refunded.
• Editing and post-production are invoiced separately unless the quote says they are bundled.
• Retainers are billed monthly in advance.
• Overdue invoices may pause delivery of files and future dates.

4. Sessions and studio use

You (and anyone you bring) must follow direction on set and treat the rooms, kit and other clients with care. Damage beyond fair wear and tear is charged at repair or replacement cost. A damage waiver form must be signed by the customer (including on behalf of any guests that accompany them) before the session commences.

Dry hire means the room and the lights that are already in it. It does not include cameras, operators, edit, or our creative direction unless the quote says so.

We may refuse or stop a session if health and safety, insurance, or the law requires it.

Everyone on site is expected to treat staff and the rooms with ordinary courtesy. If that does not happen, we can stop the session. That call sits with the studio. Fees for a session we stop for conduct are still payable.

We can stop a session if what is being made is illegal, or if we reasonably judge it to be hateful. That call sits with the studio. No refund is due in that case.

5. Editing

An edit is only part of the job if the quote includes it. Files-only delivery means labelled camera and sound media. Picture lock, grade, sound mix, titles and cutdowns are extra lines.

Two rounds of reasonable amends are included on quoted edits unless we specify more. Further rounds are charged (excludes any technical errors made by the Studio).

6. Cancellation and moving dates

• More than 7 days before the session: deposit kept; we will try to move the date where possible.
• 7 days or fewer: the session fee is payable unless we can fill the slot, unless the Studio agrees otherwise.
• If we cancel, you get a new date or a refund of sums paid for that session.

Retainers: notice to pause or end is one full billing month unless the retainer says otherwise.

7. What you supply

Scripts, logos, guests and locations (unless agreed otherwise) are your responsibility. You confirm you have the right to use them on camera and in the finished work. Any sound effects, music, b-roll footage, images or other assets supplied by the client to the Studio for use in the editing process are the responsibility of the client, who must either have permission to use them through a licence or written permission, or not be subject to copyright. In such cases the Studio will not be held repsonsible for any claims made against the client by the content owner.

8. Intellectual property

We own the copyright in the footage and the edit until you have paid the invoice in full. On payment permission to use the finished work for the purpose stated in the quote (usually your brand channels and paid media) is granted by the Studio. That licence is exclusive for that purpose unless we agree otherwise, applies only to the final files suppied to the client. The original footage and audio files captured by the Studio remains the property of the Studio unless agreed otherwise. This does not apply if the client chooses to recieve the original footage and audio files and does not choose editing.

We may use short extracts, stills and behind-the-scenes for our own showreel and site unless you tell us in writing before the shoot that the job is confidential.

Raw rushes stay with us unless the quote includes a rush hand-over.

9. Confidentiality

We will not share your unpublished work or brief with a third party except our operators and editors on the job, or where the law requires it.

10. Liability

We carry public liability insurance for the studio. We are not liable for loss of profit, lost bookings, or data on devices you bring. Our total liability for a job is limited to the fees you paid us for that job, except where the law does not allow a limit (including death or personal injury caused by our negligence).

You should insure kit you bring and any high-value props.

11. Files and storage

We keep project files for 30 days after delivery. After that we may delete them unless a retainer or archive fee is in place.

12. Law

These terms are governed by the law of England and Wales. The courts of England and Wales have jurisdiction.

13. Contact

Aspect Ratio Studio, St James House, Vicar Lane, Sheffield S1 2EX
info@aspectratiostudio.com · 07950 161062