TERMS OF SERVICE
By hiring School Shine, Client agrees to the following Terms of Service:
Payment
The Client must pay the first installment of the retainer in full before any work will commence. Project charges will be applied against the retainer until expended. If the retainer is expended, projects will not continue until the Client deposits additional funds with School Shine or negotiates a new retainer. Retainers and additional funds are considered fully earned and non-refundable. Unused funds may be carried over for a maximum of 1 month past the contract end date; it is incumbent upon Client to utilize their funds by commissioning projects. School Shine accepts all major forms of payment including check, ACH, wire transfer, and credit card. Clients will be charged a 3% processing fee when paying via credit card. Clients are responsible to pay any additional fees associated with the payment method of their choice. Payments to School Shine are considered fully earned and non-refundable.
Rates
A Standard School Shine Production Day includes a maximum of 4 hours of consulting and pre-production, a maximum of 8 hours of production (including load-in, load-out and travel time to and from School Shine’s offices in Pasadena, CA), and a maximum of 16 hours of post-production and final delivery. Hours begin at pre-agreed meeting time. Additional work will be charged in accordance with School Shine’s Add-Ons pricing (listed below).
Quotes
The size and scope of each video project will be agreed upon during the preproduction phase of each project, and School Shine will provide a quote to the Client for any additional expected fees should the project fall beyond the scope of a standard basic School Shine video. The Client must approve the quote before School Shine will proceed with the project.
Standard Production Days
School Shine’s Standard Production Days are designed to include all standard services in the video production process. This includes up-to the following, as called for by the needs of the project:
PRE PRODUCTION
Content Strategy
Creative Scripting
Personnel Scheduling
Equipment Preparation
PRODUCTION EQUIPMENT
Up-To Three (3) Camera Bodies
Art Lenses
Premium Lighting
Up-To Three (3) Pro-Grade Audio
PERSONNEL
Producer
Director
Cinematographer
Gaffer/Audio Swing
Post Production Supervisor
Video Editor
POST PRODUCTION
Data Management
Editing
Color Correction (basic)
Audio Mixing (basic)
Basic Text Cards (Up-to 10 per Standard Production Day)
Music Licensing (from School Shine’s preferred licensing sources)
Stock Footage (from School Shine’s preferred licensing sources)
2 Rounds of Change Orders
Primary Deliverable Format
Standard Client Touch Point Calls
Every School Shine project includes the following touch points within the flat-rate filming day price, as needed:
One (1) “20-minute Mastermind” call: Up-to 1 hour in length
One (1) “Script Review” call, up-to 30 minutes in length
One (1) “Final Pre-Production” call, up to 30 minutes in length
One (1) “Edit Review” call, up-to 30 minutes in length
All touch point calls will be taken with your project’s Producer, unless at the discretion of the Producer.
Additional touch point calls outside of School Shine’s Standard Client Touch Point Calls are available at a fee of $75/hr.
Add-Ons
The base price of a School Shine filming day includes the essential ingredients that all video production projects need. School Shine also offers additional services that may be added to your School Shine projects, available for an “Add-on” cost. School Shine add-on services and criteria are as follows:
Expedited Pre-Production
Expedited Post-Production
Additional Filming Day Hours
Additional production hours may be recommended to reduce the amount of filming days needed to capture the footage that is needed for your video project
Additional production hours may be required to accomplish the needs of the project in the amount of filming days requested by the client
Two additional production hours are required for projects where School Shine is executing a pre-written script, treatment or concept provided by the client, except at the discretion of the project’s Producer
Storyboarding
Storyboards are required when a project involves custom animation, visual effects, or detailed visual compositing.
Transportation Costs (mileage + commute time)
Parking Costs
Equipment Rentals
School Shine owns all equipment needed for almost all projects we creatively pitch. Additional or specialized equipment may be rented to meet the specific needs of your project.
Location Rentals
Talent Casting & Day Rates
Additional Meals (beyond base project personnel)
Production Design & Props
Required whenever your video includes specific props or décor
Food Production Design & Props
Recommended whenever dishes of food will be seen in your video
Required whenever dishes of food will a main focus of your video
Wardrobe Specialist
Recommended when your filming day involves talent for a polished commercial-style project
Required when your video calls for specific articles of clothing
Assistant Director
An Assistant Director is required whenever a filming day has an exceptionally tight production schedule.
1st Assistant Camera
Required whenever a filming day involves three or more cameras
Required whenever a filming day involves live focus-pulling
Required whenever a filming day involves multiple camera setups
Required whenever a filming day involves a Steadicam
Additional Camera Operator
An additional Camera Operator is required whenever a filming day involves two or more cameras
An additional Camera Operator is required whenever a filming day involves a camera dolly
Audio Engineer
Recommended for maximum audio quality
Recommended for high-stakes video content
Required whenever a filming day involves multiple audio setups
Required whenever a filming day involves multiple simultaneous speakers
Required whenever a filming day involves long-form A-roll
Required whenever a filming day requires a lavalier microphone
Hair & Makeup
Recommended whenever your filming day involves extensive interviewing
Recommended whenever your filming day involves hired talent
Highly recommended whenever your project is in a polished, commercial style
Production Assistant
A Production Assistant is required whenever filming on location
A Production Assistant is required whenever a project involves Production Design
Set Coordinator
A Set Coordinator is required whenever your filming day involves hired talent
Grip
A Grip is required whenever your filming day has multiple lighting setups
A Grip is required whenever your filming day involves large lighting setups
A Grip is required whenever your filming day involves a rushed production schedule
Two Grips are required whenever your filming day involves multiple lighting setups on a rushed production schedule
Steadicam Operator
Additional Editing Change Orders
Additional Video Edits
Additional Video Lengths
Raw Footage Transfer
Altered Versions of Videos
File Conversions
Visual Effects Touch-Ups
Blurring Screen/Logos/Faces
Premium Motion Graphics
Custom Animation
Professional Voice Over
Captions & Subtitles
Foreign Language Translation
Client must pay Standard Estimated Add-on costs for services (such as location rentals, talent booking, equipment rentals) before School Shine will begin securing those services for the project. School Shine will either bill or reimburse the difference of the estimated and actual costs once actual costs are incurred.
Logistics
Client agrees to limit production to one address location per Production Day, unless allowed under the discretion of School Shine. Client defers completely to School Shine’s discretion to approve all Production schedules required to produce the agreed upon deliverables.
Parking
Client is responsible for providing legal and dedicated parking spots for School Shine personnel in close proximity to filming sites. Parking logistics must be communicated with the School Shine project Producer at least 24 hours before arrival. In the event that School Shine receives parking citations, towing fees or other expenses due to parking in designated spots, these costs will be billed to Client following the filming day.
Communication
Client must designate a single, district-level point of contact for all communication and project approvals.
A secondary point of contact may be designated should the primary be unavailable. School Shine must be advised immediately of any changes to the primary point of contact. School Shine is not responsible for any errors in communication caused by the Client's failure to notify School Shine of a change in contact, or internal miscommunications on the part of the Client.
All phone calls, video calls, and in person meetings must be scheduled and approved ahead of time. School Shine personnel are not available for unscheduled calls and meetings.
School Shine is only available for scheduled calls and meetings, as well as project work, between the hours of 9am and 5pm, Monday through Friday.
Email communication and phone calls under fifteen minutes between Client and School Shine to discuss projects will not count against any project hours.
Cancellations and Postponement
At School Shine, we understand that plans change that require our Clients to reschedule their production days with us. Because our productions require us to secure the availability of crew, equipment and other resources ahead of time, cancellations & rescheduling of shoots are very costly on our end. As such, our standard cancellation policy is as follows:
Client will be charged the following fees :
If production is canceled or rescheduled within 14 days of the start of production - 10% of the project total
If production is canceled or rescheduled within 7 days of the start of production - 25% of the project total
If production is canceled or rescheduled within 48 hours of the start of production - 50% of the project total
A project is officially “scheduled“, “canceled” or “rescheduled” once the request has been made by the Client via email, text, phone, video call, or in person.
Change Orders
Every School Shine project includes two (2) complete rounds of editing change orders. School Shine guarantees to make these changes to your satisfaction. Client understands that the following change requests may be subject to additional charges:
Change requests that increase the project scope beyond the details articulated in the project script/treatment
Changes requested after the initial two rounds of changes have been addressed by School Shine
Changes that require additional footage to be captured or acquired
Clients must submit their first round of changes within 2 weeks of receiving their video review link. If Client does not submit notes within two weeks, School Shine will assume the video delivered is fully approved by Client. Additional rounds of changes will then be available to Client at School Shine’s standard add-on fee.
Client Responsibilities
Client understands that School Shine and its staff are not employees, and that this will be a collaborative, professional relationship of equals where mutual professional respect, courtesy and consideration are expected. Due to the virtual nature of the relationship, Client understands the importance of communication, especially via email, and agrees to respond to questions, requests and communications from School Shine in a timely manner. Client understands that School Shine is a business with other clients to serve, and requires fair, realistic notice in order to attend to Client’s needs.
In order for a School Shine Production Date to be confirmed, all Pre-Production Tasks related to said Production Date (assigned to Client by School Shine) must be completed and approved by Client. Pre-Production Tasks may include:
Preliminary Creative Call
Review/Approval of Project Master Documents
Confirming logistical details
Additional tasks critical to the Production
Return of Records
Upon termination of this Agreement, School Shine shall deliver all records, notes, and data of any nature that are in School Shine’s possession or under School Shine’s control and that are Client’s property or relate to Client’s business.
Severability
If any provision of this Agreement shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable.
Waiver of Contractual Right
The failure of either party to enforce any provision of these Terms of Service shall not be construed as a waiver or limitation of that party’s right to subsequently enforce and compel strict compliance with every provision of this Agreement.
Use and Copyright
Client is entitled to unlimited use, may retain a copy of, and otherwise distribute all videos produced by School Shine for Client under this agreement for eternity. School Shine shall own the copyrights for every video produced by them for the Client. Further, Client owns the rights for unlimited use, storage, and distribution for all videos for any purpose for eternity.
Applicable Law
This Agreement shall be governed by the laws of the State of California.
For questions regarding these Terms of Service, please message Rob Wiltsey at rob@schoolshine.org.
