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Event Videography Deposit & Cancellation Agreement

This Agreement is entered into by and between the Videographer and the Client for professional videography services for the specific event detailed below.

1. Event Date Reservation & Booking Fee

To secure the Event Date on the Videographer's calendar, the Client must sign this Agreement and submit a non-refundable Reservation Fee (Deposit) equal to [Insert Deposit Percentage, e.g., 40%] of the total contract value. No dates are held or guaranteed until both the signed Agreement and cleared payment are completed through the MicroFreelanceHub system.

2. Non-Refundable Deposit (Liquidated Damages)

The Client acknowledges and agrees that the Reservation Fee is entirely non-refundable. This fee represents the liquidation of damages the Videographer suffers by removing the Event Date from the market, declining other production opportunities, and undertaking upfront administrative and crew planning.

3. Cancellation Terms and sliding Scale Fees

If the Client cancels the scheduled event, the following payment schedules apply to compensate for lost opportunities and sunk preparation costs:

• Cancellation 31 or more days prior to the Event: Client forfeits the initial Reservation Fee but is released from paying the remaining balance.
• Cancellation 15 to 30 days prior to the Event: Client forfeits the Reservation Fee and is liable for an additional 25% of the remaining production balance.
• Cancellation 14 days or less prior to the Event: Client is liable for 100% of the total contract value, as the Videographer cannot reasonably re-book the production calendar on short notice.

4. Rescheduling Policies

If the Client requests to reschedule the Event Date, the request must be submitted in writing at least 14 days prior to the original date. Rescheduling is subject to the following rules:

• Rescheduling is strictly subject to the Videographer's availability. If the Videographer is unavailable for the new date, the contract is treated as Canceled by the Client.
• Approved reschedules incur a 15% administrative re-booking fee to cover scheduling adjustments and crew coordination.
• The Client must reimburse the Videographer for any non-refundable costs already incurred for the original date, including gear rentals and crew holding fees.

5. Client Responsibilities & Venue Rules

The Client is solely responsible for obtaining all necessary permissions, permits, and access rights for the Videographer to record at the event venue. This includes:

• Ensuring the venue permits professional tripods, lighting, audio recorders, and drones (if applicable).
• Providing access to safe, dedicated power outlets for gear charging and lights.
• Submitting a finalized event timeline to the Videographer at least 7 days prior to production.

Failure of the venue to permit filming or provide access does not excuse the Client from their complete payment obligations under this Agreement.

6. Final Payment and Delivery Milestones

To protect the creative post-production process, payments and approvals are structured as follows:

• Production Balance: The remaining balance of the event cost must be paid in full at least 14 days prior to the Event Date. The Videographer will not perform services if this balance remains unpaid.
• Creative Approvals & Final Delivery: Low-resolution, watermarked preview drafts will be delivered for Client approval. High-resolution master video files, raw footage, and final highlight reels will only be unlocked and delivered once the final post-production payment link has cleared.