Carscenez Terms & Conditions of Service

Effective: 08/28/25
Applies to: All private client shoots (automotive videography/photography), business clients, and retainer clients for which Carscenez provides production services.

By booking a shoot with Carscenez and submitting payment information, you acknowledge that you have read, understand, and agree to the terms below. Charges applied under these terms will be invoiced and are due per the invoice terms.

1. Definitions

• Company / Carscenez: The videography/photography company providing services.
  
  

• Client: The person or entity who books and pays for services.
  
  

• Booking Date: The date the Client submits a completed booking form and pays the required deposit.
  
  

• Shoot Date: The scheduled date/time that the Company’s crew will be on site.
  
  

• Deposit / Booking Fee: The upfront payment required to reserve a Shoot Date.
  
  

• Workday / Day Rate: The day or half-day agreed upon in the quote or invoice. Hourly rates and overtime apply as defined below.
  
  

2. Booking, Deposit & Payment Terms

Deposit: The deposit varies depending on product, location, and client. The required deposit amount will be shown on the quote/invoice for each booking. The deposit secures crew, equipment, and vehicle/camera car (if applicable) for your scheduled day.

• Final Payment / Payment Terms:
  
  

  • Standard Projects (< $10,000): An initial invoice for the remaining balance (or full balance if no deposit was collected) will be issued on the date of the shoot. Clients may pay on-site at the time of the shoot by card, ACH, or cash; on-site payment satisfies the Client’s payment obligations. If the account remains unpaid at the time of editing completion, Carscenez will issue a Final Media Ready Invoice. If the Client has not paid in full prior to issuance of the Final Media Ready Invoice, the outstanding balance shall be due five (5) calendar days from that notice (Net 5). Final media will be released only after full payment has been received. Any alternative payment schedules or terms agreed to in writing between Carscenez and the Client shall take precedence over the standard terms set forth herein.

  • Comprehensive Projects (≥ $10,000): Payment schedules for large projects will be determined on a case-by-case basis. Carscenez and the Client will agree upon specific milestones, installment amounts, and due dates in writing prior to the commencement of work. No large project booking shall be considered confirmed, nor any work commenced, until such payment terms are agreed in writing. Final media and deliverables for large projects will be released only after full payment of all agreed installments has been received.
    

  • Retainer clients: Full retainer payment is due upfront at the start of each month for the month’s scheduled services.
    
    

• Invoices: Payment terms will be shown on each invoice. Late payments may incur a late fee (see section 12).
  
  

• No hold without deposit: We do not hold Shoot Dates without the deposit.

• Deposits are non-refundable except if Carscenez cancels and cannot offer a reschedule, in which case the deposit is refunded in full.
  
  

3. Cancellation & Rescheduling 

Cancellations or reschedules made more than 48 hours in advance are free of charge.

Private clients (booking from our private client menu):

• 24–48 hours prior:
  
  

  • Standard & Premium packages: $125 fee.
    
    

  • Flagship & Bespoke packages: $250 fee.
    
    

• Under 24 hours / Same day reschedule or cancellation:
  
  

  • Standard & Premium packages: $250 fee.
    
    

  • Flagship & Bespoke packages: $500 fee.
    
    

• Equipment rentals: For any reschedule/cancellation inside 48 hours, any third-party equipment rental costs already incurred will also be charged to the Client in addition to the amounts above.
  
  

Business clients (photos/video[s] outside of private-client menu):

• 24–48 hours prior: 25% of the total agreed project fee plus any rental/equipment costs.
  
  

• Under 24 hours / Same day: 50% of the total agreed project fee plus any rental/equipment costs.
  
  

Business retainer clients:

• 24–48 hours prior: $50/hr (based on scheduled shoot length) will be charged and added to the next monthly invoice.
  
  

• Under 24 hours / Same day: $75/hr (based on scheduled shoot length) will be charged and added to the next monthly invoice.
  
  

• Any rental/equipment costs incurred will also be billed to the retainer client when applicable.
  
  

• No-show (client or subject fails to appear): 100% of the total agreed project fee is charged, and the deposit is forfeited. Repeat no-shows may require full prepayment for future bookings.
  
  

Notes: “Total agreed project fee” = the full price agreed in your contract/quote for the booked services (not just the deposit). Fees collected for cancellations/reschedules compensate for crew time, equipment hold, and lost opportunities.

4. Weather, Safety & Forced Postponements

• Company-caused postponement (crew illness, equipment failure, unsafe conditions): Carscenez will reschedule at no additional charge and refund the deposit if we cannot reschedule.
  
  

• Weather or safety hold: If conditions (rain, high winds, or other hazardous conditions) make shooting unsafe, Carscenez will postpone and reschedule with no charge. If the Client insists on shooting in unsafe conditions, Client must sign a written waiver and any resulting additional safety fees or production charges (e.g., additional safety crew, special permits) will be billed to the Client.
  
  

• Client-caused weather issues (e.g., client misrepresents indoor/outdoor availability or refuses to reschedule when weather makes a safe shoot impractical): treated per the Cancellation & Rescheduling policy above.
  
  

5. Late Arrival, Idle Time & No-Readiness

• Grace period: There is a 15-minute grace period from scheduled call time.
  
  

• Idle time charge: After 15 minutes, if the Client, car, or location is not ready and the shoot cannot proceed, Carscenez may bill $150 per hour, pro-rated to 15-minute increments (minimum 15 minutes). This is a flat idle-time fee (not charged per team member).
  
  

• If client unprepared prevents the shoot: If the Client is not ready and the crew must leave (or the shoot is cancelled by the Company due to client unpreparedness), cancellation fees in Section 3 apply. Examples of “not ready” include: vehicle not present, vehicle inoperable, location inaccessible, required releases not signed, or unsafe conditions created by the Client.
  
  

6. Additional On-Site Time

• Standard shoot day: Quoted day length is stated in your estimate/contract. Any time beyond the agreed day is billed as additional time.
  
  

• Rate for additional on-site filming: $150 per hour (pro-rated to 15-minute increments), unless an alternate hourly/day rate is stated in the client quote.
  

7. Travel, Permits, Lodging & Other Expenses

• Included radius: Travel within 40 miles of Carscenez’s base location is included.
  
  

• Mileage beyond 40 miles: $1.00 per mile (round-trip) unless a flat travel fee is quoted.
  
  

• Permits & location fees: Any required permits, city fees, road closure costs, location fees, or towing/parking fines are the Client’s responsibility. Carscenez can assist with permit procurement; permit fees and administrative time will be invoiced to the Client.
  
  

• Lodging: For multi-day shoots requiring overnight stay, the client must cover lodging for the crew at cost.
  
  

• Parking/tolls: All parking and tolls encountered during the shoot are billed to the Client.
  
  

8. Deliverables, Formats & Additional Output Requests

• Default deliverable: Finished edited photos/video(s) as specified in the package or quote.
  
  

• Included revisions: Packages include the revision count listed in your package (Standard/Premium: 1; Flagship: 2; Bespoke: 4 total). Revisions are for reasonable edits (pacing, music level, color tweaks).
  
  

• Extra format / additional cuts: If the Client requests additional delivery formats not included in the booked package (for example: both vertical and horizontal versions when only horizontal is included), the charge is $150 per additional format for standard/premium projects, and $250 per additional format for flagship-level projects, unless an alternate price is agreed in writing.
  
  

• Extra deliverables (extended edits, longer cuts): Major re-edits or additional long-form cuts are billed at the editing rate (see Section 10).
  
  

• Raw footage: Carscenez retains all raw footage from shoots for 1 year (or longer). Raw/ungraded footage is available on request. Raw media is supplied as an add-on at $300 per shooting day plus a $50 data handling/shipping fee (or agreed transfer cost). Raw footage requests may be fulfilled at any time; turnaround for raw media transfer will be scheduled and may incur additional handling time.

9. Revisions & Post-Production Fees

• Included revisions: See package specifics. Minor adjustments within the included revisions are free.
  
  

• Extra revision rounds: Additional revision rounds beyond included are billed as follows:
  
  

  • Minor revision (under 30 minutes work): $50 per revision round (flat).
    
    

  • Major re-edit or re-cut: $100 per hour (hourly billing, 1 hour minimum).
    
    

• Rush editing / expedited delivery: Expedited turnaround is available by request: $200 for a 72-hour rush; $400 for 24-hour/next-day rush. Rush jobs take precedence and are billed in addition to the normal editing fee. Rush service is limited and subject to availability.

10. Use/License, Promotion & Exclusivity

• Ownership: All photos, video, and other media created by Carscenez remain the sole intellectual property of Carscenez. Copyright is not transferred to the Client or any third party unless expressly agreed in writing and paid for under a separate licensing agreement.

• Client License: Upon full payment, the Client is granted a non-exclusive, non-transferable license to use the final edited deliverables for the purposes defined in their contract/quote (e.g., personal use, business promotion, social media, advertising as specified). The license does not permit resale, relicensing, or transfer to third parties without prior written consent from Carscenez.

• Third Parties (venues, sponsors, property managers, etc.): No third party (including but not limited to venues, property managers, landlords, sponsors, or affiliates) has any rights to the media unless explicitly licensed by Carscenez under a separate written agreement. Carscenez is not obligated to provide raw or finished media to any entity other than the contracted Client. Any third-party use must be negotiated and may require additional licensing fees.

• Portfolio & Promotion: Carscenez retains the right to use any produced material for its own portfolio, marketing, and promotional purposes unless a separate exclusivity agreement is executed and paid for.

• Exclusivity / Full Buyout: If the Client requires exclusive ownership (full copyright transfer), this must be requested before booking. Full buyout of rights will incur a substantial additional fee and will be documented in a separate written agreement signed by both parties.

• Confidentiality: If the Client requires confidentiality (for example, unreleased vehicles, private events, or embargoed projects), Carscenez is willing to execute a mutual confidentiality agreement. Unless a confidentiality agreement is signed before the shoot, Carscenez may use produced material for portfolio and promotional purposes as described above.
  

11. Damages, Liability & Insurance

• Equipment damage: The Client is responsible for repair/replacement costs if damage results from Client negligence or misuse. The Company is responsible for its own equipment damage.
  
  

• Insurance: Carscenez carries liability insurance for its operations and crew. Clients must ensure their vehicles are appropriately insured. If a location or shoot requires additional insured status, the Client must notify Carscenez at booking.
  
  

• Indemnity: The Client agrees to indemnify Carscenez against claims arising from Client-provided materials, false representations, or unsafe conduct by Client or Client’s personnel.

• Force Majeure: Carscenez shall not be held liable or deemed in breach of this Agreement for failure or delay in performance resulting from causes beyond its reasonable control, including but not limited to acts of God, natural disasters, war, government actions, labor disputes, public health emergencies, or equipment shortages. In such events, Carscenez will make reasonable efforts to reschedule services; deposits may be applied to rescheduled dates or refunded where rescheduling is not feasible.
  
  

12. Failure to Pay / Collections / Disputes

• Late payment fee: Past-due invoices will accrue a late fee of 0.05% of the outstanding balance per day, beginning the day after the due date. Continued nonpayment may result in collections and additional recovery costs.
  
  

• Disputes: Any disputes to charges must be raised in writing within 7 days of invoice; disputed amounts will be reviewed but undisputed amounts remain due. Disputing a charge does not relieve the Client from paying outstanding undisputed charges.

• Dispute Resolution: In the event a dispute cannot be resolved through discussion, both parties agree to attempt mediation in Maricopa County, Arizona, before pursuing litigation. The governing law of these Terms shall be the laws of the State of Arizona.
  
  

13. How Charges Are Applied & Evidence

• Charges for reschedules, cancellations, idle time, or additional services will be itemized on the final invoice and will reference the relevant section(s) of these Terms.
  
  

• We recommend Clients keep copies/screenshots of booking confirmations showing the agreed date/time and selected package. Carscenez retains booking records and checkbox acceptance of these Terms for every booking.
  
  

14. Final Notes & Contact

• These terms are intended to be clear and protect both the Client and Carscenez. If a Client requires changes to these standard terms (for example, different deposit amounts, exclusivity, or unique licensing), those changes must be agreed in writing before booking.
  
  

• Questions or requests for clarity: contact [email protected] or (602) 799-6239.
  
  

By booking with Carscenez, you confirm that you have read, understood, and agree to these Expectations & Charges.