These Terms + Conditions take effect from 18th June 2025. Click here to see our previous T+Cs.
By accepting a proposal from Keyy Productions, you agree to the terms and conditions below.
Any opinions, or objective or subjective criticism of the creative content will not alter the terms + conditions, the proposal, the agreed production dates, and the total project fee.
1. Proposals and Quotes
- Proposals and quotes are valid until the expiry date specified on your proposal.
- After expiration, Keyy Productions may issue a new proposal or quote. The terms of the new proposal, including pricing, availability, and other conditions, may differ from the original.
- Please notify Keyy Productions if the intended shoot is to take place outside of regular business hours, (9am-5pm, Monday-Friday and excluding public holidays), prior to Keyy Productions providing a quote or proposal. Shoots outside of these times incur additional costs.
- Proposals must be accepted in writing via email to Keyy Productions.
- Once you’ve accepted your proposal you’ll receive a Service Agreement and a Project Invoice. A returned signed Service Agreement and full payment of your Project Invoice is required prior to project commencement.
2. Pre-Production
Pre-Production Kick-Off Meeting
- Following receipt of payment of your Project Invoice, a ‘Pre-Production Kick Off Meeting’ between Keyy Productions and the client will be scheduled.
- This meeting will cover key milestones and establish an interactive Production Timeline with deadlines for deliverables for both parties.
- Both parties must confirm the agreed-upon Production Timeline in writing before proceeding with production.
Communication & primary contact
- You agree to appoint a primary contact within your organisation for all project communications.
- All input, feedback and comments from other people in your organisation be channelled through the primary contact, unless otherwise agreed to by Keyy Productions.
- The primary contact must reply to email & phone correspondence within a reasonable time (3 days) and be available for phone correspondence in the business week/hours prior to a scheduled production date.
- If communication is not maintained, certain production decisions may be made by Keyy Productions.
Talent and Location Hire
- Talent hire, styling, and location hire are not covered by Keyy Productions, unless otherwise stated in the proposal or quote provided.
- You agree to arrange locations, talent, and any other necessary project requirements in a timely manner and in accordance with the agreed-upon Production Timeline.
- For any locations you arrange you agree to ensure the location meets safe workplace standards and that all Keyy Productions personnel receive a safety induction where relevant.
- A fee of $160 + GST per hour will apply if Keyy Productions is required to source equipment, talent, or locations due to the client not meeting agreed pre-production responsibilities or requesting these arrangements after accepting the proposal. This fee will be added to the Final Project Invoice.
Talent Release Forms
- You are responsible for verifying that any video participant or talent that you arrange to be involved in the filming has agreed to be recorded.
- You will gather the necessary approvals using your organisation’s internal procedures for interviewees, talent or anyone on site during filming. We strongly recommend your organisation use a Talent Release Form.
- For any talent arranged by Keyy Productions, we will manage the necessary Talent Release Forms and processes.
Filming + Photography Shoot Location Permissions
- For locations you arrange, you are responsible for securing all necessary permits and licenses for filming or photography in public or private spaces.
- Keyy Productions is not liable for any fees, fines, or issues related to locations you arrange.
- If Keyy Productions must obtain permits, additional fees will apply.
3. Production
Additional fees may be incurred throughout the production period. These will always be discussed with you and agreed upon in advance, and will be added to the Final Project Invoice.
- Additional Production time will incur a fee of $500 + GST per hour.
Travel + Parking
- A travel fee will be charged for shoot locations outside a 30km radius of the Sydney CBD or Brisbane CBD at $0.92/km + $185 + GST.
- Other travel fees, including airfares, accommodation, car hire + meal allowances, will be agreed upon and invoiced on a case-by-case basis.
- Any fees incurred for parking on production days will be added to your final payment invoice.
4. Post-Production
Additional Post-Production time will incur additional fees. These will be quoted and discussed with you prior to Keyy Productions proceeding with the additional time.
Preview Edit + Video Feedback
- You will receive a preview edit of your video(s) within 14 days after the final production day.
- Feedback must be provided within 7 days of receiving the preview edit.
- Feedback must be provided as per the instructions of your Creative Producer.
- Adjustments and rounds of edits will be made according to the time allocated in the post-production inclusions of the accepted proposal.
- Additional adjustments beyond the scope of your proposal will incur extra fees.
- Once a final preview edit is approved, Keyy Productions will issue the Final Project Invoice with any outstanding costs (if applicable).
- The high-resolution video files will be delivered after receipt of full payment of the Final Project Invoice.
- You are not permitted to use any project content online or offline until final payment has been submitted.
5. Change of Scope
Any changes to the scope of work after the proposal has been accepted and/or throughout the project must be requested in writing and may result in additional fees.
- Keyy Productions will assess the impact of the requested changes on the project timeline, costs, and deliverables. A revised proposal or quote will be provided for approval before proceeding with any changes.
6. Rescheduling + Cancellations
Rescheduling
If the Client reschedules any confirmed production date(s), the following terms apply:
1. More than 5 business days’ notice
Notify us at least 5 business days in advance.
No cancellation/rescheduling fee applies.
The Client will reimburse any non-refundable costs incurred by Keyy Productions for studio, equipment, crew, or travel bookings that cannot be recovered.
2. Less than 5 business days’ notice
A fee of $100 + GST per hour of scheduled shoot time applies.
The Client must also reimburse any non-refundable costs incurred by Keyy Productions for studio, equipment, crew, or travel bookings that cannot be recovered.
If any on-camera or voiceover talent was booked, 50% of their fee (if applicable) will be payable.
3. Less than 24 hours’ notice
A fee of $200 + GST per hour of scheduled shoot time applies.
The Client must also reimburse any non-refundable costs incurred by Keyy Productions for studio, equipment, crew, or travel bookings that cannot be recovered.
If any on-camera or voiceover talent was booked, 80% of their fee (if applicable) will be payable.
4. Wet Weather Rescheduling
Clients are responsible for weather contingency plans.
Standard cancellation/rescheduling fees apply to weather-disrupted projects.
This policy should be considered when booking weather-sensitive projects.
5. If Keyy Productions reschedules
Project Cancellation:
In the case that you cancel the entire project, your Project Invoice covers the Pre-Production and project administration fees, as well as any additional Production time spent, and will not be refunded.
- You will cover outstanding costs incurred through cancellation, including but not limited to equipment hire, crew hire, talent fees, and pre-booked travel.
- In cases where project payments are made in two or more installments, the first installment is non-refundable. Keyy Productions reserves the right to determine any applicable fees and charges at their sole discretion, which will dictate whether any portion of subsequent payments may be refundable.
If Keyy Productions cancels the project, we'll refund the total project fee.
Keyy Productions is not liable for damages arising from unforeseen circumstances beyond its control, including but not limited to technical issues or acts of nature. Any claims or disputes will be resolved through mediation or arbitration before pursuing legal action.
7. Project Delays & Postponements
- You agree to ensure your project is completed in a timely manner. You must begin production of the project within 12 months of the Project Invoice payment. Delays beyond this period incur a $650/month fee.
- A $350 + GST fee applies for recommencing delayed projects due to your postponements or overdue payments
8. Overdue Accounts
- Invoices are payable within the payment terms specified on the invoice unless otherwise agreed in writing.
- Overdue invoices may incur a late payment fee of 1.5% per month on outstanding balances. An additional administration fee may be incurred following more than 3 attempted payment follow ups.
- Where accounts become significantly overdue, Keyy Productions reserves the right to pause ongoing work, withhold final deliverables or delay future project scheduling until payment has been received.
- Any external costs incurred in recovering overdue payments may also be charged to the Client where applicable.
- We value strong, long-term client relationships and will always aim to resolve any payment matters professionally and collaboratively.
9. Content Usage
- Keyy Productions prohibits the use of footage filmed by other parties in the project unless expressly agreed upon.
- You do not have rights to raw footage or photos produced by Keyy Productions unless expressly agreed upon.
- Content created by Keyy Productions cannot be edited, altered, or manipulated by anyone else.
- If you require still images from video content you must request them from us for an additional fee.
- You are not permitted to extract your own stills, and stills from preview edits cannot be used.
10. Copyright
Client-Supplied Audiovisual Content:
- Before providing audiovisual content to Keyy Productions, you are responsible for verifying ownership rights and determining if the content is copyright-protected.
Keyy Productions-Supplied Audiovisual Content:
- Keyy Productions guarantees that all copyright-related expenses or credits for sourced content are covered as outlined in the project proposal.
Copyright Ownership of Final Project:
- Unless specified otherwise, Keyy Productions retains the creative copyright for all produced content.
- Preview edits cannot be used, either online or offline.
- Upon final payment, you are granted a user license with full rights to use the finalised high-resolution videos and photography without restrictions. However, you may not edit or alter the final project.
11. Promotional Use:
- Keyy Productions reserves the right to use any finalised content for promotional purposes, including digital portfolios, websites, and social media.
- If any content is confidential, you must notify Keyy Productions, and it will not be used publicly.
12. Non-Disparagement
The Client agrees not to make or publish any false, misleading, or unfairly disparaging statements, whether oral or written, regarding Keyy Productions, its employees, services, or business practices, without first making reasonable efforts to address any concerns directly with Keyy Productions. This clause does not prevent the Client from providing fair, accurate, and constructive feedback but requires that any grievances or disputes be communicated in good faith to Keyy Productions prior to any public or external commentary. Both Parties acknowledge that the goal is to resolve issues amicably and professionally.
13. Non-Solicitation of Employees and Contractors
The Client agrees that during the term of this Agreement and for a period of one (1) year following the completion of services under this Agreement, the Client shall not, directly or indirectly, solicit, hire, or engage any employee, contractor, or consultant of Keyy Productions who was involved in the performance of services under this Agreement, without the prior written consent of Keyy Productions.
14. Force Majeure
Keyy Productions shall not be held liable for any failure or delay in performing its obligations under this Agreement where such failure or delay results from causes beyond its reasonable control. This includes, but is not limited to:
- Acts of God (e.g., flood, fire, earthquake, storm)
- Pandemic or epidemic
- Government restrictions or lockdowns
- War, terrorism, riots, or civil unrest
- Power outages, transportation disruptions, or equipment failure
- Illness or injury of critical crew members (with reasonable proof)
In such cases, Keyy Productions will make reasonable efforts to reschedule affected services and communicate openly with the Client. If rescheduling is not possible, any non-recoverable costs incurred prior to the force majeure event (such as booked travel, talent, or location fees) remain payable by the Client.
If a force majeure event continues for more than 30 days, either party may terminate the Agreement in writing, with both parties released from further obligations—except for the payment of any costs incurred up to the date of termination.
Please contact us if you have any questions regarding these terms and conditions.
