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Production invoice template for Public Relations

so today we're going to talk about contracts so this is a question that i got pretty heavily after the invoice topic and kind of running through an invoice so today i'm gonna run you through kind of what my contracts look like for you know my work as like an independent contractor but also a production company just right out the gate just gonna let you know that our company tropicolor we spent you know a lot of money and time developing this whole pack of professional contracts right here so from area releases appearance releases background talent release crew deal memos confidentiality agreements logo releases location releases liability waiver shopping agreement you know production agreements work for hire voice over release anything you could need production related to a contract we do have available uh at tropicolor i'll link it in the description below and these are all the documents that we use for all of our various productions as well as even like like i said the independent contractor stuff i do and uh so yeah i just wanted to touch on that real quick because that is where i'm pulling this contract from and it's the one i use and so this is the template for the general production you know contact or contract agreement the scope of work so you could insert your logo here this is you know the fully built out contracting agreement that professional entertainment lawyers that we hired to help us put these packs together to make sure that we're always protected and so i'm just going to run you through real quick what that looks like obviously i'm not going to go through all of the little nitty gritty stuff but what you should you know place on your contracts so this agreement entered into the date that you guys are agreeing to this contract then you would put the company name here your company name then you would put in the client's name here so if i was doing this production you know buff nerds media and the client name road runner sports we recently did a project with them so i'm just going to use that as the the example here of which this is the edit timeline for so then right here the subject to the agreement and you could change this if you want and vary it but this is basically talking about the video includes you know x amount of deliverables in total this is the material condition to the client to enter into this agreement so this is where you would you know this is the subject to the agreement here and you would list in here you know this is the the client has provided letting them know that they have provided you as the producer or you you know whatever if you want to label it something different than producer instructions for a video to be filmed and edited by the producer production company buff nerds media you could change that if you want to but all the parties have agreed to the video including x amount of deliverables it could be one deliverable if it's a music video one deliverable but in this case there were three pieces so it would be three deliverables in total coming down here the schedule and services this is where you're going to talk about the the timeline for the whole process from the videos will be shot on this date the deliver of the first cut will be done on this date the videos will be fine a lot you know the videos are between five minutes and 10 minutes in length you could talk about the length you could get rid of that if you want to and then right here it says the producer will deliver the final cut of the videos by this date now you don't always have to include like the schedule and services to you know like this i do it sometimes i don't do it sometimes so you could if you wanted to in theory get rid of this section if you really wanted to if you don't want to like build out a timeline like that but sometimes like some of these bigger companies love those scheduled timelines and so depending on the company or who i'm dealing with you know this could change but a lot of times like like on simple music videos there's no real timeline like this unless you're working with a label big music labels will have deadlines that they need you to meet and so you would use that in this instance but if you're shooting for a smaller company client and you don't need to have all these like crazy little details you could just get rid of this section but just at least agree on maybe like a final edit delivery of you know like 30 days or whatever it is of course on each page you guys would initial so then number three fees and payment terms this is where you would list out what the cost of the video or project is going to be so the total estimated cost of this video you could put budget as well is blank amount so the total cost of estimated video is we'll just say 25 000. so this is where you would put the fees and payment terms you know and ex and then coming down here and accepting in the estimate consideration the producer services in connection to the video the client is hereby agreeing to pay the producer this is where you would you know i talked about that invoice video about 75 up front 25 on the back end so this would parlay right in correlation with your invoice so if your invoice states that 75 of the total 25 thousand is due that would be eighteen thousand seven hundred and fifty dollars and then on my invoice i would obviously state seventy five percent or eighteen thousand seven hundred fifty is due upon the receipt of the invoice so again that's where you send this contract along with the invoice and then the final remaining payment which would be the 25 would be you know you punch in that number here whatever that number is payable upon delivery of final files so again this is what i was talking about in the invoice video where the invoice and the contract go hand in hand and they need to you know relay the same information but this is the contractual agreement and the invoice is just also out outlining all of that information again all of this stuff is changeable these are templates so if there's a section you know you want to get rid of if it's too much information for what you're working with and the type of productions you can certainly delete add do other things that you want to do this is a template file for you to make your own for your company and for your work now this is one of the questions i get a lot is the intellectual property rights now the client shall always own the final video if they are paying you for the video for the work they own the video and then you as the client right here should retain the rights to the video for promotional purposes so to use on your website you know instagram you're real you should be allowed as a sta uh you know stage right here to retain the right to use the video for promotional purposes of you and your business so the fact of the matter is the client does own the video they do own the intellectual property rights of the video unless discussed otherwise or agreed upon otherwise that is just the standard then obviously we have some of these other you know categories from independent contractor just understanding that you are an independent contractor the different liability basically the termination of the agreement like if the client exercises its right to terminate this agreement a non-refundable cancellation of 25 percent is agreed upon so you always want to have some term of cancellation that like you're going through all of this if you're working on this project and you're going through the creative process meetings and all this stuff and then they agree to this project it's on the go you guys are starting to produce it and make it happen that they are aware that hey if you now cancel live you know you've paid for this video and we started production in any sort of capacity and then you decide you want to cancel and you want to pull out and not do it anymore there is a cancellation fee of 25 percent of the total agreed-upon budget you always need to have some form of cancellation fee and you could change this it could be 10 it could be just a thousand dollar flat fee it could be whatever it is you want it to be but there always should be some form of termination agreement in your contract you want to protect yourself you know and your business and your your time and your work that you're putting into this client's video so then of course along with the initials on every page you just want to make sure that you get all of the clients information as well as their signature so you want to get the date their you know name signature telephone fax that they have a fax email you need all their information in one place you don't want to like not have all that information so if you ever need to refer back to it you have all of that again then your information your signature initials that's pretty much it so this is a full-on production agreement that again that we had entertainment lawyers that we sat down with and helped you know have them help us put it together so that it was ironclad and fit all of our needs as a production company and other people's needs as a production company as well and among all these other contracts we have tons of other contracts like i said like this is a work for hire agreement so this could be in for anything but right here we have listed bts photographer work for hire so this would be like if i was hiring a bts photographer for a job or this could be a dp this could be a director of photography work for hire agreement and this is where i would put you know my production company name the job and then you know if this was a director of photography i could put thomas taher his email phone and this is basically an agreement that i'm you know independently hiring you uh for some work so if i wanted to you know work out an agreement with whether it's a bts photographer or a director or photography or anyone doing a singular job for me and or my company i can use a work for hire agreement to hire them and i again i can label all these things like a payment their payment terms the start end date the subject to agreement type out here what it is that i expect of them you know 50 bts photos set of me at work and then it just kind of here's a schedule if you want to go by the schedule of when things are due the photographer's fee and so there are many other forms of contractual agreements outside of that one that i just showed you there's all types of independent contractor agreements work for hire crew deal memo the standard contract that i just showed you guys previously um there's all different types of forms you can do and again we have all of these in um you know our production packet at tropicolor now one of the key things that i do want to reiterate with the contract agreement is do not start production on any production unless you have one the deposit for the video and a contract always send a contract with an invoice they need to match up and once you get that contract signed and you get that invoice taken care of with that initial deposit you can then begin production pre-production or production on that person's project and video early on in my career i can't tell you how many times i just got excited and just wanted to start on a project and didn't formally have a contract in place or invoice and that can really come back to bite you in the butt and you just never know there's so many times that business just goes wrong goes sour or all of a sudden they start to try and pile on you know edits onto your plate especially if you're new and just you want to have something in place that states look this is what you sign to it says one edit one video only you know you don't get all these extra variations a 15 second a 30 second a 45 second version like just you want to protect yourself and you want to get in the habit of having all these documents and filing them away and having records of of everything you've done and that you are doing for you know taxes and just your books and and just stuff you can refer back to um you know you never you never know what's going to happen and so you just want to do your best to practice those business tactics that are going to you know that you're gonna see for the rest of your career in your life so um contracts super important hopefully i covered everything this was just kind of a general overview of what a contract is what it should look like how it should partner and pair with an invoice and kind of the main key points of it that you want to hit and make sure you have so hopefully this video helped and if it did drop a like smash that like button comment below if you have any questions regarding contracts i know there's probably something i just missed and didn't touch on so if you made it this far i appreciate you for watching i'll see you guys next time i'm jacob for the buff nerds and i'm out peace you