Event Videography Contract Template

This Event Videography Agreement is made on [Contract Date] between [Company Name] ("Producer") and [Client Name] ("Client").

1. The Event

Producer will film [the event, for example: Client's annual customer conference, May 14 and 15] (the "Event").

• Venue: [name and address]
• Coverage: [hours, for example: 8:00 am to 6:00 pm each day]
• Crew: two camera operators and an audio technician

2. Deliverables

• A highlight film of two to three minutes, delivered within 10 business days of the Event
• Recordings of up to [6] sessions, each edited with titles and with the presenter's slides added where provided, delivered within 15 business days
• Two rounds of revisions on the highlight film, and one round of trims and title changes on each session recording, with notes consolidated in one document per round

Further revisions are billed at $125 per hour.

3. Client Responsibilities

• A run of show and a list of must-have moments and people, at least five business days before the Event
• A point of contact on site who can make decisions on the day
• Access to the venue at least two hours before coverage starts, for setup
• Confirmation that the venue allows filming, and an audio feed from the venue's sound board, arranged with the venue or its AV company
• Presenters' slides, within two business days after the Event
• Notice to attendees that the Event is being filmed, for example in registration and with signs at the venue, and releases from presenters

4. Coverage Days, Meals, and Overtime

A coverage day is up to 10 hours, including setup and breakdown. Overtime is billed at 1.5 times the hourly crew rate, in half-hour increments, only when Client's point of contact asks for it. On days longer than six hours, Client will provide a meal and water for the crew, or a meal allowance of $25 per crew member.

5. Fees and Payment

The fee is $[amount]. 50% is due on signing to reserve the dates, and 50% on delivery of the highlight film. Travel beyond 50 miles, parking, and accommodation are billed at cost with Client's approval. Invoices are due within 15 days. Final files are delivered once paid in full.

6. Usage License

Producer keeps the copyright in the videos and all footage. On full payment, Client may use the final videos in perpetuity on its own websites, social channels, internal channels, and presentations, including paid social and online advertising, and may share the session recordings with attendees. Broadcast and television use, and use by sponsors or other third parties, need a separate license. Producer may show the highlight film in its portfolio once it's public.

7. Raw Footage

Raw footage isn't part of the deliverables. Producer archives it for 12 months after delivery, and will transfer it on request for a fee.

8. Cancellation and Postponement

• The deposit reserves the dates and is non-refundable if Client cancels.
• If Client cancels within 14 days of the Event, 75% of the fee is due.
• If the Event is postponed, Producer will apply payments made to a new date within 12 months, subject to availability.

9. Events Beyond Either Party's Control

If the Event is cancelled or coverage can't take place because of severe weather, venue closure, public health orders, or other events beyond either party's control, neither party is liable to the other. Producer will apply payments to a rescheduled date within 12 months, or refund them less costs already incurred. If a crew member can't attend because of illness or emergency, Producer will send a qualified replacement. If no replacement can be found, Producer will refund the fees for the affected coverage.

10. Limitation of Liability

Producer carries general liability and equipment insurance. Producer isn't responsible for the quality of audio or video feeds supplied by the venue or its AV company. If footage is lost or damaged through equipment failure or circumstances beyond Producer's control, Producer will refund the fees paid for the affected coverage, and has no further liability. Producer's total liability is limited to the fees paid under this agreement.

11. Agreement

This agreement is governed by the laws of [state or country]. It is the entire agreement between the parties, and may only be changed in writing. By signing below, both parties agree to these terms.