Agreement Terms for Services with Tahoe Production House
These terms and conditions form a service contract effective as of the date listed on the proposal, between the Client (whose name and address appear on the proposal) and Tahoe Production House, located at 2291 Lake Tahoe Blvd, South Lake Tahoe, CA 96150. Throughout this agreement, the recipient of the services will be referred to as the “Client(s),” while the service provider, Tahoe Production House, will be referred to as “Tahoe Production House” or “TPH.”
PROPOSAL / ESTIMATE: TPH has developed the proposal based on the information provided by the Client. This proposal is intended as an estimate for the project and not a final invoice. As a result, any estimates given for services, gear, or labor are subject to change. If the actual hours, gear, or labor exceed the amounts indicated in the proposal or estimate, the Client will be billed for the overages at TPH’s standard rates, less any applicable discounts.
INITIATION OF PROJECT: The project will begin once we receive the a signed proposal and/or payment as confirmation of approval. Please note, the project will remain on hold until a signed proposal, deposit, or approval is obtained, regardless of any milestone dates mentioned in the proposal or prior verbal agreements.
PAYMENT TERMS: For all projects, a non-refundable 50% payment is required upon signing to begin work.
The remaining balance is due upon project delivery or the day of the event for video, photo, or audio projects. For Website, Graphic Design, or Digital Marketing services, invoices will be issued monthly for completed work, with any deposits applied.
For any urgent projects requiring delivery in less than 10 business days, an additional fee (double the standard rate) will apply. Should any unforeseen expenses arise, these will be itemized in your final invoice with a receipt attached. Incidental expenses that fall outside the original project scope but are necessary for achieving the project’s objectives may also be incurred. All such additional charges will be clearly detailed in the final invoice. Hourly labor rates, minimum call requirements, overtime charges, daily labor rates, and per diem fees may apply based on the project.
Prices for Digital Marketing Campaigns / Social Media Management remain valid for 30 days from the proposal. Alterations in campaign flight dates and/or targeting could influence inventory availability. Clients can make changes to their digital/social marketing campaign, including increasing, decreasing, pausing, or opting out, with a 30-day notice. TPH reserves the right to apply additional fees when necessary.
Invoices are considered overdue if not paid within 14 days. A late fee will be applied monthly until full payment is received. Any costs incurred in the process of collecting overdue payments will be added to the outstanding balance. Continued failure to pay may result in account closure and referral to a collections agency or legal action. We accept cash, check, ACH, or credit card payments. If you choose to pay by credit card, a 3% processing fee will be added to your invoice.
CHANGES TO SCOPE OF WORK OR ADDITIONAL WORK REQUESTS: Changes in scope or direction after Client approval may result in additional charges, as they are considered outside the original proposal. TPH shall proceed only after receiving approval from Client. In the event that TPH is given direction and granted approval to perform work outside this scope of this agreement and a change order has not been executed, the additional work will be billed at an hourly rate plus expenses.
TERMINATION/CANCELLATION: If TPH is unable to perform to this agreement due to any cause beyond the control of both of the parties, TPH shall have no further liability with respect to this agreement and any balance previously paid will be refunded. If a project in progress is canceled by the Client, a cancellation fee of 30% of the total project cost will be charged. This fee will be in addition to any previous payments, including the initial down payment, progress payments, and any out-of-pocket expenses. The Client is responsible for payment up until the time of cancellation.
Event crew or gear canceled or modified without 48-hour notice (excluding weekends) may be subject to 100% of the scheduled rate.
PRODUCTION SERVICES: TPH will provide end-to-end production services, which can include script writing, camera, lighting, audio, and post-production work, ensuring a high-quality final deliverable. While every attempt is made to create the best images possible, no particular photo or video shot is guaranteed. Once assets are edited, they will be shared for review. If no feedback is received in a timely manner, the project will be considered approved. If a multi-day production shoot takes place over 50 miles away from the TPH studio location, lodging for the crew becomes mandatory. It is the responsibility of all Clients and Talent to arrange their own transportation.
VIRTUAL/HYBRID MEETINGS AND SERVICES: TPH is not liable for interruptions or transmission failures caused by third-party equipment, platforms, or internet issues at any venue, presenter, or attendee’s location. Power failures or surges are also outside TPH’s responsibility. All platforms used must comply with applicable laws and cannot transmit illegal, copyrighted, or confidential materials. The internet connection quality at remote locations may impact the event, and TPH cannot be held accountable for related disruptions. The following internet requirements are essential for a successful live stream:
- Minimum 10mbps upload/download speed
- Preferably 30×30 connection or greater
- Latency less than 80ms to our server
- Low jitter and packet loss below 0.01%
- Dedicated switch port with no other broadcast traffic
- 100mbps or Gigabit connection preferred
If internet setup is needed at the venue for the live stream, an additional fee will apply to create it. Ensuring these conditions guarantees the best possible stream quality. TPH is not responsible for unreliable internet connection.
RENTAL TERMS & POLICIES: These terms outline the Production or Gear Rental Agreement (“Rental Agreement”) between you (“Production/Lessee”) and Tahoe Production House (“Space/Lessor”). They cover all equipment and space rented by the Lessee. Please review all requirements carefully before accepting the proposal.
CLICK HERE for Rental Terms and Policies
CONTINGENCY AND WEATHER DAYS: A Contingency Day refers to any scheduled production day that cannot proceed due to unforeseen circumstances beyond control. Such circumstances may include adverse weather conditions, illness, absence of essential elements, or force majeure events (natural disasters, war, strikes, etc.). Additionally, any client-requested reshoots also fall under contingency days. Costs for a contingency day should be provided to the client for approval before proceeding. TPH follows industry-standard cancellation policies to minimize liability associated with such days.
GRAPHIC DESIGN: TPH agrees to deliver graphic design services as outlined in the proposal. Designs will be provided in the agreed-upon formats by the specified deadlines. The client is entitled to the number of revisions stated in the proposal. Any additional revisions will incur a standard fee.
DIGITAL MARKETING + SOCIAL MEDIA MANAGEMENT: TPH agrees to provide digital marketing and social media services as outlined in the proposal. Services include content creation, posting, and platform management for the agreed-upon social media channels. TPH will adhere to the content calendar and strategy as discussed. The client agrees to provide timely feedback and required assets to ensure deadlines are met for posting schedules.
WEBSITE DEVELOPMENT + DESIGN: The client will own the domain name and host the website. TPH may assist with domain registration and hosting. Both parties will collaborate on UX/UI design. The client provides text, images, and videos unless otherwise agreed. If third-party assets are used, the client covers related fees and follows licensing terms. The client must submit digital-format media (e.g., .GIF, JPG, PNG). Upon design approval, TPH will build the website on a private server and conduct functionality tests. The client approves content accuracy and links. Post-launch, domains and hosting are client-maintained. Any post-launch updates or maintenance plans require a separate proposal.
ACCEPTANCE CRITERIA FOR PROJECT: The client agrees to provide timely and accurate feedback throughout the project. TPH will adhere to industry standards to meet project requirements and will seek client feedback during development. Final approval is confirmed by payment, written approval, or after a specified review period.
Creative Rights: Upon full payment, the client receives rights to use the work as agreed, including print, marketing and publication, but may not be sold to a third party for a profit without express consent of TPH. TPH retains rights for portfolio use unless otherwise agreed upon.
Notice of Copyright: It is ILLEGAL to copy or reproduce TPH’s work elsewhere without express permission, and violators of this Federal Law will be subject to its civil and criminal penalties.
Ownership: Creative rights will remain with TPH until the project has been paid for in full. Until that time, the client is not permitted to use, reproduce, distribute, or publicly display the work for any reason.
Client Responsibility: Timely review and feedback are required. Lack of feedback may result in automatic project acceptance and completion.
TPH Responsibility: TPH is dedicated to delivering top-quality work and will reasonably accommodate feedback within the agreed project scope. Deadlines are contingent on the timely submission of all required assets from the client.
By continuing with the project, the client agrees to these terms regarding creative rights and payments. Unless otherwise agreed in writing or covered by a separate agreement, TPH will not provide ongoing support for any deliverables after the client’s approval.
STORAGE OF DIGITAL WORKS: Once the client receives final project files as agreed upon, they accept all responsibility for archiving and protecting any digital files related to the project. TPH will archive the digital files for up to 3 months but does not permanently archive these digital files. TPH is not responsible for the lifespan of any digital media provided, or for any future changes in technology or media readers that might result in an inability to read the data provided. Its the clients responsibility to make sure that digital files are copied to new media and backed up as required. TPH strongly recommends keeping at least one archival back-up of your digital files in a different location (online backup).
MATERIAL HANDLING: Unless otherwise agreed upon, TPH is not responsible for handling, storing, or assisting with Client’s materials during the provision of any services. TPH assumes no liability for loss, theft, damage, or misplacement of such materials.
OFFICE HOURS: Our standard office hours are 9:00 AM to 5:00 PM, Monday through Friday (PST). Messages, calls, or emails received outside of these hours will be addressed during the next available business hours. If an urgent response is required outside of regular hours, overtime rates may apply. Please let us know in advance if you need after-hours communication so we can make the necessary arrangements.
CONFIDENTIAL INFORMATION: While working with the Client, TPH may encounter confidential information such as customer lists, business strategies, and research data. TPH agrees to treat this information with the same care as its own and will only use it for project-related tasks, with written permission from the Client for any other use. Upon project completion, TPH will return or destroy all confidential information and refrain from sharing it with third parties. If either party shares third-party confidential information, they must disclose any applicable restrictions in writing.
LIMITATION OF LIABILITY: The Client agrees not to hold TPH or its agents liable for any incidental or consequential damages resulting from the Client’s inability to fulfill any aspect of the project on time, whether caused by negligence or third-party actions. TPH disclaims all implied warranties, including merchantability and fitness for a specific purpose, but guarantees final delivery of a high-quality product. While TPH takes reasonable measures to maintain and back up equipment, it is not responsible for failures due to technical issues. TPH maintains a $2 million insurance policy covering liability, equipment, vehicles, workers, and third-party damages. Third-party services and products may be used in fulfilling this agreement.
APPLICABLE LAW/VENUE & ATTORNEY’S FEES: This Agreement will be governed by and interpreted under the laws of California. Both parties acknowledge that it was negotiated and executed in the City of South Lake Tahoe, County of El Dorado, California, and agree that any legal proceedings will be held in South Lake Tahoe. In the event of a legal dispute, the prevailing party will be entitled to recover reasonable attorney fees, costs, and expenses from the other party involved in the action.
AGREEMENT TO TERMS: By approving the proposal, you confirm your acceptance of our Terms outlined, and your legal authority to act on behalf of the entity. The parties agree that this Agreement and any related documents may be electronically signed, scanned, and transmitted, with such signatures deemed as originals for all purposes. This Agreement may be executed in multiple counterparts, each considered an original, collectively constituting one document. This agreement will automatically conclude once all services outlined in the proposal have been completed.
