Terms of Service

These Terms of Service ("Terms") govern your engagement with Earth Coast Productions ("Earth Coast", "we", "us", "our") for event production, video and creative media production, audio-visual ("AV") services, studio bookings, livestreaming, and related services (collectively, the "Services"). By signing a proposal, statement of work, booking confirmation, or otherwise engaging Earth Coast, you ("Client") agree to these Terms together with any signed agreement, which collectively constitute the entire agreement between the parties.

1. Engagements and Scope of Work

Each engagement is defined by a written proposal, estimate, or statement of work ("SOW") that lists the Services, deliverables, timeline, deposit, and total fee. The SOW, once signed or otherwise accepted in writing (including by email), governs in the event of any conflict with these Terms. Changes to scope must be agreed in writing and may incur additional fees.

2. Fees, Deposits, and Payment

Unless the SOW states otherwise, a non-refundable deposit is due to confirm a booking and reserve crew, equipment, and dates. Balance is due on or before the date of service for events, and on delivery for creative media projects. Invoices unpaid more than thirty (30) days past due may accrue interest at the lesser of 1.5% per month or the maximum rate permitted by law, and Earth Coast may suspend further work, withhold deliverables, or refuse to release project files until paid in full.

3. Cancellation, Postponement, and Force Majeure

Deposits are non-refundable. If Client cancels an engagement, additional fees may apply based on costs incurred and crew/equipment commitments made. If Earth Coast is prevented from performing due to circumstances beyond reasonable control — including but not limited to acts of God, severe weather, public health emergencies, government action, venue closure, or critical equipment failure — Earth Coast will work in good faith to reschedule or substitute equivalent services, but will not be liable for resulting damages. Postponement requests are subject to crew availability and may incur rescheduling fees.

4. Intellectual Property and Deliverables

Upon full payment, Earth Coast grants Client a perpetual, worldwide, royalty-free license to use the final delivered media for the purposes contemplated in the SOW. Earth Coast retains ownership of raw footage, project files, source files, and any underlying methods, templates, or proprietary techniques unless otherwise expressly transferred in writing. Earth Coast retains the right to use excerpts of the work in its portfolio, on its website, in client testimonials, and in marketing materials, unless Client requests otherwise in writing in advance.

5. Releases, Permissions, and Music Licensing

Client is responsible for obtaining model, talent, location, and venue releases as needed for the engagement, and for ensuring Earth Coast has lawful access to all subjects, premises, and materials supplied. Earth Coast will source licensed music or library music for projects that include scoring; Client is responsible for any sync licenses required for client-supplied music.

6. Confidentiality

Both parties agree to keep confidential any non-public information disclosed in connection with the Services. Earth Coast will not disclose Client's confidential information to third parties without consent, except to crew, contractors, and partners who need it to perform the Services and who are bound by equivalent obligations.

7. Equipment, Venue, and Site Conditions

Client is responsible for ensuring the venue or location is reasonably safe, has adequate power, internet bandwidth (where required for livestreaming), and accessibility for crew, gear, and equipment. Earth Coast equipment may not be operated by anyone other than Earth Coast crew or authorized contractors. Damage to Earth Coast equipment caused by attendees, third-party vendors, or venue conditions outside Earth Coast's control is the responsibility of Client.

8. Insurance and Liability

Earth Coast maintains commercial general liability insurance customary for production companies; certificates of insurance are available on request. To the maximum extent permitted by law, Earth Coast's total cumulative liability for any claim arising from or relating to the Services is limited to the fees actually paid by Client for the engagement giving rise to the claim. Neither party is liable for any indirect, incidental, consequential, special, or punitive damages, including lost profits or lost data, even if advised of the possibility of such damages.

9. Indemnification

Client agrees to defend, indemnify, and hold Earth Coast harmless from claims arising out of (a) materials, content, or instructions supplied by Client; (b) Client's failure to obtain required releases or permissions; or (c) the conduct of attendees, employees, contractors, or third parties under Client's control at an event or shoot.

10. Travel and Expenses

For engagements outside the Denver metropolitan area, Client is responsible for travel, lodging, per diem, and ground transportation as set out in the SOW. Estimates are good-faith approximations; actual costs are passed through at cost.

11. Governing Law and Disputes

These Terms are governed by the laws of the State of Colorado, without regard to conflict-of-law principles. The parties agree that any dispute arising out of or relating to these Terms or the Services will be brought exclusively in the state or federal courts located in Boulder County, Colorado, and each party consents to the personal jurisdiction of those courts.

12. Privacy

Earth Coast's collection and use of personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference.

13. Changes to These Terms

Earth Coast may update these Terms from time to time. Material changes will be reflected in the "Last updated" date above. Continued engagement after changes constitutes acceptance of the updated Terms. The Terms in effect at the time a SOW is signed govern that engagement.

14. Contact

Questions about these Terms can be directed to hello@earthcoast.com or by mail to Earth Coast Productions, 1750 30th St #310, Boulder, CO 80301-1029.