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How to write your Video and Multimedia Production Contract
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We include this contract in editable Word format that can be customized using your office software.
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Use cases for this template
Cross-channel product launch by Silver Lantern Media for Riverton Outfitters
The Challenge
Riverton Outfitters needed to procure services for a national launch spanning web advertising, broadcast TV, and point-of-sale screens, but their contracting process was chaotic and unclear on raw footage rights, travel expenses, and the approval process description tied to the proposed project schedule.
The Solution
Using a standard multimedia production contract to set contractual conditions, Silver Lantern Media supplemented it with a Proposal Kit to assemble a statement of work, service description, distribution channels plan, and project budget estimates; its automated line-item quoting detailed AV equipment, lighting, and audio, music licensing, and contingency costs like cancellation fees.
The Implementation
Proposal Kit's AI Writer produced a multimedia strategy brief, risk register, and change-control forms while the template library generated asset management procedures and a completion phase checklist; shooting concept, shooting dates, and proofs were documented, and supplier invoices were tracked for third-party services.
The Outcome
The team delivered masters via a download link, negotiated additional remuneration for extended edits, and completed contract close-out on time; acceptance could not be refused under the agreed criteria, supplier performance improved, and a clear dispute resolution path kept the project on schedule and budget.
Regulated training series by Beacon Frame Studios for NorthCrest Biotech
The Challenge
NorthCrest Biotech required a secure on-site production with strict technical specifications, security requirements, and confidentiality, plus clarity on whether stakeholders would receive proxies or raw footage at the completion phase.
The Solution
Beacon Frame Studios executed the legal contract, then used Proposal Kit to create a detailed SOW covering editing software workflows, camera setup, lighting, and audio, a proposed project schedule, and a compliance-friendly approval process description; line-item quoting broke out production expenses, travel expenses, and purchase of equipment options.
The Implementation
With Proposal Kit's AI Writer, the team drafted facility access plans, a security clearance memo, and an asset management guide for archival; proofs were reviewed in the project phases concept-shooting-completion, and any additional editing was handled through documented change orders.
The Outcome
Deliverables were released through controlled distribution channels for internal web content development, analytics, and engagement. Contract management services monitored performance through close-out with clear custody of media and fees for optional raw footage access.
Civic festival campaign with SkyRiver Indigenous Media for the City of Red Willow
The Challenge
The city sought to procure services under a set-aside program for Aboriginal businesses and needed transparent bid evaluation criteria, distribution and evaluation plans, and consistent contractual conditions for a fast-turnaround campaign.
The Solution
SkyRiver Indigenous Media won the contract awarded after using Proposal Kit to draft a persuasive proposal, a precise statement of work, and a proposed project schedule aligned to city milestones; automated line-item quoting clarified project budget estimates, travel and location costs, and licensing with collecting societies like GEMA.
The Implementation
Proposal Kit's AI Writer created a community impact brief, a distribution partnerships plan, and a contract close-out checklist; shooting concept, production day logistics, and proof cycles were documented, with cancellation fees and reshoot rules established up front.
The Outcome
The campaign met brand standards across web advertising and public screens, supplier performance was easy to evaluate, disputes were avoided, and the city completed contract close-out with archived masters while SkyRiver documented results for future evaluation criteria.
Abstract
This production agreement sets a clear contracting process between a Producer and a Customer for multimedia work. The Specifications serve as the statement of work, defining the service description, technical specification, project objectives, proposed project schedule, and project phases: concept, shooting, and completion. It should outline the shooting concept, shooting dates, production day logistics, and the approval process description.
Proofs are provided at each stage; once reasonable edits are made to address feedback, acceptance cannot be refused. Delivery may occur via an approved party or a download link.
Customer content responsibilities are explicit. The Customer supplies materials and indemnifies the Producer for third-party claims. Include music licensing details, collecting societies such as GEMA, and any brand standards.
The contract reserves ownership of masters, source files, and multimedia systems and equipment to the Producer; reproduction and asset management rights must be clarified in the Specifications to ensure project objectives are met across distribution channels such as web advertising, broadcast TV, point of sales, and web content development. If security requirements or a security clearance apply, include them in the Specifications.
Compensation is governed by Exhibit A with payment milestones. Use Exhibit A for project budget estimates, production expenses, travel expenses, additional remuneration for changes, and any cancellation fees. The Producer may suspend work for nonpayment, helping manage financial security issues.
Track supplier invoices for third-party costs. Scope changes and extra editing are billed hourly, so keep a tight change-control process.
The agreement includes confidentiality, a limited warranty that deliverables conform to the Specifications, and independent contractor terms. Dispute resolution is addressed through governing law, venue, and attorneys' fees. Contract close-out includes returning original materials and a one-year storage window before disposal. Technical execution should note editing software proficiency, AV equipment, camera setup, and lighting and audio requirements.
In public-sector or enterprise settings, this contract can follow procurement services steps: distribution and evaluation, bid evaluation criteria, and contract awarded to the selected contractual partner. Consider supplier performance metrics and contract management services. If a purchase of equipment is needed, specify it; otherwise, the Producer's gear remains theirs. E-signatures may streamline approvals.
Use cases include product-launch spots, corporate interviews by videographers and photographers, training content, and a multimedia strategy supported by distribution partnerships and analytics and engagement to ensure brand alignment.
Proposal Kit helps teams assemble documents that match this framework, with automated line-item quoting, an AI Writer for supporting documents, an extensive template library, and ease of use for building consistent production agreements and related materials.
Further, many organizations use this agreement model when they procure services through an RFP to ensure consistent contractual conditions across vendors. The Specifications should spell out how raw footage is handled, what is included in edits, and what transfers at the completion phase. Buyers can include social procurement topics, such as a set-aside program for Aboriginal businesses, by referencing those requirements in the bid package and aligning award language with the contract.
Clear terms around custody of media, access to project files, and delivery of finals reduce risk and speed approvals. For internal stakeholders, linking payment milestones to artifacts (for example, shooting complete, first cut delivered, final cut accepted) provides control while keeping the schedule realistic.
Proposal Kit can streamline this process by helping teams assemble consistent SOWs, schedules, and clause libraries that reflect the deal's contractual conditions. Its automated line-item quoting supports precise budgets for options like additional shoot days, travel, or licensed music, and its AI Writer can generate supporting documents such as production briefs and change forms. With an extensive template library and ease of use, organizations can move from solicitation to award and through production with clear expectations and fewer surprises.
Another area to clarify is deliverable packaging and quality gates. Define distribution channels per cut (master, social, web advertising, broadcast TV, point of sales), plus codecs, topic ratios, captions, and loudness in the technical specification. Set naming conventions and metadata for asset management so teams can locate versions quickly.
Detail whether the Customer receives raw footage, proxies, or only finals, and if access incurs additional remuneration. Specify how analytics and engagement reports will be gathered post-release to confirm project objectives are met and to inform future multimedia strategy and distribution partnerships.
Operational controls also matter. Include on-site security requirements, visitor lists, and any needed security clearance for facilities. Outline insurance certificates, location permissions, and music licensing paths (library, custom, collecting societies such as GEMA).
Tie payment milestones to concrete artifacts and supplier invoices to reduce financial security issues and reconcile production expenses and travel expenses. Use change forms to manage scope on a production day, and define cancellation fees and reshoot rules for weather or talent issues. For long projects, add a contract close-out checklist covering archival, download link access windows, and destruction timelines.
For organizations that procure services through competitive processes, align the SOW with evaluation criteria and bid evaluation criteria so the contractual partner can be awarded the contract on clear terms. After the award, apply contract management services to monitor supplier performance against the proposed project schedule and service description, and document variances through the completion phase.
Proposal Kit can accelerate this work by assembling consistent statements of work, clause options, schedules, and change forms, while automated line-item quoting supports precise budgets. Its AI Writer helps write supporting materials and checklists, and the extensive template library improves consistency across teams and projects.
How to write my Video and Multimedia Production Contract document - The Narrative
VIDEO/MULTIMEDIA PRODUCTION CONTRACT
THIS AGREEMENT is made this Current Day day of Current Month, Current Year by and between Company Name ("Producers") and Company Name ("Customer").
Terms and Agreements
In consideration of the mutual covenants set forth in this Agreement, Customer and Producers hereby agree as follows:
Description of the Project ("Specifications"). Producers agree to develop the Project according to the terms listed on Exhibit B attached hereto.
Responsibility for Original Material
Materials provided to Producers for use in fulfilling the Project ("the Materials") may include, but are not limited to: Pictures, Film, Slides, 8-mm and 16-mm Film, Videotapes, Audio, Artwork, Motion Graphics, 3D Animation, Digital Media or other source materials required for inclusion in the Project. Producers are not responsible for lost or damaged materials and any compensation due Customer shall extend only to the cost of replacing the Materials in their raw or stock format. Services provided to Customer under this Agreement may include the use of sub-contractors and third-party services. Customer agrees to indemnify and hold Producers harmless from any and all claims for any loss, damage or delay to the Materials or Project while in transit or in the possession of third-party services or sub-contractors and agrees that damages shall be limited to replacement or replacement cost of the raw original material and media provided to Producers.
Delivery of Project
Producers will use all reasonable efforts in the development of the Project and endeavor to complete and deliver to Customer the completed Project no later than Delivery Date by an approved party, provided that payment and all requested materials and instructions have been received by Producers from Customer. Any delay in the completion of the Project due to actions or negligence of Customer, transportation delays, illness, or circumstances outside the control of Producers shall alter the delivery date. Producers will make reasonable effort to notify Customer of any delays to the estimated delivery date as soon as possible.
1 Proofing
Proofs will be presented for Customer approval at each stage of development. If revisions are required, a request must be made when proofs are returned to Producers. Reasonable edits based upon Customer's feedback will constitute acceptable delivery unless otherwise agreed upon in writing by both Producers and Customer.
The total number of proofs provided to Customer shall number Insert Number of Proofs Count unless otherwise determined in the Specifications. Proofs may be provided to Customer in formats that differ from the final output as outlined in the Specifications. Customer acknowledges that colors, printing, quality, media type or any other element presented in the proof to Customer may change upon final delivery and shall not constitute a breach or material deviation from the Specifications.
2 Additional Editing and Changes
Any requested changes to the Specifications shall constitute additional editing and incur additional charges or fees. Additional charges for editing and changes shall be billed at Hourly Rate per hour. All additional changes must be submitted and approved by both parties in writing by approved Contract Change form.
3 Back-ups and copies of Project Files
Producers shall not be responsible for maintaining any copies of Project source files, masters, materials or other media created by Producers for Customer under this Agreement after any such materials have been turned over to Customer. It is Customer's sole responsibility to create back-up copies of any Project files received in order to preserve the integrity of their Project files and protect against unforeseen loss.
4 Reproduction of Project
Upon successful completion of all compensation terms and outstanding balances owed to Producers,. Customer is granted full and unlimited reproduction rights to the Project. Customer is granted a one-time, limited use reproduction right for the Project in exchange for the compensation paid to Producers. Project shall not be reproduced in any format without the written consent of Producers.
Producers retains the right to reproduce the Project in any form for marketing, future publications, competitions or other promotional uses. Producers shall at no time reproduce the Project for use in commercial means or for-profit use.
Ownership of Masters, Media and Source Files
Except for Customer's Proprietary Material contained in the Project, Producers shall hold all right, title, and interest in all original artwork, whether in draft, mock-up, concept or final development for the Project. Customer hires Producers to make a videotape, CD-ROM, DVD, or audio transfer, for commercial use. All edited video, CD-ROMs, audio and DVD will be subject to copyright by Producers. Any unauthorized copying is strictly prohibited.
All equipment, supplies, cameras, edited or master media or any original media produced during the execution of this Agreement shall remain the exclusive property of Producers.
Compensation
In return for the Projects that are completed and delivered under this Agreement and Exhibit B, Customer shall compensate Producers, pursuant to the terms of Exhibit A attached hereto. In the event Customer fails to make any of the payments referenced in Exhibit A by the deadline set forth in Exhibit A, Producers have the right, but are not obligated, to pursue any or all of the following remedies: (1) terminate the Agreement, (2) withhold all files, artwork, source, commitments or any other service to be performed by Producers for Customer, (3) bring legal action. Customer is responsible for all third-party material costs as outlined in Exhibit A, and accepts responsibility for all additional approved costs that Producers may incur in the development of this Project.
All masters, film, tapes or other source materials shall remain the exclusive property of Producers and will only be made available to Customer for an additional fee.
Confidentiality
Customer and Producers acknowledge and agree that the Specifications and all other documents and information related to the development of the Project, excluding however, Customer's Proprietary Material, (the "Confidential Information") will constitute valuable trade secrets of Producers. Customer shall keep the Confidential Information in confidence and shall not, at any time during or after the term of this Agreement, without Producers' prior written consent, disclose or otherwise make available to anyone, either directly or indirectly, all or any part of the Confidential Information at any time. Producers will not make any of the Project materials, whether in part or in whole available to the public domain or any third-party not authorized by Customer prior to obtaining a written release from Customer or verification that the Project materials have been made available to the public by the Customer.
Note - For time-sensitive materials or releases, both parties are encouraged to put a schedule of this information in Exhibit B, the Specifications.
Limited Warranty and Limitation on Damages
Producers warrant the Project will conform to the Specifications. If the Project does not conform to the Specifications, Producers shall be responsible for the timely correction of the Project, at Producers' sole expense and without charge to Customer in order to bring the Project into conformance with the Specifications. This warranty shall be the exclusive warranty available to Customer.
Customer waives any other warranty, express or implied. Customer acknowledges that Producers is not responsible for the results obtained by Customer's use of any part of the Project. Customer acknowledges that Producers are not responsible for fixing problems on the Project, once mass-produced or after Customer has tested, proofed and approved the Project ("Sign off") in writing. Except as otherwise expressly stated herein, Customer waives any claim for damages, direct or indirect, and agrees that its sole and exclusive remedy for damages (either in contract or tort) is the return of the consideration paid to Producers as set forth in Exhibit A attached hereto.
All Master Tape(s) or other source material created for the Project shall be stored at Producers facilities for 1 year from the date of this Agreement. Producers reserve the exclusive right to destroy, delete or otherwise dispose of any materials, whether Customer provided or not that are still in Producers possession after 1 year from the date of this Agreement. Original materials provided to Producers by Customer shall be returned upon successful completion of the Project or to the last known good address for Customer.
Independent Contractor
Producers will be retained as independent contractors for the length of this Agreement. Producers will be fully responsible for payment of their own income taxes on all compensation earned under this Agreement. Customer will not withhold or pay any income tax, social security tax, or any other payroll taxes on Producers' behalf. Producers understand that they will not be entitled to any fringe benefits that Customer provides for its employees generally or to any statutory employment benefits, including without limitation worker's compensation or unemployment insurance.
Materials, Logos, Graphics and other Collateral
Customer agrees to make available to Producers, for Producers' use in performing the services required by this Agreement, such graphical elements and materials as Customer and Producers may agree in writing for such purpose. Failure to provide Producers with Materials in the requested formats may result in additional delays or fees in addition to those stated in Exhibit A.
General Provisions
1 Entire Agreement
This Agreement contains the entire Agreement between the parties relating to the subject matter hereof and supersedes any and all prior Agreements or understandings, written or oral, between the parties related to the subject matter hereof. No modification of this Agreement shall be valid unless made in writing and signed by all of the parties hereto.
2 Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of State. Exclusive jurisdiction and venue shall be in the County County, State Superior Court.
3 Binding Effect
This Agreement shall be binding upon and enure to the benefit of Customer and Producers and their respective successors and assigns, provided that Producers shall not assign any of their obligations under this Agreement without Customer's prior written consent.
4 Waiver
The waiver by either party of any breach or failure to enforce any of the terms and conditions of this Agreement at any time shall not in any way affect, limit, or waive such party's right thereafter to enforce and compel strict compliance with every term and condition of this Agreement.
5 Good Faith
Each party represents and warrants to the other that such party has acted in good faith, and agrees to continue to so act, in the negotiation, execution, delivery, performance, and any termination of this Agreement.
6 No Right to Assign
Customer has no right to assign, sell, modify or otherwise alter the Project, except upon the express written advance approval of Producers, unless otherwise noted in Section 3.
7 Payment Milestones
In the event Customer fails to make any of the payments set forth on Exhibit A within the time prescribed in Exhibit A, Producers have the right to immediately cease all work on the Project until payment in full is paid.
8 Indemnification
Customer warrants that everything it gives Producers to put on the Project is legally owned or licensed to Customer. Customer agrees to indemnify and hold Producers harmless from any and all claims brought by any third-party relating to any aspect of the Project, including, but without limitation, any and all demands, liabilities, losses, costs and claims including attorney's fees arising out of injury caused by Customer's products/services, material supplied by Customer, copyright infringement, and defective products sold via the Project.
9 Use of Project for Promotional Purposes
Customer grants Producers the right to use the Project for promotional purposes and/or to cross-link it with other marketing venues developed by Producers, unless otherwise restricted in the Specifications.
10 Right to Style or to Make Derivative Works
Subject to Section 4 above, Producers have the exclusive rights in making any derivative similar works of the Project and any similarities between Customer's project and future projects constitutes Producers' methods and style and shall remain the right of Producers.
11 Attorney's Fees
In the event any party to this Agreement employs an attorney to enforce any of the terms of the Agreement, the prevailing party shall be entitled to recover its actual reasonable attorney's fees and reasonable associated costs, including expert witness fees.
Each party represents and warrants that, on the date first written above, they are authorized to enter into this Agreement in entirety and duly bind their respective principals by their signature below:
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How to Build a Legal Contract with Proposal Kit
This video illustrates how to create a legal contract using the Proposal Pack Wizard software. It also shows how to create a proposal with an invoice and contract at the same time.
Frequently Asked Questions
How do I customize this contract to fit my business needs?
Customizing this contract involves editing the document to include your business details, terms, and conditions. The templates are designed to be flexible, allowing you to insert your company's name, address, and other relevant information. You can modify clauses to reflect your unique business practices and legal requirements.
Is this contract compliant with laws and regulations?
The legal contract templates are written by legal professionals and designed to comply with current laws and regulations at the time of their writing. However, laws can vary by jurisdiction and change over time, so it's recommended to have your contract reviewed by a local attorney to ensure it meets all legal requirements specific to your region and industry. Templates are licensed as self-help information and not as legal advice.
Can I use the same contract for different clients or projects?
You can use the same contract for different clients or projects. The templates are versatile and easily adapted for various scenarios. You will need to update specific details such as client names, project descriptions, and any unique terms for each new agreement to ensure that each contract accurately reflects the particulars of the individual client or project.
What should I do if I encounter a clause or term I don't understand?
If you encounter a clause or term in the contract that you need help understanding, you can refer to guidance notes explaining each section's purpose and use. For more complex or unclear terms, it's advisable to consult with a legal professional who can explain the clause and help you determine if any modifications are necessary to suit your specific needs.
How do I ensure that the contract is legally binding and enforceable?
To ensure that the contract is legally binding and enforceable, follow these steps:
- Complete all relevant sections: Make sure all blanks are filled in with accurate information.
- Include all necessary terms and conditions: Ensure that all essential elements, such as payment terms, deliverables, timelines, and responsibilities, are clearly defined.
- Signatures: Both parties must sign the contract, and it is often recommended that the contract be witnessed or notarized, depending on the legal requirements in your jurisdiction.
- Consult a legal professional: Before finalizing the contract, have it reviewed by an attorney to ensure it complies with applicable laws and protects your interests.
Ian Lauder has been helping businesses write their proposals and contracts for two decades. Ian is the owner and founder of Proposal Kit, one of the original sources of business proposal and contract software products started in 1997.By Ian Lauder
Published by Proposal Kit, Inc.Disclaimers
Proposal Kit, Inc. makes no warranty and accepts no responsibility for the suitability of any materials to the licensee's business. Proposal Kit, Inc. assumes no responsibility or liability for errors or inaccuracies. Licensee accepts all responsibility for the results obtained. The information included is not legal advice. Names in use cases have been fictionalized. Your use of the contract template and any purchased packages constitutes acceptance and understanding of these disclaimers and terms and conditions.
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