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Last updated: 02/01/2023

booking terms and conditions.


What constitutes commission of work

Work will be deemed as being formally booked or commissioned when an instruction to begin work has been ordered or a date for work to be carried out has been agreed.

Work can be commissioned by any form of written communication. Once work has been commissioned it is the responsibility of the Client to raise any Purchase Order number or any other relevant contracts or anything else that they require.

Cancellation by clients

Cancellation by a client results in liability for 100% of all the agreed value of the work commissioned.

Where significant hired-in costs are required for equipment, these will usually need paying in full before work begins. Cancellation of these services will usually still require full payment.

It may be that this liability can be wholly or partially waived by Boxclever Media Ltd should the work be rescheduled or amended. This is purely at the discretion of Boxclever Media Ltd.


Alterations to the schedule of work

The nature of filming and video making is that the needs of clients can often change once the process has begun.

Alterations that will affect agreed script, filming locations, number of required filming days, number of required post-production days not agreed prior to the commencement of work, must be made subject to a further written or verbal agreement and may affect cost. Boxclever Media Ltd will submit a revised quote upon receiving an amendment to our working brief.

Hours of working

Boxclever Media Ltd operates a flexible service to accommodate the most fluid of schedules. The Boxclever Media Ltd team can operate a 24/7 service.

Where activity needs to be filmed around the clock there will be multiple crews to cover these operations.

Boxclever Media Ltd will normally supply a minimum crew of 2 persons. This is for health and safety reasons so that kit can be carried safely and when one person is filming the other can look out for potential hazards.

Normal working hours are 0800-1800 portal-to-portal. Where crews are required outside of these hours, at weekends or over public holidays there will be a cost implication detailed below in the “unusual hours” section.

Where filming is required for 12 hours or more in a 24 hour period then additional crews at additional cost may be required to ensure adequate breaks for the crews.


When Boxclever Media Ltd crews are required to work consecutive shifts on consecutive days in areas where it impossible to travel back to base and back to site and still have a 10 hour break then adequate accommodation and welfare facilities must be provided at cost to Client to ensure the safety and wellbeing of the crew between shifts.


When adequate accommodation and welfare facilities cannot be offered for offshore working then the Boxclever Media Ltd crew will require onshore accommodation and a transfer vessel to travel to each working shift offshore.

Cancellation by us

Boxclever Media Ltd accepts no liability whatsoever for any costs incurred by or as a consequence of a cancellation of work by Boxclever Media Ltd.

Boxclever Media Ltd shall be under no liability if unable to carry out any provision of the contract for any reason beyond its control including (without limiting the foregoing) Act of God, legislation, war, fire, flood, drought, failure of power supply, lock-out, strike or other action taken by suppliers or owing to any inability to procure materials required for the performance of the contract. During the continuance of such a contingency the client may, by written notice to Boxclever Media Ltd, elect to terminate the contract and pay for work done and materials used but subject thereto shall otherwise accept delivery when available.


Payment shall be due 14 days from the date of the issuing of the invoice by Boxclever Media Ltd.

Work will be invoiced once the work has been completed whether or not the Client has issued the relevant Purchase Order number or other relevant information required by them. On occasion we may request a 50% non-refundable deposit before any work commences.

Should an invoice remain unpaid for 90 days for whatever reason then a 5% surcharge will be added to the invoice.

Should an invoice remain unpaid for 180 days for whatever reason then a further 5% surcharge will be added to the invoice.

Should the invoice remain unpaid for 270 days for whatever reason then a further 5% will be added to the invoice.

Provisional bookings, standby bookings, and unusual hours

These bookings are where Boxclever Media Ltd staff and/or resources are reserved in anticipation of forthcoming film work and will be subject to the following cancellation fees:

More than 96 hours (4 days) notice = No charge.

Between 48 and 96 hours notice = 25% of labour costs for the entire duration of the contract + all of any specialist equipment that may have been hired and any costs that Boxclever Media Ltd have incurred.

Between 24 and 48 hours notice = 50% of labour costs for the entire duration of the contract + any specialist equipment that may have been hired and any costs that Boxclever Media Ltd have incurred.

Less than 24 hours notice = 100% of labour costs for the entire duration of the contract + any specialist equipment that may have been hired and any costs that Boxclever Media Ltd have incurred.

Crews placed on standby ready to travel to a film job will be subject to the following:

Crews will be made aware of the time and date that the “on-call” or “standby” period is due to begin and end. If a crew are placed on standby they the following costs will be incurred:

50% of all labour and equipment costs + the cost of any specialist equipment that may have been hired + hotels that may have been booked in anticipation of work will be due if the crew haven’t been required during the standby period.

100% of all costs shall be incurred for each day the crew are used within the standby period.

If crews are required between 1700 on Friday and 0900 Monday there will be a 150% charge of the usual crew rate for any work that goes ahead and 75% for standby days unused.

Any work on Bank holiday weekends will incur a 150% rate.

General conditions

Boxclever Media Ltd cannot be held liable for loss or damage caused as a result of third party action or failure.

The client shall provide appropriate security arrangements for any filming which Boxclever Media Ltd provides crew or equipment and such arrangements shall be notified to Boxclever Media Ltd in writing in advance of travel to that jurisdiction.

Boxclever Media Ltd cannot be held liable to any party for any errors on any medium after the customer has agreed in writing that the content is correct and accurate and should be posted, published or broadcast.

Contracts may be modified by agreement in writing at any time to add or delete services to better fit the client’s needs.


In consideration of, and subject to, the final payment of full fees due to Boxclever Media Ltd by the customer, Boxclever Media Ltd hereby assigns to the customer with full title guarantee all the present and future copyright and other intellectual property rights howsoever arising in the content.


Any confidential or proprietary information which is acquired by Boxclever Media Ltd from a client company, person or entity will not be used or disclosed to any person or entity, except when required to do so by law. If required, Boxclever Media Ltd will sign and adhere to the conditions of any Confidentiality Agreement used by the client.

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