To clarify how we operate and do business which is according to industry norms and standards :
Mileage : Is always charged, portal to portal. This includes single day jobs and ones billed as “working as local” except in the case of location being within 15 miles, 30 miles total round trip. Unless explicitly waived before job in writing by PI LLC, mileage is always charged. Operation of a large van hauling around gear isn’t free or cheap. We reserve the right to charge a rate above the federal mileage rate depending on circumstances such as hauling a trailer, extended idle time at an hourly rate, travel in bad weather.
Meals : Quality meals will be provided at 5 hr intervals. NO PIZZA, NO FAST FOOD, unless its the only possible local option available. Penalties for going more than 30 min past expected meal times may be applied at a rate TBD but will be at least $15/hr of time from missed break per crew member.
Travel Days : travel days to and from production location are at full rate but may be negotiated for productions longer than 2 days on location. All expenses for travel including baggage fees, gear transport fees, customs fees & brokers, transport to and from airports, ect will be charged.
Per diem : instead of keeping and copying lots of paper receipts for meals and other travel expenses, we charge a flat rate $75 / day ( 2024 rate subject to change ). If client pays or provides for all meals directly this fee may be waived.
Overtime & Turn Around : after 10 hrs, hourly rate is 1.5X of hourly day rate. After 12 hrs OT rate is 2X. After 14 hrs OT is 2.5X and we reserve the right to stop work for unsafe working conditions without penalty.
8 hrs of sleep plus 2 hrs of personal time plus any travel time both ways is minimum turnaround time between work days. For productions wanting to work long days hotels close to site are recommended even for “working as local” since travel time to and from site is added onto turn around time.
Security : due increased hostility and harassment to media and production crews working in the field, we may request armed security as appropriate depending on circumstances. We reserve the right to leave locations deemed too hostile or dangerous to work in. Client is responsible for any and all gear losses in these situations – ie we have to run to protect our well being and leave gear behind which is destroyed or stolen which may include vehicle and its contents or sub-rented items for job.
Cancelation : when a project is booked affirmatively, cancelation of job 48hrs prior to start is 100% of quote due, 72 hrs 50%. We may waive this fee if project can be rebooked in the short term meaning 1-2 weeks due to weather, unavailable talent on original days, illness, family emergency or other extreme mitigating circumstance that can’t be controlled. We may also waive this fee for regular clients who keep us busy depending on circumstances.
Payment : All invoices are due immediately. Payment must be received within 30 days. To facilitate prompt payment we can accept credit card with a 3% convenience fee, PayPal, ApplePay, direct payment via QuickBooks or ACH. All unpaid balances past 30 days will accrue a 10% late fee and 2.49% interest per month APR 29.88%. Unpaid balances past 90 days without written arrangement for payments will be perused through the legal system.
Deposits : we reserve the right to require a deposit of 30% to 50% of project quote 7 days prior to project starting. If a project cancels and doesn’t reschedule on a date thats agreeable, we reserve the right to keep the deposit in whole or part as cancelation fee.
Quotes : all quotes are to be considered estimates. While final invoices are typically about the same amount, occasionally less than quote, final invoices may be higher due to additional client requests, changes in project scope, unexpected costs especially due to situations like weather that can’t be controlled. While we do make a reasonable effort to includel foreseeable things, there are times when not all things can be anticipated. An example is weather causes production to run long or move a day or two because you can’t work in the rain or snowstorm.
Insurance : you as client will carry production and general liability insurance with $2M min coverage per incident and enough coverage for all gear on a job which is suggested to be at least $150K . You may be asked to provide certificate of insurance to ensure all things are covered. If gear rentals are involved with job you may be required to provide rental company with COI as well. No you may NOT operate on our insurance.
Additional terms and conditions may be added at any time due to unforeseen situations. This should not be taken as all inclusive but as a starting point.