At Vibrolix Studios, we pride ourselves on delivering exceptionqal audio and video production services for your events.
To ensure smooth operations and clarity for all parties please review our policies below
For bookings under $2,000 payment in full (100%) a 50% deposit is required at booking, with the remaining balance due no later than 14 days before the setup date
For bookings $2,000 or more, a 50% deposit is required at booking, with the remaining balance due 14 days before the setup date.
Accepted payment methods: Credit Card and/or Debit Card, Zelle, Bank Transfer, Company Check
Payment due date will be listed on your invoice. Late payment will result in cancelllation of services
Deposits are refundable based on the timing of cancellation as follows:
- More than 30 days before the setup date: Full refund of the deposit (minus any pre-production costs incurred)
- Between 14 and 30 days before the setup date: 50% refund of the deposit
- Within 14 days of the setup date: Deposit is non-refundable
Note: Setup date refers to the first day our crew is scheduled to arrive on-site for load-in, setup or filming, as stated in your contract
Refund timelines are based on the setup date, not the performance or event day.
All cancellations must be submiited in writing via email to be vaild
We do not offer rescheduling cancellations are final and cannot be transferred to a new date
Clients are encouraged to carefully confirm setup dates before booking to avoid fees
For any new client or any venue we have not worked in before. We conduct a complimentary on-site walkthrough prior to the event and booking.
This ensure we understand the space, power access, acoustics, sightlines, and any technical considerations before production day.
For events outside our standard travel area, walkthroughs maybe conducted virtually if an in-person visit isn't feasible.
Clients are responsible for providing accurate and complete event details during the walkthrough / discussion,
Ensure the venue provides access for setup, production and teardown as scheduled, Secure any necessary permissions for
filming, livestreaming, and drone operations where applicable.
Vibrolix Studios retains full control and custody of all equipment during the event.
However, the client is responsible for any loss, theft, or damage to equipment caused by guests, attendees, or others on the event premises.
If equipment is stolen or damaged due to circumstances beyond our control while on-site, the client will be billed for repair or replacement costs.
An itemized invoice will be provided for any charges related to equipment damage or loss.
Clients are encouraged to provide a secure environment to help prevent theft or damage during the event.
We use professional-grade equipment and experienced technicians to deliver high-quality production services.
Despite best efforts, technical issues may arise during the event, including but not limited to equipment failure, connectivity problems, power outages, or software glitches.
We will make every reasonable effort to quickly diagnose and resolve any technical issues to minimize disruption.
However, the we cannot guarantee uninterrupted service and is not responsible for technical failures beyond our control.
No refunds or discounts will be provided for interruptions or reduced quality caused by technical difficulties.
Clients are encouraged to have backup plans and understand the inherent risks of live event production technology.
We expect all clients, their guests, and event attendees to treat our staff and contractors with respect and professionalism at all times.
Any form of verbal abuse, harassment, discrimination, or threatening behavior directed toward our team will not be tolerated.
In the event of disrespectful or abusive behavior, we reserves the right to immediately suspend or terminate services without refund.
Safety and a positive working environment for our staff are paramount.
We encourage open, respectful communication to ensure a successful and smooth event for everyone involved.
The Client may use the final delivered footage and materials as they see fit without restriction.
Vibrolix Studios retains the right to use any footage, images, or materials from the event for promotional purposes, including website, social media, and marketing,
unless a Non-Disclosure Agreement (NDA) or other written agreement specifying restrictions is signed prior to the event.
Raw footage and all original files remain the property of the Company. The Company will retain raw footage for one (1) year from the event date, after which it may be securely deleted.
Clients are encouraged to request delivery of raw footage within this retention period if desired.
Unauthorized reproduction, distribution, or sale of footage by either party is prohibited unless otherwise agreed in writing.
Vibrolix Studios carries general liability insurance and equipment coverage to protect against accidents, damages, or losses that may occur during the course of providing services.
While we maintain insurance for our operations and equipment, the client is responsible for providing a safe environment and for any damages or losses caused by guests or third parties on-site.
Proof of insurance can be provided upon request.
Both parties agree to keep proprietary or confidential information disclosed during this agreement confidential.
Vibrolix Studios will not share or publish other client information or materials without prior written consent, except as required by law.
The Client agrees to respect the confidentiality of any proprietary techniques, processes, or information provided by Vibrolix Studios
The Company shall not be liable for any indirect, incidental, consequential, or punitive damages arising from the services provided.
The Client agrees to indemnify, defend, and hold harmless the Company, its officers, employees, and agents from any claims, damages,
liabilities, costs, or expenses arising from the Client’s negligence, breach of contract, or actions during the event.
The Company’s total liability shall be limited to the amount paid by the Client for the specific services rendered.
Our production team prioritizes the safety of crew and equipment at all times.
If weather conditions exceed a light drizzly rain, including heavy rain, storms, lightning, high winds, or any unsafe conditions,
we will stop all production immediately and will not continue working.
This policy is in place to protect personnel and prevent damage to sensitive equipment.
If production is halted due to weather conditions as described above, the client will not be entitled to any refunds of payments made.
Clients are encouraged to plan accordingly and consider weather contingencies when booking outdoor events.
The Company shall not be held liable for failure or delay in performing services due to causes beyond its reasonable control,
including but not limited to natural disasters, acts of God, war, terrorism, strikes, government restrictions, pandemics, or severe weather.
In such events, the affected event or services will be considered canceled and subject to the Company’s cancellation policy.
The Company does not offer rescheduling for events impacted by force majeure.
The Client agrees that no damages, refunds, or penalties shall be payable by the Company beyond what is stated in the cancellation policy.
