House rules
The work specified in the quotation is leading.
Any additional work outside the quotation will only be carried out after written approval from the client and will be invoiced separately.
Invoices must be paid within the agreed term (7 days).
All prices are excluding VAT, unless otherwise stated.
In case of late payment, interest of 10% per year will be charged.
Additional costs such as travel expenses, equipment rental, or licenses will be discussed in advance and may be invoiced separately.
Overtime is calculated as follows:
11–14 hours: 150% of the hourly rate
15–16 hours: 200% of the hourly rate
A working day has a maximum duration of 16 hours. Work cannot be continued beyond this limit due to health and safety regulations.
Night work (between 22:00 and 06:00) is charged at 150% of the standard rate.
Breaks include breakfast (outside working hours), lunch (minimum 30 minutes), and a second meal for workdays longer than 12 hours.
Travel time and accommodation are reimbursed depending on distance and whether equipment is transported.
Travel time from a distance of at least 15 km (calculated from the address of Sander Geerdink) will be charged according to the standard Dutch mileage rate.
Any hotel stays will be reimbursed by the client.
Upon booking, a deposit of 30% of the total amount will be invoiced. This deposit always serves as a minimum fee and is non-refundable in case of cancellation.
If the client cancels, the following cancellation fees apply, with the deposit being offset against the total amount due:
Cancellation ≥72 hours before the start: only the deposit (30%) is due.
Cancellation between 72 and 48 hours before the start: 25% of the total amount is due. If this is lower than the deposit, the deposit will apply.
Cancellation between 48 and 24 hours before the start: 50% of the total amount is due; the deposit will be deducted from this amount.
Cancellation within 24 hours before the start: 100% of the total amount is due; the deposit will be deducted from this amount.
In the event of force majeure — such as illness, accidents, pandemics, extreme weather conditions, or other circumstances beyond the control of either party — both the cinematographer and the client reserve the right to reschedule the assignment without liability for damages.
If rescheduling is not possible, only the costs actually incurred (e.g. location rentals, equipment costs, travel expenses) will be invoiced. Already paid deposits remain valid for a new date, unless otherwise agreed in writing.
The cinematographer is not liable for indirect damages, such as loss of income or reputational damage.
In case of technical malfunctions, such as defective equipment, a reasonable solution will be sought together.
If the cinematographer is responsible for loss of material, maximum liability is limited to the invoiced amount of the assignment.
All raw and final material may be used for Sander Geerdink’s advertising and portfolio purposes, unless otherwise agreed.
The cinematographer may use the footage for promotion, portfolio, and social media unless the client objects in writing.
Post-production includes only licenses for music and sound effects, which are royalty-free. Stock footage and voice-overs (VO) are not included unless otherwise agreed.
Providing voice-overs to Sander Geerdink is possible.
Providing stock footage to Sander Geerdink is possible.
Specify the number of complimentary revisions and the cost of additional correction rounds.
Delivered material will be provided in the agreed format and resolution as stated in the quotation.
The client receives 2 revision rounds at no additional cost; extra revisions will be invoiced according to standard (hourly) rates.
Music and sound effects used in productions are selected from royalty-free libraries or licensed sources.
If the client requests specific music that is not pre-licensed, the client is responsible for obtaining the proper rights.
The cinematographer is not liable for copyright claims resulting from client-provided material.
If no deadline is set for the delivery of the final product, it may be determined by Sander Geerdink.
If a deadline has been set, the exact date must be clearly communicated and agreed upon. The revision deadline must occur before the final delivery date, and both dates should be explicitly stated to avoid misunderstandings.
If the working environment is deemed unsafe or poses a risk to health, equipment, or third parties, the cinematographer reserves the right to suspend or stop work immediately.
In such a case, the hours worked up to that point and any costs already incurred will be invoiced to the client. Resumption or continuation of the work can only take place once safe working conditions have been restored.
The cinematographer processes personal data of clients and involved parties solely for executing the agreement and in accordance with GDPR.
Personal data, such as names, email addresses, and billing information, are used only for communication, administration, and invoicing.
The client is responsible for obtaining all necessary permissions from individuals identifiable in the footage (for example via model releases or quitclaims), unless otherwise agreed in writing.
The cinematographer may only use footage featuring identifiable individuals for promotion, portfolio, or social media if prior written consent has been obtained from the client.
The cinematographer will retain raw and final project footage for up to 3 years after delivery, unless otherwise agreed in writing. After this period, the footage may be permanently deleted. It is the client’s responsibility to make their own backups if they wish to retain the material.
Raw (unedited) footage is not delivered as standard. Delivery of raw footage is possible only upon separate agreement, may incur additional fees, and must be provided on a hard drive or SSD supplied by the client.
The final product is delivered digitally via a download link, unless otherwise agreed.
Delivery includes only completed video files after post-production. This includes finished versions, not incomplete videos (unless otherwise agreed).
Raw unedited material is not delivered to the client. If this is requested, it will be discussed and may incur additional fees.
Both parties agree to maintain confidentiality of all information obtained in the context of the agreement.
Confidential information includes all business-sensitive data, non-public footage, and information about clients or projects.
Sander Geerdink may not release footage before the client has published it unless agreed in writing.
Extra costs resulting from client-requested changes (e.g., re-edits, additional shoot days, new versions) will be invoiced separately.
If a shoot day extends due to causes beyond the cinematographer’s control (e.g., organizational delays by the client), additional working hours will be charged according to standard overtime rates.
These terms and conditions are governed exclusively by Dutch law.
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