Terms & Conditions

All bookings are confirmed only upon receipt of a signed contract and a non-refundable retainer payment of 50% of the agreed total project fee. Dates and time slots are not held, reserved, or guaranteed until both conditions are satisfied.

Booking requests are fulfilled on a first-come, first-served basis. Carbon Multimedia LLC reserves the right to accept or decline any booking at its sole discretion.

• The retainer is non-refundable under all circumstances, including Client cancellation, schedule changes, or event cancellation, except as specified in Section 05 (Force Majeure).
• The retainer compensates Carbon Multimedia LLC for opportunity cost, pre-production planning, communication, date reservation, and preparation work.
• Retainer amounts vary by service type and scope and are specified in the project contract or invoice.

The remaining balance (50% of total project fee) is due no later than 7 calendar days prior to the Event date. Failure to remit the final balance by this deadline may result in forfeiture of the booking without refund of retainer.

For bookings made within 14 days of the Event date, 100% of the total fee is due upon booking confirmation.

• Bank transfer / ACH
• PayPal, Venmo (business), Cash App (business)
• Cash (for in-person arrangements only)
• Credit/debit card (where applicable; processing fees may apply)

All fees are quoted and payable in US Dollars (USD) unless otherwise agreed in writing.

The Client submits an inquiry via the booking form at carbonmultimedia.com, via email at earon@carbonmultimedia.com, or through direct message on any official social platform (@heiscarbon). Inquiries should include the event type, date, location, and any relevant details about the scope of services needed.

Carbon Multimedia LLC aims to respond to all inquiries within 48–72 business hours.

Upon receipt of an inquiry, Carbon Multimedia LLC will confirm availability for the requested date and acknowledge receipt of the request. If unavailable, the Client will be notified promptly and may be offered alternative dates or referrals where possible.

Once availability is confirmed and interest is mutual, Carbon Multimedia LLC will provide a Client Questionnaire to gather detailed information about the Event or shoot. This may include event timeline, venue or location details, style references, priority subjects, mood/tone preferences, video or photo deliverable expectations, and any special requirements.

Completion of the questionnaire enables Carbon Multimedia LLC to provide an accurate custom quote and tailored approach.

Following the questionnaire, a consultation is conducted to discuss the project in detail. The preferred method of consultation is flexible:

• Voice call (phone or app-based)
• Video call (Zoom, Google Meet, FaceTime, or equivalent)
• Email correspondence (for clients who prefer async communication)

The consultation serves to clarify scope, expectations, creative vision, logistics, and any special considerations. Both parties should leave the consultation aligned on deliverables and timeline.

Based on the questionnaire and consultation, Carbon Multimedia LLC will issue a written custom proposal outlining the scope of services, deliverables, timeline, total investment, and any specific terms applicable to that engagement. All pricing in the proposal is valid for 14 calendar days from the date of issuance.

Upon acceptance of the proposal, Carbon Multimedia LLC will issue a formal Service Agreement / Contract for review and signature. The Client is encouraged to review the contract thoroughly and request any modifications or clarifications before signing.

Contracts are issued digitally and may be signed electronically. Carbon Multimedia LLC reserves the right to negotiate contract terms on a case-by-case basis, subject to mutual written agreement. No verbal modifications to executed contracts will be honored.

Upon execution of the signed contract, the Client remits the retainer payment per Section 02. The booking is officially confirmed upon receipt of both the signed contract and retainer. A written confirmation will be issued by Carbon Multimedia LLC.

In the 7–14 days prior to the Event, Carbon Multimedia LLC will initiate a pre-event check-in to finalize logistics: venue access, shot list, run-of-show timeline, vendor contacts, parking, travel arrangements, and any final creative direction updates. Final balance is also confirmed and collected at this stage (per Section 02).

If coverage extends beyond the agreed Coverage Period, an overtime rate of $200–$400 per additional hour applies. Overtime must be approved verbally or in writing during the Event and will be invoiced to the Client following the Event. Carbon Multimedia LLC is under no obligation to remain beyond the agreed Coverage Period.

Clients requesting delivery faster than the standard turnaround (1–3 weeks depending on package) may request rush delivery. Rush delivery is subject to availability and carries an additional fee of 20–50% of the applicable package rate, applied to the total project invoice.

Invoices not paid by the agreed due date are subject to a late fee of 1.5% per month (18% annually) on the outstanding balance, applied from the due date until payment is received in full. Carbon Multimedia LLC reserves the right to withhold delivery of Deliverables until all outstanding balances, including late fees, are paid in full.

All cancellations must be submitted in writing (email or written notice) and acknowledged by Carbon Multimedia LLC to be effective.

Clients may request one (1) complimentary reschedule with a minimum of 30 days' notice, subject to Carbon Multimedia LLC availability. The retainer will be transferred to the new date. Reschedules with fewer than 30 days' notice are treated as cancellations per the table above, and a new retainer will be required to rebook.

In the rare event that Carbon Multimedia LLC must cancel due to circumstances within its control, the Client will receive a full refund of all payments made, including the retainer. Carbon Multimedia LLC will make reasonable efforts to refer the Client to a qualified alternative photographer/videographer but is not obligated to do so.

In the event of a Force Majeure (see Section 13), Carbon Multimedia LLC will work with the Client to reschedule the Event at no additional rebooking fee. If rescheduling is not possible within 12 months, Carbon Multimedia LLC will refund the retainer minus any non-recoverable costs already incurred (e.g., pre-purchased equipment, travel deposits, etc.).

All turnaround times are estimates from the Event date and are contingent on full payment being received. Carbon Multimedia LLC is not responsible for delays caused by Client failure to provide required information, approvals, or outstanding balances.

All Deliverables are delivered via a private online gallery link (password-protected where applicable). The Client will be notified via email upon gallery availability. Gallery links are active for a minimum of 90 days from the delivery date. The Client is responsible for downloading and backing up all files within this period. Carbon Multimedia LLC is not responsible for data loss after gallery expiration.

Deliverable quantities listed in service packages are estimates, not guarantees. Final counts are determined by the nature of the Event, lighting conditions, shooting conditions, and editorial judgment of Carbon Multimedia LLC. Carbon Multimedia LLC reserves the right to select which images and footage are included in the final Deliverables.

Raw, unedited files (RAW photo files or unedited video footage) are not included in any standard package and are not delivered unless specifically contracted as an add-on service. Raw footage add-on: +$300–$600 per engagement. Raw files, when delivered, are for archival reference only and are not intended for direct publication or distribution.

Carbon Multimedia LLC delivers fully edited Deliverables to a professional standard. Each package includes one (1) round of minor revision requests (e.g., crop adjustments, minor color correction preferences) submitted within 7 days of delivery. Additional revision rounds are billed at $75/hour at Carbon Multimedia LLC's discretion. Fundamental re-edits, style overhauls, or bulk replacements are not included in revision provisions.

All packages include a personal use license. This grants the Client the right to use Deliverables for personal, non-commercial purposes including printing, personal social media sharing (with appropriate credit), and personal archival.

Certain packages (noted per engagement) include a standard commercial usage license, permitting use of Deliverables in brand materials, marketing collateral, social media (brand/business accounts), and digital advertising, excluding national broadcast, paid editorial placement, or stock licensing.

Full commercial and advertising rights — including use in national campaigns, broadcast media, paid editorial, or stock licensing — require a separate commercial rights agreement and are available as an add-on or within Enterprise and specific Corporate packages. Unauthorized use of Deliverables beyond the licensed scope may result in additional licensing fees, legal action, or both.

Carbon Multimedia LLC retains the right to use any Deliverables for portfolio, marketing, promotional, and educational purposes — including display on carbonmultimedia.com, social media platforms, print portfolios, and press submissions — unless the Client requests in writing prior to the Event that specific content remain private. Confidential corporate or NDA-governed shoots are exempt from this provision upon written notification.

Carbon Multimedia LLC retains full copyright ownership of all photographs, video footage, and creative works produced during any engagement. The Client is granted a license to use the Deliverables as specified above — not a transfer of copyright. No copyright is transferred to the Client unless explicitly agreed upon in a separate written copyright assignment agreement.

• The Client is responsible for ensuring that the venue or shoot location complies with all applicable local, state, and federal safety codes and regulations.
• Carbon Multimedia LLC must be informed in advance of any known hazards, restricted areas, crowd conditions, or special equipment requirements at the venue.
• Adequate lighting must be available or arranged for indoor events. Carbon Multimedia LLC will provide supplemental lighting where included in the scope, but is not responsible for results in conditions that prevent professional-quality capture.
• Carbon Multimedia LLC personnel shall not be required to climb unstable structures, enter restricted areas, work in extreme environmental conditions without proper preparation, or operate in situations posing unreasonable risk to health or safety.

Drone aerial coverage is available as an add-on service and is subject to:

• FAA Part 107 compliance and applicable FAA regulations at all times.
• Local airspace restrictions, NOTAM reviews, and any required waivers or permits.
• Location approval — drone operations may not be possible at all venues. The Client must obtain venue/property permission for drone use prior to the Event.
• Weather conditions — drone operations will be suspended or cancelled in high winds (15+ mph sustained), rain, fog, or other unsafe atmospheric conditions, without refund of drone add-on fees where weather is the cause.
• Any government-restricted airspace (stadiums, airports, federal buildings, etc.) prohibits drone use regardless of Client or venue consent.

• Carbon Multimedia LLC requires reasonable physical access throughout the venue to perform coverage effectively, including space for tripods, camera rigs, or lighting equipment where applicable.
• Carbon Multimedia LLC is not responsible for damage to equipment caused by third parties, venue staff, event attendees, or environmental conditions at the Client's event.
• Any damage to Carbon Multimedia LLC equipment caused directly by the Client, their agents, or their guests may be invoiced to the Client at replacement cost.

In the event of a medical emergency or safety incident at the shoot location, Carbon Multimedia LLC may pause or cease coverage to respond appropriately. Coverage time lost due to emergency situations will be handled on a case-by-case basis, and no refund or reduction in fees will be applied for time lost due to genuine emergencies.

Carbon Multimedia LLC is based in Florida and provides local coverage within a 50-mile radius of the primary service area at no additional travel charge. Specific mileage origin is confirmed at time of booking.

All travel and accommodation costs for out-of-area engagements are billed directly to the Client at cost with no markup. Receipts are provided upon request. Estimated travel costs will be itemized in the project proposal prior to booking.

International engagements are available on a case-by-case basis. In addition to the general travel cost provisions above, international bookings may require:

• Visa or work permit fees where required by the destination country (billed to Client at cost).
• International travel insurance purchased by or on behalf of Carbon Multimedia LLC (billed to Client at cost).
• Compliance with the destination country's import/export regulations for commercial photography/videography equipment, which are the Client's responsibility to facilitate where required.
• All services rendered internationally remain subject to the governing law provisions of Section 15, unless a written international contract amendment specifies otherwise.

For out-of-state or international engagements requiring flight or lodging, the Client must confirm the booking and pay all applicable deposits at least 45 days prior to the Event to allow sufficient time for travel arrangements. Carbon Multimedia LLC is not responsible for increased travel costs resulting from late booking confirmations.

For any Event with a Coverage Period of 6 or more consecutive hours, the Client is required to provide a vendor meal (one full meal per Carbon Multimedia LLC team member present) at no cost to Carbon Multimedia LLC. This meal should be provided at an appropriate break point during the event — typically during a natural lull in coverage such as a dinner service, cocktail hour, or intermission.

If a vendor meal is not provided for qualifying engagements, Carbon Multimedia LLC will take a 30-minute unpaid meal break at a time of its own choosing, and this time will not be counted toward the Coverage Period. Carbon Multimedia LLC is not responsible for any coverage gaps during this break.

Carbon Multimedia LLC will communicate any dietary restrictions or allergies in advance where applicable, and the Client should make reasonable accommodations. However, the Client is not obligated to provide specialized meals — a general buffet or food station available to other vendors is typically sufficient.

• Carbon Multimedia LLC requires reasonable access to restroom facilities throughout the Event.
• For outdoor events exceeding 4 hours, access to shade, shelter, or a temperature-controlled area is requested for equipment safety and personnel wellbeing.
• For multi-day events, the Client should ensure access to secure storage for equipment overnight where applicable.

Carbon Multimedia LLC carries professional liability (errors & omissions) insurance and general liability insurance appropriate to its scope of operations. Proof of insurance is available upon written request for qualifying corporate or venue-specific engagements.

Some venues or corporate clients may require Carbon Multimedia LLC to be listed as an additional insured on an event policy. This requirement must be communicated no later than 30 days prior to the Event to allow sufficient arrangement time. Any additional insurance premiums required by the Client's venue may be billed to the Client.

In the event of any failure to deliver Deliverables due to equipment malfunction, media corruption, theft, natural disaster, Force Majeure, or any other cause beyond Carbon Multimedia LLC's reasonable control, Carbon Multimedia LLC's total liability shall not exceed the total fees paid by the Client for the affected engagement.

Carbon Multimedia LLC is not liable for:

• Indirect, incidental, consequential, or punitive damages of any kind.
• Loss of revenue, business opportunities, or reputational harm arising from any failure of services.
• Errors, omissions, or quality deficiencies arising from circumstances beyond Carbon Multimedia LLC's reasonable control, including but not limited to poor venue lighting, obstructed sightlines, or uncooperative subjects.
• Data loss or file corruption after Deliverables have been successfully delivered to the Client.

Carbon Multimedia LLC assumes full responsibility for its own equipment during engagements. However, in the event that Carbon Multimedia LLC equipment is damaged, stolen, or destroyed due to the direct negligence or intentional acts of the Client or their guests, the Client agrees to reimburse Carbon Multimedia LLC for repair or replacement costs at current market value, supported by documentation.

The Client agrees to indemnify, defend, and hold harmless Carbon Multimedia LLC, its members, agents, and representatives from and against any claims, damages, costs, or liabilities arising out of: (a) the Client's use of Deliverables beyond the licensed scope; (b) misrepresentations by the Client; (c) the Client's failure to obtain necessary permits, releases, or permissions for the Event location or subjects; or (d) third-party claims related to content the Client directed Carbon Multimedia LLC to create.

The Client is responsible for obtaining any necessary model releases, talent releases, location permits, or property releases required for the intended use of the Deliverables, particularly for commercial, advertising, or editorial use. Carbon Multimedia LLC may provide standard release forms upon request but is not responsible for ensuring third-party releases are secured.

For services rendered in states other than Florida, applicable state laws governing photography, videography, commercial licensing, privacy, and right of publicity may vary. Carbon Multimedia LLC will make reasonable efforts to comply with applicable local law in the state where services are rendered. The Client is responsible for ensuring compliance with any location-specific permits, zoning requirements, or local regulations applicable to the Event.

For services rendered outside of the United States, these Terms remain the foundational governing document, supplemented by a written international engagement addendum addressing applicable local law in the destination country. Areas of particular consideration include:

• Data protection and privacy laws (e.g., GDPR for European engagements)
• Commercial photography and drone regulations specific to the destination country
• Import/export restrictions on professional camera and broadcast equipment
• Work authorization and visa requirements for commercial production activities
• Foreign tax obligations, VAT, or withholding requirements

Carbon Multimedia LLC will make reasonable efforts to advise Clients of known relevant international requirements but is not a legal authority on international law. Clients engaging international services are strongly encouraged to consult with a local attorney in the destination jurisdiction.

Prior to initiating any formal legal proceedings, both parties agree to engage in good-faith negotiation for a minimum of 30 days to attempt resolution. If negotiation fails, disputes shall be submitted to binding mediation in Florida before either party may pursue litigation. Costs of mediation shall be shared equally by the parties.

• Major (v2.0.0) — Structural rewrites, major legal shifts, or jurisdictional changes.
• Minor (v1.1.0) — New sections added, policy additions, or substantive clarifications.
• Patch (v1.0.1) — Typo corrections, formatting updates, or minor non-substantive edits.