We offer a few different options for businesses looking for video production or photography services depending on how much content they want to create.
This is the best option for clients who only need a few videos over the course of a year. We quote, plan and execute that specific project and then say “until next time!”. If you only need one video or photo shoot, this is the way to go.
This works really well for clients who need more than one video created, but don’t require constant access to our creative team. We’ll identify all the content we need to produce, then plan and schedule everything together into a single production to save costs. By bundling multiple video/photo projects together, we can share resources to increase efficiency. For example, we could use the same location and camera/lighting setup for a few different videos. It ensures that you’re making full use of each shoot day. Depending on the size and scope of each video, this could mean filming a bunch of small videos in a single day, or a few larger videos over the course of multiple consecutive days. Clients can easily reduce the cost of each video by as much as 25% compared to per-project productions.
Content Creation Agreement
A Content Creation Agreement is perfect for clients who need a consistent, ongoing supply of high-quality video production & photography. This is an agreement between a client & Gradient Visuals that gives the client discounted services in exchange for committing to a large amount of work. You can think of it as buying in bulk. We basically become your in-house creative team for a period of time. This comes with a number of excellent benefits:
Generate a large amount of content high-quality content
Get 1st priority access to our services
Develop a highly efficient working relationship
Save the cost/time of building a production team in-house (recruitment, wages, training, benefits, overhead, equipment, etc)
This is absolutely the most cost-effective way to produce content at scale without sacrificing quality. These types of agreements do require a significant commitment, but they also come with a hefty discount. We can offer between 20-40% off of our standard rates depending on the amount of work involved.
Here’s How it Works
No two agreements look exactly the same because we customize the terms to fit the needs of each client. However, they’re all built of the same stuff:
A pre-determined amount of projects/deliverables or hours of labour.
A length of time in which the workload is to be complete.
A discounted rate determined by the size of workload. The larger the commitment, the better the rate.
An extension of the timeframe that allows the client to use up any leftover deliverables/labour time left at the end of the term.
The goal is to create an agreement that's easy and flexible, so that we can focus on what’s important - creating amazing visuals for your business. We understand that things change, delays arise, and unexpected events occur. That’s why we’ll work with you to design a plan that can flow, change and grow at the same pace your business does.
Clients on this system typically produce between 20-75 projects per year ranging from quick photoshoots, to large productions that involve weeks of work. If you think a Content Creation Agreement might be a good fit, chances are you've got some questions... Have a look at our FAQ below and feel free to send us an email or give us a call.
We can tailor our approach to fit the needs of just about any business. Whether you're about to do your first video, or you need regular access to a skilled creative team, we're happy to help! Reach out to start the conversation today.
Content Creation Agreement FAQs
How do we know what we’re getting for our investment?
One of the first steps in setting up an agreement like this making a Production Plan. We’ll work together to create a list of all the projects you want to produce over the term, determine cost estimates for each one, and then start plugging them into a production calendar. This process sets clear expectations of total deliverables, project investment, and production pace. As we begin to tackle the workload, we stay transparent with regular communication and reporting on project progress & costs.
How do we determine the cost of each individual project?
We’ll discuss the scope & scale of each project to determine a cost that you’re comfortable with. Different projects call for different approaches. Sometimes you need fast and cheap, sometimes you want top-quality. We've created a simple system to quickly set cost/quality expectations for a large number of projects. To do this we assign each project one of 3 Production Levels - Lean, Standard, or Large. Each production level has a clearly defined approach which helps determine both the cost and production quality of a given project.
Lean videos are fast to produce, while maintaining a desired basic, professional level of quality. To accomplish this we use skilled crew and quality equipment, but execute with simplified techniques.
Standard videos allow for increased effort to heighten entertainment/production value, while still falling back on the lean approach when possible to balance costs.
With Large productions, the goal is to make the best video we can. We’re investing significant effort at all stages to elevate production value and create a something that really stands out.
How do we make sure we’re staying on budget?
We track all billable hours with detailed logs on the task/project level. That means its very easy to generate a report for any project at any point in time. We’ll set expectations for reporting frequency at the onset, and provide you with consistent updates throughout the timeframe. If unexpected costs arise with any project along the way, we’ll notify and wait for approval before moving forwards.
What if I don't know exactly what kind of videos/photos I want?
That's ok! Part of our job is to come up with great ideas. As we learn about your business, the gears will begin turning and you can be sure that ideas will start to fly. As long as the client has a list of products/services that they want to promote, or goals that they would like to achieve, we can use that as a starting point.
What if we need more work than originally agreed upon?
No problem! If you want to increase the workload partway into the agreement, we’ll do our best to accommodate that.
What if we no longer need some of the content we planned to make?
Things come up, plans change. We get that. If some of the content on our list is no longer valuable to you, we can pull the plug and replace it with something else. The only downside would be if you decide to cut a project that we’ve already begun working on, we still need to bill for those hours. However, there is no penalty for switching, changing, or removing projects that have not been started.
What if we need new content that wasn't originally planned for?
We’re happy to discuss any new ideas with you as they come up. In fact, there's a good chance we'll be pitching new ideas to you throughout the agreement.
What if we are unable to reach the target workload?
The goal is to maintain a steady pace throughout the agreement to ensure we hit our target workload by the end of the timeframe. However, we call it a target workload for a reason. Some months may be slower than others. We've planned for that.
The minimum commitment is actually set at 20% below the target workload. This provides a large degree of flexibility to account for any unexpected changes over the course of the agreement. As long as the client gets within 20% of the target workload by the end of the timeframe, we're good. In the case that a client leaves more than 20% of the workload uncompleted, there are a few options:
1. Renew the agreement and roll the unused hours into the next term.
2. Utilize the grace period at the end of the term to complete any unfinished work.
We've structured this service to provide ample flexibility, and we will do everything we can to help ensure clients reach the goals set in the agreement. In unlikely event that a client is unable to meet their minimum commitment by the end of the grace period, the final option would be to buy out the remaining hours at a discounted rate.
Are there any additional costs that aren’t included in the discounted rate?
Our rate covers all labour time from Gradient Visuals employees. Any direct project costs such as travel, location fees, talent, music licensing, etc are not included in our hourly rate. If a project requires such additional costs, they will be budgeted and approved with the client before we begin production. All our services are subject to sales tax.
What if the client has to cancel or reschedule a shoot?
There is no penalty for cancelling/rescheduling with us. However, if we’ve had to book services or equipment from a third party (a special location, on-camera talent, etc) and the client cancels without sufficient notice, then the client will be subject to their respective cancellation policies.
How is this different from a retainer?
With a retainer model, the client pays in advance to reserve a set amount of hours. If the client fails to use all of their time by the end of the month, they could frequently wind up paying for time they didn’t use. We wanted to provide more flexibility than that. Instead, we bill for actual hours worked, so you only pay for what you’ve used so far. We’ll keep an eye on our pace each month, and if we start falling short, we’ll make a plan to get back on track. That way clients have the flexibility of the entire timeframe, plus a grace period at the end to complete the workload. This model helps ensure that clients get the most out of their investment.
How does billing work?
We typically prefer to bill for hours worked/expenses incurred on a monthly basis. Payment terms are net 15. Each invoice will include a report of billable hours and expenses. We are open to considering other arrangements if this does not work for you.
How do you deliver/share files?
Do you keep backups of all the files?
We always keep 2 separate copies of all project files including the original camera raw media. The cost of media storage/backup is included in our pricing. This ensures that if you need to change or reuse something we shot a few years ago, the files will be right there ready to go. We get many requests from clients each year that require the use of old footage or modification of old videos.
If you want to add an extra layer of security we can provide a routine backup of all files on hard drives that are kept at your facility. The client would be responsible for the cost of their own hard drives.
Can we have the raw footage/photos?
Yes, we can give you all of the unedited original camera files. However, unless it is purely for backup/security purposes, we don’t actually recommend that. We shoot all of our content in 4K professional RAW file formats that take up a lot of space and require special software to view/edit. If you want access to the original files so you can do your own editing in-house, that's great! For that, we recommend creating a Visual Asset Library. Each time we complete a project, we can export all of the good shots as short, ready to use clips in a user friendly format. Then we’ll upload these collections of shots into a well-organized cloud storage system where your team can access and use them as needed. This is a really powerful way to get even more out of the content we create for you.
Can you manage our social media/youtube channel/website?
Technically, yes. Our team does have experience managing social media accounts, youtube channels, and even building and managing websites (like the one you’re on) and Shopify ecommerce stores. However, that is not our specialty and it's not what we're passionate about. You’re probably better off looking elsewhere or hiring in house for that sort of work. That being said, if you’re in a pinch, we’re happy to lend a hand.