The East Wing Studios Terms and Conditions

1.      These Terms

1.1.  On the placing by you of any Booking you are deemed to have accepted these terms. If you think that there is a mistake in these terms or you require clarification, please contact us to discuss.

2.       Service Inclusions

2.1.  Prices cover expert staff, agreed deliverables, and mastered/raw audio files in specified formats.

2.2.  Additional deliverables (e.g., project files) require prior agreement and may incur extra charges. Creating duplicates for external use may not always be feasible due to proprietary workflows and systems.  We use a combination of hardware and software systems that would need to be matched identically for external use.  Some of our workflows and processes are considered our own and we would not share them, but we would do our best to provide you with usable files where possible when required. Any files or deliverables requested at a later date will be charged as time take, at our basic hourly studio rate.

3.       Privacy Statement

3.1.  During project collaboration, essential contact details are securely stored in company Gmail accounts, complying with GDPR. Details are not shared with third parties.

4.       Service Quality

4.1.  Services meet industry standards demonstrated in the showreels on our website (www.theeastwing.co.uk) and other examples that we have made available to you or bespoke pieces that we have created especially for your project.

4.2.  Aim to deliver exceptional sound and music while leveraging extensive skills and creativity, along with high standards of customer care.

5.       Project Management

5.1.  'Sign-off' points are agreed upon during the project. Once the work has been “signed off” by your client and receipt of agreed deliverables mark project completion, triggering invoice generation emailed out to you.

5.2.  Clients typically play an active role as directors, producers, or in similar capacities in the project. Issues with the work must be communicated during the project through feedback and necessary amendments before final 'sign off'.

5.3.  'Sign off' will be requested via email correspondence, marking the client's approval.

5.4.  If multiple stakeholders are involved in the 'sign off' and feedback process:

5.4.1.  It's the client's responsibility to ensure collective feedback arrives together, avoiding conflicting or delayed input from stakeholders.

5.4.2.  Timely submission of unified feedback from stakeholders is crucial for efficient project progression and completion.

6.       Issue Resolution and Changes

6.1.  Endeavor to resolve any issues promptly, we will do everything possible to help you get the required results. And involve clients to avoid creative differences upon project completion.

6.2.  Changes should align with the project brief; alterations to project goals or the brief might impact the original quotation, but efforts will be made to accommodate within reason.

7.       Preparation of Assets & Delivery

7.1.  Timely submission of project assets is crucial to adhere to schedules. If we are unable to start your project on time due to late delivery of necessary assets, then over runs will be charged to you the client.

7.2.  All materials provided to The East Wing Studios must be well-organized and immediately usable. Assets requiring extensive preparation beyond standard expectations will affect project completion timelines and may influence overall costs.

8.       External Costs and Payment

8.1.  Most work is completed in-house, but external costs for example, Voice over talent (session fees and usage) or licensing production music, these costs will often need to be paid for at the point they occur in the project, not as part of the final invoice. We will give you as much notice as is possible when this is the case. Please note, once these agreements have been made and paid for, the fees cannot be recouped if a creative decision changes the requirements at a later date.

8.2. Payments by BACS, CHAPS, or via invoice link are required. We will provide you with an invoice that contains our payment details and payment terms. One-off projects are due within 28 days of invoicing, while longer projects require payment within 7 days of three agreed delivery deadlines. Invoices provided beforehand.

9.       Project Backup and Archiving

9.1.  Active projects will be stored on the internal drives of the studio computers and also backed up on a cloud based storage system. Once the project is signed off and all deliverables have been received, if you choose for us to archive your project, we will do so on 2 hard drive based back up systems. 1 kept on location at the East WIng and the other at a separate location. If in the unlikely event that both of these back up options were to fail, we would not be held responsible for any fees associated with recreating assets. We would always assume that you will have backup copy of essential assets. We would of course work on a good will basis to recreate any lost project files and mixes produced while working in The East Wing if you required them in the future.

10.       Weekend/Out-of-Hours Bookings

10.1. Bookings outside of reasonable working hours (9am - 6.30pm) and on weekends will only be available on request. We will try our best to be accommodating, but requests will not always be granted. These slots, when possible, will be charge at an extra 50% of the hourly rate.

11.   Delivery Deadlines and Changes

11.1.  We will always make every effort to hit delivery deadlines; however, changes or additional deliverables may impact original dates. We will endeavour to stick to the schedule however we would be unable to guarantee any original dates. Clients would be promptly notified of any delays.

12.   Price Changes for Returning Customers

12.1.  Returning customers informed of any price increases in project quotations before new project commencement.

13.   Cancellation Policy

13.1. Upon confirmation of a job, the studio allocates resources and commits to the reserved slot, potentially turning away other opportunities.

13.2. If a confirmed job is cancelled:

13.2.1.   The client will be fully liable for the cost of the slot.

13.2.2.   As the studio may have turned down other work, cancellation fees will cover the entire cost of the reserved time slot.

14.   Slot Pencilling and Confirmation

14.1.  When tentatively pencilling in a slot at the studio, the client will be informed.

14.2.  In the event that another party expresses interest in the same slot:

14.2.1.  The studio will contact the client to confirm the slot and request a response within 24 hours.

14.2.2.  Failure to confirm within the stipulated timeframe might result in the slot being offered to another interested party.