These Terms of Service (“Terms”) govern the provision of media production services by Antarctica Media Limited (“Antarctica Media”, “we”, “us”, “our”) to you, the Client (“you”, “your”). By engaging our services, you agree to these Terms, which form a binding contract between Antarctica Media and you.

1. Definitions

• Client – Any business, organisation, or individual engaging Antarctica Media for services.

• Project – Deliverables including, but not limited to, campaigns, events, stills, videos, or media content created by Antarctica Media.

• Contract – The agreement formed by these Terms, project quotes, purchase orders, Statements of Work (SoW), or other agreed documents.

• Services – Media production services provided by Antarctica Media as described in the Contract.

• Goods – Any tangible items supplied by Antarctica Media as part of the Services.

• Client Materials – Any information, documents, or materials provided by the Client.

• Intellectual Property Rights (IPR) – All rights including copyrights, trademarks, patents, goodwill, design rights, trade secrets, and any global registrations, renewals, or applications thereof.

2. Quotes, Costs & Payments

2.1 Acceptance of Quotes – By accepting a financial quote or issuing a purchase order, you agree to these Terms.

2.2 Validity of Quotes – Quotes remain valid for 30 days unless otherwise specified.

2.3 Scope & Finalisation – Costs are finalised once scope is agreed. Complex projects may require a detailed Statement of Work.

2.4 Additional Costs – Any unforeseen costs will be communicated, agreed in writing, and invoiced accordingly.

2.5 Exclusions – Fees exclude disbursements such as travel, accommodation, courier services, media duplication, or postage unless otherwise stated.

2.6 Changes to Scope – Amendments requiring extra content or production will be treated as contract variations and agreed in writing (email acceptable).

2.7 Project Start – No work begins until a signed purchase order or equivalent is received.

2.8 Notice Periods – Minimum written notice required to commence:

• 48 hours for projects with up to 1 day filming.

• 5 days for projects with 2 days filming.

• 7 days for projects with 3+ days filming.

2.9 Deposits – Unless otherwise agreed, a 50% deposit is payable no later than 14 days before commencement (immediately if within 14 days of start date).

2.10 Final Balance – Remaining balance invoiced on project completion.

2.11 Payment Terms – Invoices payable within 30 days.

2.12 Late Payment – Overdue payments incur statutory interest at 10% above the Bank of England base rate plus recovery costs (per the Late Payment of Commercial Debts (Interest) Act 1998).

2.13 Payment Methods – Preferably via BACS. PayPal may be accepted at our discretion (fees may apply).

3. Client Obligations

You agree to:

• Provide accurate briefs, instructions, and materials.

• Cooperate with Antarctica Media staff, contractors, and partners.

• Provide necessary access to premises, information, and facilities.

• Secure any permissions or licences required for filming.

• Comply with relevant laws, including health & safety.

• Maintain all Antarctica Media equipment/materials on site.

• Pay all agreed fees promptly.

• Not withhold approvals unreasonably where delivery requires them.

Failure to comply may result in delays, suspension, or additional charges.

4. Confidentiality

Both parties agree to keep confidential all information marked or reasonably understood as confidential. Antarctica Media may disclose such information only where required by law or regulatory authority.

Client agrees to respect the confidentiality of Antarctica Media’s proprietary methods, pricing, techniques, and technologies.

5. Liability & Risk Allocation

5.1 Content Standards – We may refuse to publish or broadcast content deemed obscene, defamatory, infringing, or unlawful.

5.2 Force Majeure – We are not liable for delays or non-performance caused by events beyond our control (Acts of God, strikes, equipment failure, etc.).

5.3 Third Parties – We are not responsible for failures of third-party suppliers or platforms.

5.4 Approval – Once content is approved by the Client, responsibility for accuracy rests solely with the Client.

5.5 Footage Responsibility – After final delivery, responsibility for storage/archiving passes to the Client. Unless otherwise agreed, we maintain off-site backups for 12 months.

5.6 Liability Cap – Except where prohibited by law, our liability is capped at the total fees paid by the Client in the 12 months preceding the claim.

5.7 Excluded Losses – We are not liable for indirect, consequential, or special losses (loss of profit, data, goodwill, anticipated savings).

6. Copyright & Ownership

6.1 Final Deliverables – Clients are granted copyright and an unlimited licence for finalised videos/stills produced.

6.2 Raw Materials – Unless otherwise agreed, Antarctica Media retains full copyright over RAW footage, project files, and working materials.

6.3 Licensing – Ownership transfer of raw materials may be negotiated separately in writing.

6.4 Project Files – Editing, retouching, and motion graphic files remain the property of Antarctica Media unless agreed otherwise.

7. Cancellations & Termination

7.1 Client Cancellation –

• 48 hours before production: Client pays costs already incurred.

• <48 hours before production: Up to 50% of total charge due.

• After production has started: Up to 100% of total charge due.

7.2 Antarctica Media Termination – We may terminate immediately if:

• Client becomes insolvent/bankrupt.

• Client’s conduct or project risks reputational damage.

7.3 Suspension – We may suspend services if invoices remain unpaid or obligations are breached.

8. Production Standards

• A standard filming day = 10 hours crew time + lunch break. Overtime may incur charges.

• Final deliverables will be supplied electronically (Google Drive, WeTransfer). Hard copies/courier at Client cost.

• One round of technical corrections is included; further revisions or scope changes are billable.

9. General

• Any variation to these Terms must be in writing and agreed by both parties.

• Client may not assign rights/obligations without written consent.

• These Terms survive termination with respect to confidentiality, IP, and liability.

• If any clause is deemed unenforceable, the remainder shall continue in full force.

10. Governing Law & Dispute Resolution

These Terms are governed by the laws of England & Wales. The courts of England & Wales shall have exclusive jurisdiction.

Before initiating legal proceedings, both parties agree to attempt good-faith mediation.