COMPREHENSIVE EVENT POLICIES
EDW Marketing LLC
Miami-Dade County, Florida
1. Official Date Reservation
The event date shall be officially reserved only once the client has signed the applicable proposal, agreement, or confirmation and has submitted the required deposit. Until both requirements have been completed, EDW Marketing LLC shall keep the date open and available for other inquiries.
2. Deposit and Scheduling Commitment
Any deposit paid shall be applied toward reserving the event date, creative planning, logistical preparation, calendar blocking, pre-event coordination, and the professional availability of the team. The deposit shall be non-refundable unless otherwise expressly stated in writing by EDW Marketing LLC.
3. Remaining Balance
The remaining balance shall be paid on or before the date stated in the applicable proposal, invoice, or agreement. Event coverage, final delivery, or both may depend upon the client’s timely satisfaction of the outstanding balance in accordance with the agreed payment schedule.
4. Scope of Services
EDW Marketing LLC shall provide only those services expressly included in the approved proposal or agreement. Any additional hours, extended coverage, extra locations, additional editing, supplementary content, additional operator, drone coverage, vertical video, teaser, reels, interviews, expedited delivery, or any other service not originally included may be quoted separately.
5. Coverage Schedule
Event coverage shall begin and end at the times stated in the contract documents. The client acknowledges that punctuality directly affects the quantity, variety, and quality of the content captured. Delays caused by the client, guests, vendors, or the event timeline may reduce the effective coverage time without changing the total agreed fee.
6. Additional Time
If the event extends beyond the contracted coverage period and EDW Marketing LLC is operationally available to continue, additional time may be approved and billed at the applicable overtime rate or at the rate previously agreed in writing.
7. Access, Venue Permissions, and Conditions
The client shall be responsible for securing reasonable access to working areas, venue permissions, coordinator approval, recording authorization when applicable, and any logistical, security, or private property permissions related to the event. Any limitations imposed by the venue, religious rules, organizers, or third parties may affect the final visual result and scope of coverage.
8. Client and Participant Cooperation
The final result is strengthened by clear communication, reasonable cooperation, and adherence to the event timeline. The client agrees to provide all essential event details in advance, including key contacts, relevant schedules, priority moments, and any instructions that should be known before service begins.
9. Shot Lists and Special Moments
EDW Marketing LLC welcomes a reasonable guide regarding desired moments, priority family members, or visual references. Such guidance shall be treated as an organizational and creative reference. However, due to the live and dynamic nature of events, the provider does not guarantee the capture of every specific moment, expression, guest, or angle, particularly when outside factors affect time, access, movement, or visibility.
10. Artistic Judgment and Creative Direction
The client is engaging EDW Marketing LLC not only for technical execution, but also for its professional judgment, visual storytelling, composition, scene selection, editing style, light management, color treatment, pacing, and technical expertise. Final selection of images, clips, sequences, crops, framing, sample music when applicable, color grading, visual narrative, and presentation style shall remain under the professional discretion of EDW Marketing LLC.
11. Guest and Third-Party Interference
The presence of guest cameras, mobile phones, uncoordinated videographers, relatives directing poses, vendors interrupting workflow, or venue restrictions may affect the creative process and final visual result. EDW Marketing LLC shall maintain a professional and cooperative approach, but shall not be responsible for missed moments, obstructed angles, or disruptions caused by third parties.
12. Safety and Working Environment
EDW Marketing LLC reserves the right to suspend, limit, or adjust performance of services if conditions become unsafe, hostile, disrespectful, discriminatory, risky, unlawful, or otherwise incompatible with a professional working environment. In such circumstances, the provider may propose a proportional operational solution, a restructuring of services, or a safe exit from the location, depending on the severity of the situation.
13. Weather, Force Majeure, and Unforeseen Events
In the event of severe weather, natural events, sudden illness, emergency, accident, major venue failure, government restrictions, or any circumstance outside the reasonable control of either party, EDW Marketing LLC may offer, as appropriate and subject to availability, options such as rescheduling, adjusted coverage, a qualified replacement, service credit, or an equivalent operational solution. The applicable solution shall depend on the nature of the event and the stage of service already performed.
14. Professional Replacement and Backup Measures
If the primary assigned professional is unable to attend due to a serious and justified reason, EDW Marketing LLC may assign a reasonably equivalent professional photographer, videographer, or qualified collaborator. The provider shall also make reasonable efforts to maintain backup workflows, including batteries, memory cards, alternate equipment, and file protection procedures. However, such measures shall not be interpreted as an absolute guarantee against every possible technical failure.
15. File Delivery
EDW Marketing LLC shall deliver only the final edited files in JPG format, in high definition and at the highest quality available within the provider’s workflow. RAW files, unedited files, source files, and original camera files shall not be delivered.
For video projects, final delivery shall be made only in .MP4 or .MOV format, as determined by EDW Marketing LLC based on the nature of the project, technical compatibility, and export quality.
16. Selection, Editing, and Curation
EDW Marketing LLC shall perform the professional selection of the final deliverable content. Images or clips excluded due to test shots, duplicates, blinking, compromised focus, involuntary errors, repeated moments, unfavorable expressions, visual interference, or technically unsuitable material may be omitted from final delivery as part of the normal professional curation process.
17. Delivery Timelines
Delivery timelines shall begin as of the event date or from the date on which EDW Marketing LLC has received all information, approvals, and materials necessary to finalize the project. Delivery times may be reasonably adjusted during peak seasons, due to scope changes, additional requests, or delays in client approvals.
18. Revisions
Included revisions shall be only those expressly stated in the applicable proposal or agreement. If no specific number of revisions has been stated, EDW Marketing LLC may offer one reasonable courtesy revision limited to minor selection or adjustment details. Extensive style changes, full re-edits, alternate versions, concept changes, large-scale image substitutions, or modifications beyond the original scope may be quoted separately.
19. Temporary File Retention
EDW Marketing LLC may retain a temporary backup copy of the material for such internal period as it reasonably determines within its workflow. Prompt download and storage by the client is strongly recommended. Long-term or indefinite file preservation is not included unless otherwise agreed in writing.
20. Copyright and License of Use
Unless expressly assigned in writing, all copyrights and intellectual property rights in and to the photographs, videos, edits, compositions, narrative structures, materials, and deliverables created by EDW Marketing LLC shall remain the sole property of EDW Marketing LLC. The client shall receive a limited personal or commercial use license only to the extent expressly agreed by the parties and only for the approved purpose.
21. Use Restrictions
The client agrees not to resell, relicense, transfer to third parties for independent exploitation, materially alter, remove authorship credit when applicable, or use the content beyond the authorized scope without the prior written consent of EDW Marketing LLC.
22. Promotional Rights of Provider
Unless restricted by a written confidentiality agreement or an express written limitation, the client grants EDW Marketing LLC the right to use reasonable portions of the captured or produced material for portfolio purposes, social media, website display, commercial presentations, advertising of services, and brand positioning.
23. Privacy and Data Protection
EDW Marketing LLC shall treat the client’s personal and business information as confidential and shall use such information only for coordination, service performance, invoicing, communication, and contractual compliance. The company shall apply reasonable safeguards within its operational processes for the handling and protection of electronic information.
24. Client Satisfaction and Service Standard
EDW Marketing LLC is committed to providing services with professionalism, courtesy, preparation, reasonable attention to detail, and genuine effort to reflect the essence of the event. If the client communicates reasonable concerns within the scope of the contracted services, the company shall review such concerns in good faith and may offer proportional solutions such as minor adjustments, additional clarification, reasonable review, re-delivery, or other operational alternatives consistent with the nature of the project.
25. Client Cancellation
If the client cancels the event or the services, EDW Marketing LLC may retain the deposit and any amounts corresponding to work already performed, planning already completed, schedule blocking, and costs already incurred. Depending on the circumstances and the amount of notice given, the company may, in its sole discretion, offer a service credit, rescheduling option, or partial application of prior payments to a future project.
26. Rescheduling
Rescheduling requests may be considered when timely notice is given and actual calendar availability exists. If the new date involves a different season, different distance, different coverage needs, additional personnel, or increased operating costs, EDW Marketing LLC may adjust the pricing accordingly.
27. Limitation of Liability
EDW Marketing LLC shall perform its services with professional diligence and reasonable standards of care. In the event of a demonstrable issue attributable to the provider, any remedy shall be directed first toward proportional operational solutions such as review, correction, re-editing, re-delivery, supplementary coverage where feasible, reasonable rescheduling, or service credit. To the fullest extent permitted by applicable law, the total liability of EDW Marketing LLC shall be limited to the amount actually paid by the client for the specific contracted service, excluding any indirect, incidental, special, punitive, or consequential damages.
28. Good-Faith Resolution
Before any formal claim is initiated, the parties shall first seek to resolve any issue through good-faith written communication, review of the contracted scope, and a commercially reasonable and professional effort toward resolution.
29. Governing Law and Venue
These policies, together with any related proposal or agreement for event services by EDW Marketing LLC, shall be governed by and interpreted under the laws of the State of Florida. Any permitted dispute shall be handled in Miami-Dade County, Florida, unless a written agreement signed by both parties expressly states otherwise.
30. Electronic Signature and Digital Acceptance
Acceptance by electronic signature, digital approval, email confirmation, signature platform, or equivalent electronic method may be deemed valid for commercial purposes to the extent permitted by applicable law.