Presented here is a set of clear and logical terms and conditions arrived at based on experience. I hope that by having these guidelines here in glorious black and white (or in black and green if you happen to find yourself using one of those prehistoric early-80’s PCs to view this page, in which case you’re very unlikely to require my services) I can provide you, the potential client with a clearer understanding and expectation of what to expect from working with me to deliver the art-assets you require.
Please note that in engaging my services, it is understood that you have read and will abide by these terms and conditions.
1. Getting Started. To start your project off we’ll should discuss it first. This is easily done through a Skype call (or similar) at a time of our choosing. I may also send some questions and outline of the discussion via email to clarify and if the project involves many tasks then further calls or may be required at a time of our choosing.
2. Documentation. I’ll require all documentation including brief, art-bible, concepts, models, schematics, photos and illustrations etc necessary to commence. With any material you provide I will assume that you have the legal right to do so and you will agree to protect me from any claim by a third party that we’re using their intellectual property. In turn you’ll also protected from any such claim for any material I provide for usage.
And I should also mention that all information that you divulge and provide is treated as strictly confidential. Never fear, your cool ideas are safe with me!
3. Material. During the course of realising your vision, I may be required to license third-party assets including, stock images, models, textures, plugins and other assets and material. You’ll be notified if and when this is required and a separate line-item on the final invoice will display the fee for these items that must be reimbursed in addition to the amount owing for the work undertaken. You also have the option of licensing the necessary material yourself on my behalf if you choose.
4. Communication. Communication is conducted via email unless we mutually agree to a time for a chat. At minimum, I provide daily email updates and/or updates to a designated site or server (and more where necessary) which include the progress, a description of the process to date and what I still intend to achieve by the agreed date.
In turn you’ll need to designate your Point-of-Contact from day one. Of course, how you internally arrange your review process is entirely up to you but if for example, there happens to be a ‘Big Kahuna’ who gets the final nod then they really need to be involved from the outset in your internal review and approval process rather than coming in with the final say at the end after all progress has been signed off. I will therefore only accept feedback and approvals from your designated Point-of-Contact.
To meet agreed deadlines I require feedback within a reasonable time-frame (generally within 24-hours). This minimises delays and downtime, and ensures that our agreed deadlines can be met.
5. Price Quotation. The quoted price I provide before commencing is based on the scope of the work given at the time of our initial contact during the briefing stage but excludes the licensing of third-party as outlined under 3. Material.
The price is given in Australian dollars unless otherwise agreed, and payments must be made at the equivalent conversion rate at the date of transfer.
Following our initial chat and after agreeing to the time required to complete the project, I provide you with a quotation that includes breakdown of the tasks within the agreed time. The quote is valid for 60 days. Any subsequent changes to the scope of the project will need a revised or additional quote. While I’ll do what I can to meet your needs, unfortunately due to commitments to other clients it’s not always possible to extend the agreed time if such changes are made.
I calculate the price using a flat hourly rate. The quote will list two prices, calculated according to a minimum and maximum estimate of the number of hours required to complete the task. While the final price won’t be less than the minimum you can be also be assured that you won’t pay more than the maximum! The minimum booking is for one day.
6. Revisions. Quotes include two rounds of revisions upon delivery within the scope outlined by the brief. By revision I mean minor refinements and tweaks over and above the daily feedback given by you during the development process. So for example, I wouldn’t call it a revision if the depiction of a medieval street-scape is requested in the brief, only then for it to be decided after all progress has been signed off that the street-scape should instead be futuristic. Adding a person by the door, levels-tweaks and candlelights in more windows there would constitute a revision. To limit the scope of a revision, each of the two rounds of free revisions is limited to 4 hours of work.
Note, if you’ve signed off on the work delivered, only for your own client to have a change of plan and decide upon a different direction that will constitute an additional job requiring an additional quote.
7. Scope Creep. It goes without saying that while we all want the best possible result, ‘scope creep’ requires additional time and money. Ideally it’s best to have as clear as possible idea of your requirements from the outset but understandably it isn’t always possible. ‘Scope creep’ – whereby you request a deviation from the scope or parameters set out in the Quote – will need to be assessed on a case-by-case basis that factors in the available time and your budget. I will inform you in writing if it’s possible and how much it will additionally cost in time and money. Additional time and money means an additional or revised Quote.
8. Process. No project is identical and your unique requirements will determine the precise nature of the process for completion of the task within the agreed time. This of course, will be outlined with the price quotation. The typical process is to provide a series of initial thumbnails or sketches for review. A second round of thumbnails or sketches may be required based on your feedback. Moving on from this I move to developing a rough that establishes critical details and provides a clearer indication of the final result. Work then continues to refine to an agreed level of polish and detail. Feedback is sought throughout the process as described under 4. Communication.
9. Conditions of Agreement. Payment of invoices is within 7 days of issue. Supplying me with proof of payment within 3 days entitles you to a 5 percent discount. Please note that I reserve the right to refer invoices that a wholly or partially 60 days overdue to a debt collection service for recovery, with all expenses paid by you.
First time clients will require an upfront payment of 40 percent of the total before I can commence, and a 40 percent deposit is required if you wish to making a booking.
I only accept your approval of the quote in writing along with a signed copy of the agreement before commencing, and cancellations once I’ve commenced require 48 hours notice in writing. In the event of your cancellation an invoice will be issued for the number of days worked 50 percent of the outstanding amount. Ownership of any work created is only conferred to you upon payment of all outstanding invoices.
Before commencing you’ll need to email me back to state that we’re good to go. Once you provide the written nod I’ll get right down to work producing the art you need!
That’s about it!
If you have any questions or if you’re looking for a freelancer with the ability and experience to bring your ideas to life, don’t hesitate to drop me a line!
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