Picking a Program
First we analyze our client's needs and we recommend solutions based on their desired outcome. Once the outcomes are established, together with the client we, it is determined what type of program is appropriate for the client. We have two programs, retainer based and project based programs.
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PROJECT BASED PROGRAMS
Is a task or set of tasks to perform for a client based on a set amount. For example, if you need a website, video or any other single service. Deposit and fee schedules vary depending upon the project.
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RETAINER BASED PROGRAMS
This level of service is wholistic approach to a client's needs. This is where we perform a multitude of services for a monthly fee. This helps move multiple projects along faster and spreads out the cost over a 12 to 24 month period for the client.
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SCOPE OF WORK CREEP
Only the work that is agreed on in writing will be executed for the agreed amount by the client and SM Media Group. Any additional work resulting in, extensive changes, deviation from original objective, or unforeseen needs to the project that were not included in the original scope of work will result in additional fees.
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For projects such as video production and web development (mostly server side applications), these projects are developed in phases. Each phases depends upon the approval of the previous page. Changes made by the client that require SM Media Group to duplicate work that has been approved by the client will result in additional charges.
Proofing and Turnaround
All final proofs are the client's responsibility. All print, graphics, video, web, text, contact info, and any other published or internal piece of work produced by SM Media Group is to be proofed for accuracy by the client. All approvals by the client to publish or produce work carries an expressed understanding that the client has read, inspected, understands and agrees to the work as it is shown in the proof.
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The client takes full responsibility for any work that is published or produced with inaccuracies after they have given their written approval.
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Turnaround times vary from project to project. Each project will be accompanied by a schedule with tasks for SM Media Group and tasks for the client. If the client delays in performing tasks such as approvals, providing needed information, or attending meetings, the delivery date may be extended.
Ownership
SM Media Group retains ownership of all assets used to create finished work for the client. However, the client retains the ownership of all finished work. Finished videos, photography, print ads, digital ads, illustrations, marketing plans, websites, copywriting, and all other finished work delivered either under our retainer or project program once all invoices have been satisfied.
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As we create content for our client's we deliver finished work as soon as it is completed. It is the client's responsibility retain, organize, and retain all work delivered by SM Media Group. Although SM Media Group keeps client delivered finished work for two years, we are not responsible for additional future deliveries.
Retainer Fees
This Retainer Policy outlines the guidelines and procedures to be followed for the establishment, management, and termination of retainers between SM Media Group and its clients. This Policy aims to establish clear expectations and responsibilities for both parties regarding retainer engagements.
RETAINER AGREEMENT
SM Media Group will provide you with a detailed retainer proposal that outlines the scope of work, deliverables, timelines, and associated costs. Upon agreement, the retainer will be formalized in writing.
SCOPE OF WORK
Our retainer agreement will define the scope of work to be performed, and customarily includes services such as strategic planning, creative development, media buying, campaign management, reporting, and other agreed-upon activities.
DELIVERABLES
We will outline the specific deliverables that we are to produce during the retainer period. Such as campaign assets, creative materials, or other agreed-upon outputs. (content creation)
RETAINER FEE STRUCTURE
Our retainer fees are billed monthly. First and last months retainer is required to get started. The fee amount is based on the scope of work. The Agency reserves the right to review and adjust retainer fees periodically based on changes in the scope of work, resource requirements, or market conditions. Any proposed fee adjustments will be communicated to the Client in advance, allowing for mutual agreement or negotiation.
LATE PAYENT AND DEFAULT
If the Client fails to make timely, we may charge late payment fees or put a hold on existing work based on the how late the payment may be.
RETAINER DURATION
Each retainer term varies for each client. Customarily our retainer agreements have a 12 month term. Once the term is up, the client may opt for month to month payments to continued work without any automated increase.
TERMINATION
Either party may terminate the retainer agreement by providing written notice at any time. A thirty-day cancellation period is required.
TRANSITION PERIOD
In the event of termination, we will work cooperatively with the you during the final thirty-days to ensure a smooth handover of ongoing work, assets, and knowledge. If we are not given thirty-day notice, we do not guarantee a smooth transition. We will not work passed the final date of the retainer agreement.
Project Fees
This Project Fee Policy outlines the guidelines and procedures to be followed for the establishment, management, and termination of retainers between SM Media Group and its clients. This Policy aims to establish clear expectations and responsibilities for both parties regarding retainer engagements.
PROJECT AGREEMENT
SM Media Group will provide you with a proposal that outlines the scope of work, deliverables, timelines, and associated costs. This agreement is formalized once a deposit has been made by the client.
SCOPE OF WORK
The fee in the proposal / invoice will be outlined in detail as to wha the project entails. Some projects may begin with a not to exceed amount if the scope of work has not been completely established. In this case SM Media Group will give the client different options that may vary in cost. This process may happen during the production phase.
SM Media Group will do its best to keep costs under the not to exceed amount. However in the event the client insists on services that go beyond, the not to exceed amount, the client will be notified in advance of the additional costs and be billed accordingly upon agreement to the additional fees.
PROJECT FEE STRUCTURE
Most projects require a 50% deposit and the balance upon delivery. Projects such as video, web development, software development or other long term projects may have deposit schedules that require additional deposits between the initial deposit and the balance.
Refund Policy
PAYMENT OBLIGATION
By engaging our services, you acknowledge and agree to fulfill the payment obligations as outlined in the agreed-upon contract or invoice. Payments are non-refundable once the video production project has commenced, regardless of the project's completion status.
PROJECT CANCELLATION
Client has 3 business days to cancel. In the event of project cancellation by the client, any payments made up to the cancellation date, beyond the three day period, will be retained by SM Media Group and will not be eligible for a refund.
CLIENT SATISFACTION
We strive to achieve client satisfaction and ensure that our services meet or exceed your expectations. We encourage open communication and feedback to address any concerns or issues promptly. We are committed to making reasonable efforts to address and rectify any valid concerns within the scope of the agreed-upon project.
LIMITATIONS AND LIABILITY
SM Media Group shall not be held liable for any dissatisfaction arising from creative choices, artistic direction, or subjective preferences made during the use of any of SM Media Group’s services. We will make reasonable efforts to accommodate reasonable revisions and changes as specified in the contract, but ultimate creative decisions rest with the client.
CONTRACTUAL AMENDMENTS
Any amendments or modifications to the agreed-upon contract or invoice must be made in writing and signed by both parties. These modifications may alter the terms and conditions of this No Refund Policy.
By engaging our services, you acknowledge and agree to the terms outlined in this No Refund Policy. It is your responsibility to carefully review and understand this policy before entering into a contractual agreement with SM Media Group.
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If you have any questions or concerns regarding this policy or any aspect of our services, please feel free to contact us. We are here to provide you with the highest level of customer satisfaction and address any inquiries you may have.