Audio & Video Production
Project Cancellation and Rescheduling Policy
When should I cancel or reschedule to avoid fees?
To avoid cancellation or rescheduling fees, all requests must be submitted at least 3 full business days (72 hours) in advance of the scheduled shoot or recording session. This advance notice allows us to adjust schedules, reallocate resources, and avoid unnecessary production costs. Requests made after this window may result in partial or full cancellation charges, depending on the level of preparation already underway.
What if I cancel within 48 hours?
Cancellations made with less than 48 hours’ notice are subject to a 50% cancellation fee. This fee reflects the time, planning, and resources that have already been committed to your project—including crew scheduling, equipment reservations, location prep, and internal coordination. At this stage, much of the production infrastructure is already in motion, and the short notice makes it difficult to reassign those resources to other clients or projects.
What if I cancel on the same day?
Same-day cancellations (less than 24 hours’ notice) of a confirmed shoot or session are subject to a cancellation fee of up to 100% of the scheduled daily rate due to the loss of opportunity and costs already incurred, including crew scheduling, equipment prep, and studio reservation.
Can I reschedule instead of canceling?
Yes. Rescheduling is encouraged and we will do our best to accommodate your new preferred date, subject to availability. To avoid any cancellation or rescheduling fees, please provide notice at least 3 business days in advance.
Rescheduling requests made with less than 72 hours’ notice may incur fees—up to 50% or 100% of the scheduled rate—if project resources have already been committed. This includes crew scheduling, studio time, equipment setup, or subcontractor arrangements. We recommend confirming reschedules as early as possible to avoid additional costs and to ensure a smooth transition.
What expenses are non-refundable if I cancel?
Yes. Non-recoverable costs—such as location fees, subcontractor or talent bookings, permitting, equipment rentals, travel arrangements, or any custom preparation work—will be invoiced separately and are non-refundable, regardless of when the cancellation occurs. These expenses are typically incurred in advance to secure resources and ensure timely project execution, and therefore cannot be recovered once committed.
Do these policies apply to all services?
Yes. These policies apply to video shoots, podcast recordings, audio sessions, on-location productions, and studio bookings. This includes both single-session and multi-day productions. Some custom contracts—especially for larger campaigns or retainer-based projects—may include additional terms or modified cancellation windows based on the scope and complexity of the work. Please refer to your specific agreement or contact our team for clarification.
Where can I review the full terms?
You can request a copy of our full production agreement, including all cancellation and rescheduling policies, by emailing us or by speaking with your assigned project manager. We’re happy to walk you through the terms and clarify any specific conditions that may apply to your project, especially if it involves multiple shoot days, subcontractors, or specialized services.
Audio & Video Production
Data Retention Policy
How long do you retain raw footage?
We retain raw footage for up to 6 to 12 months after project completion. This allows time for client revisions, extended edits, or additional content requests.
Please note that high-resolution formats such as 4K, 6K, and 4:2:2 10-bit video files are significantly large and require substantial storage resources. As a result, unless otherwise specified in the contract, raw footage may be deleted after the standard retention period to manage data storage efficiently.
If long-term access to raw files is required, we can arrange archival storage for an additional fee.
How long are files available on Dropbox, WeTransfer, or Frame.io?
For convenience and collaboration, we deliver final videos and review drafts using platforms such as Dropbox, WeTransfer, and Frame.io. Files delivered through these platforms are generally available for up to 12 months unless otherwise specified.
• Dropbox (Business) – Files are stored in secure folders with link access typically active for 12 months.
• WeTransfer (Pro) – Transfer links are active for 12 months before automatic expiration.
• Frame.io – Review links and uploaded assets remain available for 12 months as part of our standard project retention cycle.
After 12 months, files on these platforms may be automatically deleted or archived, so we strongly recommend that clients download and back up all final assets upon receipt. For extended access, we’re happy to arrange long-term delivery options or re-upload materials upon request (subject to availability within our internal retention period).
How do you store and protect client files?
We retain final edited videos, project files (e.g., Premiere, Resolve, or After Effects timelines), and other approved deliverables for 18 to 24 months after project delivery. This allows ample time for clients to review, share, and request minor revisions if needed.
If you anticipate needing access to these files beyond that timeframe, please inform us during the project. We’re happy to include extended or long-term storage options in your agreement upon request.
Please note that any re-edits, format changes, or repurposing of content beyond minor adjustments will typically require access to the original raw footage. Unless a separate archival clause is included in the contract, raw footage may not be retained after the standard 6–12 month retention period.
For clients who do not require full raw media storage, we offer an optional ``collected edit version`` of your project: this includes only the video clips and assets actually used in the final edit, allowing for a smaller, more manageable archive that supports basic revision needs without the bulk of full production footage.
Can I request my raw footage or final files after the retention period?
Once the standard retention period has passed, we may no longer have access to your raw footage or final project files. Our data servers have a set storage capacity, and to maintain system performance and availability for active projects, files are routinely deleted unless extended storage is specifically included in your contract.
For this reason, we strongly recommend downloading and securely storing all final deliverables upon delivery. If you anticipate needing access to your files beyond the standard retention window, we offer long-term archival storage for an additional fee. This option can be arranged at the beginning or completion of your project to ensure ongoing access when needed.
Is there a cost for long-term storage or retrieval?
Yes. Long-term storage and retrieval beyond the standard retention period may incur storage and labor fees, depending on the volume of data and duration of retention. Please contact us for a custom quote if you require this service.
How do you store and protect client files?
We take the security and integrity of client content very seriously. All files—including raw footage, project files, and final deliverables—are stored on secure, encrypted local drives and enterprise-grade cloud storage platforms. Access to these files is strictly limited to authorized production staff directly involved in the project.
Our systems are protected behind robust firewalls and operate within internal production networks, ensuring an additional layer of security against unauthorized access or external threats. This secure infrastructure not only safeguards your content during the editing and review phases but also ensures confidentiality during the entire retention period.
Avanza Advertising is part of the Trusted Partner Network (TPN), a global content protection initiative created by the Motion Picture Association (MPA) and major Hollywood studios. This certification validates that our security protocols meet the industry's highest standards for data protection, infrastructure security, and digital content handling.
Can retention terms be customized for my project?
Absolutely. If your project requires extended storage or specific retention policies (e.g., legal, broadcast, or archival use), we’re happy to outline those terms in your contract
