Client Project Policy

Client Project Policy
Effective Date: 08/03/24
Last Updated: 18/03/26

1. Purpose

This Policy explains how projects are run so expectations are clear on both sides.

2. Fit and Booking

Projects begin only after:

  • scope has been discussed;
  • pricing has been agreed;
  • any required deposit has been paid;
  • onboarding materials have been received;
  • we have confirmed the project start.

We reserve the right to decline projects that are outside our creative fit, timeline capacity, or ethical boundaries.

3. What the Client Must Provide

Clients are responsible for providing, where relevant:

  • demos, references, briefs, lyrics, stems, notes, and source files;
  • accurate contact details;
  • approvals and decision-making authority;
  • timely responses and consolidated feedback;
  • any required licenses, permissions, or clearances for submitted material.

4. Communication

Communication will take place via [EMAIL / WHATSAPP / NOTION / CALLS / OTHER].
Business hours: [DAYS / TIMES / TIME ZONE]

We aim to respond within [1–3] business days unless otherwise stated. Message volume does not accelerate delivery timelines.

5. Timeline Estimates

Any timeline given is an estimate unless expressly guaranteed in writing. Timelines depend on:

  • project scope;
  • the client’s responsiveness;
  • revision rounds;
  • receipt of required materials;
  • technical or scheduling constraints.

Delays caused by the client automatically extend timelines.

6. Revision Policy

Projects include only the revision rounds stated in the proposal or invoice.

Revision rules:

  • feedback must be clear, consolidated, and actionable;
  • new direction after approved direction may count as a new phase or new scope;
  • excessive micro-revisions, conflicting feedback, or fundamental concept changes may incur extra fees;
  • silence or lack of requested feedback may be treated as approval for the current phase after reasonable notice.

7. Approval and Sign-Off

When the client approves a draft, version, or phase, that approval is final for that phase unless otherwise agreed.

Later requests to undo previously approved work may require additional fees and may affect the schedule.

8. Turnaround and Delivery

We will deliver files in the agreed formats once the relevant balance is paid and the relevant phase is complete.

We may withhold:

  • final masters;
  • stems;
  • session files;
  • high-resolution exports;
  • rights documentation

until payment has cleared in full.

9. Rush Work

Rush deadlines must be disclosed before booking. Rush work may be accepted at our discretion and may incur rush fees.

10. Pauses and Inactivity

If a project is paused by the client:

  • timelines pause too;
  • schedule priority may be lost;
  • restart fees may apply after [30/45/60] days of inactivity.

11. Creative Direction Boundaries

We provide professional creative judgment based on the agreed direction. We are not obligated to imitate another artist, copy copyrighted works, or continue unlimited experimentation beyond the agreed scope.

12. Courtesy and Conduct

We reserve the right to pause or terminate a project where there is abuse, harassment, manipulative conduct, repeated disrespect, non-payment, unlawful requests, or persistent breakdown of workable collaboration.

13. Storage and Backups

Clients should download and back up final deliverables promptly. Unless otherwise agreed, we do not guarantee indefinite storage of project files. We may delete archived files after [30/60/90/180] days following final delivery.

14. Credits and Release Info

Where relevant, the client is responsible for:

  • confirming final titles;
  • ensuring correct metadata;
  • entering credits with distributors, PROs, DSPs, and release systems;
  • obtaining any necessary third-party permissions outside our scope.

15. Results Disclaimer

We aim for high-quality creative outcomes, but we cannot guarantee:

  • playlisting;
  • sync placements;
  • label interest;
  • audience growth;
  • sales, streams, or revenue;
  • awards or media coverage.

16. Governing Agreement

This Policy supplements your proposal, invoice, and service agreement. If there is a conflict, the signed agreement controls.

17. Contact

Questions about project operations can be sent to Symeon@symeonshawn.

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