Cancellation Policy
This Cancellation Policy applies exclusively to www.mindedfactory.com and describes general cancellation terms for production planning and scheduled services (commercials, branded content, music videos, and related audiovisual/cinematic advertising work). Specific project agreements, statements of work, or signed budgets may override this policy.
Key points
- Cancellations must be made in writing (email is sufficient).
- Costs already incurred (pre-production, crew holds, rentals, permits) are chargeable.
- Late cancellations may trigger hold fees and cancellation charges.
- Scope changes may be treated as rebooking or partial cancellation.
When this applies
Applies to scheduled services, production holds, prep, shoot days, post-production blocks, and reserved resources arranged by MINDED FACTORY, where a cancellation occurs after planning has started or resources have been secured.
1. Definitions
- Client: the party requesting services from MINDED FACTORY.
- Hold: a reserved date or resource (crew, location, equipment, studio, post suite) blocked for a project.
- Incurred costs: expenses already committed or paid (including deposits, cancellation fees from third parties, and internal labour).
- Service period: pre-production, production (shoot), and post-production phases.
2. Cancellation notice
Cancellations must be communicated in writing to barcelona@mindedfactory.com. The effective time of cancellation is the time the notice is received.
3. Cancellation charges & cost recovery
If a project is cancelled after planning has started, the Client remains responsible for all incurred costs and, where applicable, additional cancellation charges due to the reservation of time and resources.
3.1 Incurred costs (always chargeable)
- Third-party deposits and fees (crew, locations, equipment rental, studios, permits, travel).
- Pre-production labour already performed (planning, scheduling, casting/crewing, recce, budgeting).
- Non-refundable purchases made for the project (props, materials).
3.2 Hold fees & late cancellation
Where MINDED FACTORY has reserved time or resources (including internal teams and third-party suppliers), cancellations close to the scheduled service period may result in additional charges reflecting lost availability and supplier cancellation fees.
Exact amounts depend on the project schedule, supplier terms, and time remaining before shoot/post dates. Where possible, MINDED FACTORY will provide a breakdown.
3.3 Minimum billing for confirmed bookings
If a booking was confirmed in writing and MINDED FACTORY has begun allocating resources, a minimum billing may apply even if the project does not proceed, to cover planning and reserved capacity.
4. Postponements & rescheduling
Postponements are not cancellations by default, but they may be treated as such if suppliers cannot transfer bookings or if new dates require rebooking. Incurred costs remain chargeable. Where feasible, MINDED FACTORY will attempt to transfer reservations to new dates.
5. Scope changes
If the Client changes scope (deliverables, shoot days, locations, talent, post requirements) after resources have been secured, the change may generate additional costs and/or be treated as a partial cancellation. MINDED FACTORY will confirm impacts in writing.
6. Force majeure
Neither party is liable for failure to perform due to events beyond reasonable control (e.g., severe weather, governmental restrictions, strikes, major technical failures). In force majeure situations, incurred costs remain chargeable, and both parties will seek a reasonable rescheduling solution where possible.
7. Refunds
Refunds, if any, are limited to amounts paid by the Client that exceed incurred costs and non-refundable commitments. If third-party suppliers refund any deposits, MINDED FACTORY will pass through such refunds after deducting any applicable administration costs and documented project labour already performed.
8. Contact
For questions about this policy or a specific project cancellation, contact barcelona@mindedfactory.com.
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