Subject: Terms and conditions for Event advertising material design

Collaboration on events is a long term project that requires a lot of coordination. 

In order to have a smooth collaboration it is important to set clear rules at the beginning. 

To make this simple, here is, in short, the best practice from our experience on big events:

Scope of work: 

1. Create main artwork that will be applied through the whole campaign 
2. Prepare in time all the creatives in proper format for promotion on social media and other media on client request 

Owner of the artwork 

1. Client become the artwork owner after the campaign (event) 
2. During the campaign, open file (PSD) will not be accessible to client

Price 

1. Artwork development time is included in campaign price 
2. Hours required for correcting designer error won’t be charged 
3. Hours required for change request on already approved banner will be charged 

Delivery plan and payment plan 

1. Creatives will be delivered based on advertising timeline 
2. Payment plan will be monthly based on numbers of creatives delivered that month
3. Timeline should be announced in advance so the designer can plan his schedule on time.
4. Banner request with deadline shorter than 24h hours might be not delivered on time  

Inputs that we have so far: 

• Event date:
• Promotion campaign period:  

Graphic work in the first month :

• Artwork: Development (finding elements, several artwork ideas and details)
• Formats:
  1. Facebook / Instagram (story) banner
  2. Facebook / Instagram (square profile / post) banner
  3. Facebook event page cover 
  4. Facebook fan page cover
• Topics of artwork & banners for start in first month: 

1. ARTWORK development (several artwork ideas, and details)
2. MAIN Artwork (NO DJs, just DATE, PLACE and NAME of event with websites and logos)
3. Artwork with LINEUP DJs, DATE, PLACE and NAME of event with websites and logos
4. Artwork with TIME TABLE of DJS, DATE, PLACE and NAME of event with websites and logos
5. All DJs separately in SQUARE format with name and time of playing

• Approximate number of banners (based on topics and formats above):
• Estimate time of work (artworks & all banners listed above):
• Estimate budget: