Terms and Conditions

By submitting your project booking form, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.

Last updated: 20 February 2026

These Terms govern all services provided by The Palette (the Studio, we, us) to the client (you). By submitting a project booking form, paying a deposit, or delivering assets, you agree to be bound by these Terms in full.

Where a written Project Estimate exists, it takes precedence in the event of conflict.

1. Definitions

Project Estimate: A written estimate outlining the agreed scope, timeline, deliverables, estimated number of grading days, and fees for a specific project. This may be provided via invoice, PDF, email confirmation, or booking summary.

Grading Day: Up to 8 hours of dedicated colour grading time. The standard day rate is £500.

First Pass: The first complete graded version delivered for client review.

Revision Round: One consolidated set of notes submitted via Frame.io, followed by delivery of a revised version.

Reconform: Any change to the locked edit after grading has begun, including timing changes, shot reordering, or duration adjustments.

Rush Work: Any project requiring turnaround within 48 hours of conform delivery.

Deliverables: Final output files listed in the Project Estimate, such as ProRes 4444 masters, H.264 files, viewing LUTs, or platform-specific exports.

Business Hours: 08:30 to 16:30 UK time, Monday to Friday, excluding UK public holidays.

2. Service Scope

2.1 Services Offered

The Palette provides colour grading and post-production services for film, television, commercial, and digital media projects. Additional services include LUT creation, DIT services, consultation, and 1-1 training.

2.2 Project Confirmation

All projects are subject to availability and schedule confirmation. Project acceptance is confirmed only upon receipt of a signed agreement and deposit payment.

2.3 Scope of Work

The quoted fee covers only the work, runtime, and deliverables explicitly listed in the Project Estimate. Any work outside this scope is considered a scope change and will require additional grading days and fees, quoted and approved before work continues.

Scope changes include, but are not limited to:

  • New edits or re-cuts

  • Additional shots or VFX plates

  • Creative direction changes after approval

  • Additional deliverables or formats

  • Extended or unscheduled review sessions

3. Pricing and Billing

3.1 Day Rate

Projects are priced based on an estimated number of grading days at a standard day rate of £500/day.

3.2 Tiered Per-Minute Pricing

Projects over 20 minutes in runtime are quoted using tiered per-minute pricing:

Runtime Per-Minute Rate First 20 minutes £50/min Minutes 21–40 £45/min Minutes 41–60 £40/min Minutes 61+ £35/min

3.3 Complexity Multipliers

Quotes may include a complexity multiplier based on project requirements:

  • Standard (single camera, clean footage): 1.0×

  • Moderate (multicam, mixed formats): 1.2×

  • Complex (heavy relight, VFX integration): 1.5×

3.4 Rush Work Fees

Rush work (turnaround under 48 hours from conform) incurs the following additional fees:

Runtime Additional Fee 0–5 minutes +25% 5–15 minutes +35% 15–30 minutes +50% 30+ minutes +75%

Payment for rush work is due on delivery, not the standard 14 days.

3.5 Currency

All fees are quoted in GBP unless otherwise specified. Exchange rate fluctuations are the responsibility of the client.

4. Revisions and Feedback

4.1 Included Revisions

Unless otherwise stated in the Project Estimate, each project includes:

  • One First Pass

  • Two Revision Rounds based on consolidated client notes

4.2 Additional Revisions

Revisions beyond the two included rounds will be billed at the agreed day rate or an additional fee as quoted.

4.3 Feedback Process

All feedback must be submitted via Frame.io with timecode-specific notes. Email, WhatsApp, or verbal feedback will not be accepted. Consolidated notes from the decision-maker are required. Conflicting notes from multiple stakeholders may result in delays and additional charges.

4.4 Approval Timeline

Clients have 7 days to provide feedback per revision round. Delayed feedback may result in schedule adjustments and additional fees if the project timeline extends beyond the original booking window.

4.5 Scope Exclusions

New edits, new shots, or changes that materially alter the approved grade are not considered revisions and will be treated as scope changes under Section 2.3.

5. Client Responsibilities

5.1 Locked Edit Requirement

Grading services commence only upon receipt of a fully locked edit. Any editorial changes after grading has begun constitute a reconform and will incur additional fees.

5.2 Reconform Fees

  • Timing changes requiring regrade: £250 + hourly rate for affected shots

  • Major restructure: full project requote

5.3 Materials

The client is responsible for providing:

  • Locked picture (no editorial changes)

  • Source media or conform package (XML/EDL + media files)

  • Reference export for Frame.io review (H.264 recommended)

  • Graphics and subtitles as separate files

  • Accurate technical and creative information

5.4 Legal Clearance

Clients warrant they have all necessary rights and clearances for materials provided and indemnify The Palette against any claims arising from client-supplied content.

5.5 Delays

The Studio is not responsible for delays caused by incomplete, incorrect, or late materials.

6. Scheduling and Availability

6.1 Booking Confirmation

Grading days are scheduled based on availability and confirmed upon receipt of a deposit. No calendar hold will be made without deposit clearance.

6.2 Discovery Call

A discovery call is mandatory for new clients or projects over 20 minutes in runtime. This ensures alignment on creative vision, technical specs, scope, and timeline before work begins.

6.3 Disruptions

Missed review sessions, delayed feedback, or late delivery of assets may impact timelines and availability. The Studio cannot guarantee continuity if scheduled days are disrupted.

6.4 Rush and Out-of-Hours Work

Rush work, weekend sessions, or out-of-hours work are subject to additional fees (see Section 3.4) and availability.

7. Payment Terms

7.1 Deposit

A non-refundable deposit of 20% is required to secure your booking and confirm project commencement. The deposit must be paid before calendar booking is confirmed.

7.2 Final Payment

Final payment is due 14 days from delivery. Rush work requires payment due on delivery. No deliverables will be released for download until full payment is received.

7.3 Payment Methods

Payment accepted via bank transfer (UK) or international wire transfer. All bank fees are the responsibility of the client.

7.4 Late Payment Penalties

A 3-day grace period applies after the invoice due date with no penalty. After the grace period, daily penalties apply:

  • Days 4–7: +2% of invoice total per day

  • Days 8–14: +3% of invoice total per day

  • Days 15+: +5% of invoice total per day

Masters will not be released until full payment including penalties is received. After 14 days overdue, formal notice will be issued. Work on other active projects with the same client may be suspended.

8. Deliverables and Archiving

8.1 Standard Deliverables

Standard deliverables include:

  • ProRes 4444 at source resolution

  • Colour space: Rec.709 Gamma 2.4 (709-A)

  • Viewing LUT (separate file)

Platform-specific exports (web, broadcast, cinema) are available and quoted separately if required.

8.2 Delivery Method

Files are delivered via secure file transfer or Frame.io. Physical media delivery incurs additional costs.

8.3 Quality Control

All deliverables undergo internal QC before client review. The Palette is not responsible for technical issues arising from client playback systems or improper file handling.

8.4 Media Storage

Project media and grade files are archived for 30 days following final delivery. Extended archival beyond 30 days incurs additional storage fees. Clients are responsible for maintaining their own backup copies.

8.5 Data Security

The Palette takes reasonable precautions to secure client data but is not liable for data loss due to hardware failure, third-party service interruption, or circumstances beyond our control.

9. Intellectual Property and Usage Rights

9.1 Ownership

The client retains ownership of original source materials. The Palette retains ownership of grade techniques, custom LUTs, and proprietary workflows unless explicitly transferred in writing.

9.2 Portfolio Use

The Palette reserves the right to use project stills, clips, and case studies for portfolio, marketing, and promotional purposes unless a non-disclosure agreement is in place.

9.3 Credits

Where appropriate, The Palette requests on-screen credit as "Colorist: Khalif Sultan" or as otherwise agreed.

10. Cancellations and Rescheduling

10.1 Client Cancellation

Cancellations made more than 14 days before the scheduled start date forfeit the deposit. Cancellations made within 14 days of the start date are liable for 100% of the quoted fee.

10.2 Rescheduling

Rescheduling requests must be made at least 7 days before the scheduled start date. Short-notice rescheduling is subject to availability and may incur additional fees.

10.3 Studio Cancellation

In the unlikely event The Palette must cancel a confirmed booking, the deposit will be refunded in full and reasonable efforts will be made to recommend alternative service providers.

11. Liability and Warranties

11.1 Professional Standards

The Palette provides services with reasonable skill and care consistent with industry standards.

11.2 Limitation of Liability

The Palette's liability is limited to the total fees paid for the specific project. The Palette is not liable for indirect, consequential, or special damages including lost revenue, lost opportunities, or reputational damage.

11.3 Creative Discretion

Creative decisions are subjective. The Studio is not liable for dissatisfaction arising from personal or aesthetic preference once the agreed scope has been fulfilled.

12. Confidentiality

12.1 Non-Disclosure

The Palette maintains confidentiality of all client projects, materials, and communications except where disclosure is required by law or as necessary to provide the agreed services.

12.2 Secure Handling

Project materials marked as confidential or subject to NDA will be handled with additional security measures and excluded from portfolio use.

13. Force Majeure

The Palette is not liable for failure to perform obligations due to circumstances beyond reasonable control including but not limited to natural disasters, power outages, internet service disruption, or government restrictions.

14. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

15. Changes to Terms

The Palette reserves the right to update these Terms. The version in effect at the time of project booking applies to that project. Material changes will be communicated to clients with active projects.

16. Contact

For questions regarding these Terms, contact:

The Palette

Khalif Sultan, Colorist (hello@khalifsultan.com)