Clear working agreements
Everything needed for a calm, one-week project.
These studio standards support written-first projects. Your accepted proposal identifies the exact scope, investment, schedule, and any project-specific exceptions.
If a project proposal differs from this page, the proposal governs. Clients should obtain independent legal advice when their organization requires negotiated procurement or legal terms.
What every written proposal includes
- Event type, project goals, selected package, guest-facing features, and creative direction.
- Fixed project investment, initial deposit, remaining balance, included hosting, and approved additions.
- Standard or rush production window and the content-ready date that starts that window.
- Review rounds, client responsibilities, third-party integrations, and the designated final approver.
Project start and payment schedule
A project enters the production queue after the proposal and agreement are accepted, the required initial deposit is received, and the minimum start-ready content is available. Unless a proposal states otherwise, the initial deposit is 50% and the remaining balance is due before final launch or transfer.
Content deadline policy
The client supplies accurate event facts, final names, dates, addresses, links, photographs, logos, permissions, and access credentials by the content-ready date. A five-to-seven-business-day schedule assumes consolidated, usable content at kickoff. Missing or changing information can pause production and move the launch window without creating a rush obligation.
Revision policy
Essential and Premium proposals normally include two consolidated refinement rounds; Signature proposals identify their included review structure. A round means one organized set of feedback from the designated approver. New pages, changed integrations, replacement creative direction, or feedback after approval may require a written scope change.
Client approvals
The client is responsible for verifying every event fact, guest instruction, RSVP rule, external link, accessibility detail, and media permission before launch. Approval confirms that the website may be published as reviewed. Vanguard corrects confirmed implementation defects within the included support period.
Cancellation and rescheduling
The initial deposit reserves production capacity and is applied to strategy, administration, design, development, and reserved time. If a project is cancelled, Vanguard will provide a written accounting of completed work and nonrecoverable costs. Amounts paid beyond earned work and committed costs remain eligible for return unless the accepted proposal says otherwise. Event rescheduling is handled in writing and may require new hosting or production dates.
Rush production
A 48–72 hour target is available only when the written proposal confirms a focused scope, immediate content readiness, rapid consolidated approvals, and studio availability. Rush work can be declined or converted to the standard schedule when required materials, access, or feedback are late. No rush promise is created by an automated estimate alone.
Domains, hosting, and third parties
Clients should own their domain whenever practical. Included hosting lasts for the period shown in the proposal. RSVP platforms, registries, maps, payment services, analytics, and other third-party tools remain governed by their own terms and availability. Renewal, archive, transfer, and retirement options are provided before included hosting ends.
Intellectual property
Clients retain ownership of materials they supply and confirm they have permission to use them. Rights in approved project-specific design and code transfer or are licensed as stated in the proposal after required payments are complete. Vanguard retains pre-existing systems, reusable methods, open-source components, and general know-how.
Launch checklist
- 01Names, event dates, times, addresses, links, and guest instructions are approved.
- 02Final photography, logos, brand files, and usage permissions are supplied.
- 03RSVP, registry, ticketing, donation, travel, map, and third-party links are tested.
- 04Domain access or the preferred Vanguard-hosted address is confirmed.
- 05The designated client approver has reviewed desktop and mobile versions.
- 06The remaining project balance and any approved third-party costs are complete.
Written communication and support
Email and the private project workspace are the official communication record unless the proposal identifies another channel. Calls remain optional for straightforward work. Questions can be sent to projects@vanguardeventstudio.com.