Company: Maven Collective, LLC (“Maven”)
These Terms and Conditions (“Agreement”) govern all creative, production, event production, and consulting/advisory services (“Services”) provided by Maven Collective, LLC to any client (“Client”).
By engaging Maven in any capacity, the Client acknowledges and agrees to these terms. Signature is not required.
Maven provides these Terms with all proposals and invoices, and it is the Client’s responsibility to review them prior to authorizing work.
Client’s acceptance of these Terms occurs upon the earlier of:
• (a) signing the Proposal, Quote, or purchase order;
• (b) paying any deposit, invoice, or initiating work;
• (c) delivering brand assets, materials, or files; or
• (d) authorizing Maven to begin work.
1. Scope of Work
1.1. Maven shall perform the Services described in the accompanying Proposal, Estimate, or Statement of Work(collectively, “Proposal”).
1.2. Any work, materials, or services not explicitly included in the Proposal shall be considered outside scope and subject to a Change Order (see Section 8).
1.3. Maven may subcontract portions of the work (e.g., vendors, freelance creatives, venues, AV, staffing, logistics) while maintaining full responsibility for quality and delivery.
1.4. Services may include, without limitation: brand and creative development, content production, event design and production, on-site event management, and business consulting or advisory engagements. The specific mix of Services for any engagement is defined solely by the Proposal.
2. Payment Terms
2.1. Unless otherwise stated, Maven requires a 50% non-refundable deposit to initiate work, with the balance due prior to final delivery, event date, or installation.
2.2. Additional costs such as on-site labor, change orders, rush work, and third-party vendor fees will be invoiced separately and are due upon receipt.
2.3. Late payments are subject to a 1.5% monthly finance charge (18% annual rate) or the maximum rate permitted by law.
2.4. Client shall reimburse Maven for all collection costs, including reasonable attorney’s fees.
2.5. Maven reserves the right to withhold deliverables, event execution, or final files until all outstanding invoices are paid in full.
3. Ownership & Intellectual Property
3.1. All design concepts, creative content, event plans, and deliverables produced by Maven for the Client shall become the property of the Client upon full payment.
3.2. Maven retains the right to photograph, film, and publicly display its work for portfolio, marketing, and award submissions unless specifically prohibited by a signed NDA.
3.3. If a project is canceled before full payment, all designs, plans, and materials remain the property of Maven until payment for work completed to date is received.
3.4. Client is responsible for providing final brand assets, copy, and written approval prior to production or execution. Maven is not responsible for color variation, format variance, or quality issues resulting from low resolution or incomplete client-provided files. Client approval of proofs, drafts, or run-of-show document constitutes final acceptance.
4. Project Timeline
4.1. Production and project schedules begin only upon receipt of a signed Proposal (or written authorization to proceed), deposit, and any required approvals.
4.2. Maven is not responsible for delays resulting from late approvals, scope changes, or third-party dependencies (e.g., client-provided assets, venue or vendor coordination).
4.3. Rush fees may apply for projects requiring accelerated schedules or overtime.
4.4. Upon delivery of final materials, event completion, or conclusion of a consulting engagement, the work is deemed accepted by the Client. Any concerns must be submitted to Maven in writing within twenty-four (24) hours of completion. Minor items shall not delay final payment, which remains due upon substantial completion.
5. Event Production, Delivery, and On-Site Services
5.1. For event and production engagements, Maven will coordinate logistics, vendors, staging, and on-site execution as defined in the Proposal, and retains responsibility for Maven-managed materials until delivered or the event concludes.
5.2. If the Client elects to coordinate its own shipping, storage, or third-party installation, title and risk of loss for any affected materials transfer to the Client upon handoff, and Maven is not liable for resulting damage, delay, or loss.
5.3. On-site services, including setup, staffing, and strike/dismantle, are billed at standard or overtime rates depending on venue rules and schedule.
5.4. Delays caused by the Client, venue, or third parties (including incomplete readiness, lack of access, or venue restrictions) are not the responsibility of Maven. Any additional labor, standby time, or overtime incurred as a result shall be billed to the Client.
5.5. Client shall provide a venue or site that meets all specified requirements — access, power, safe working conditions, and any venue-specific approvals. If site conditions are non-compliant, Maven may assess remediation, delay, or standby charges as necessary.
5.6. Client is responsible for compliance with all venue regulations, union labor rules, permits, and safety codes. Any additional costs, downtime, or rework caused by non-compliance shall be billed to the Client.
5.7. Outdoor Events and Installations:
• Outdoor events and builds are inherently subject to environmental factors such as wind, rain, temperature, and sunlight. Maven is not responsible for damage, delay, or failure of any element caused by weather or environmental exposure.
• Maven may, in its discretion, suspend or delay outdoor work when weather or site conditions pose safety risks. Resulting standby time, remobilization, or overtime is billable to the Client.
• It is the Client’s responsibility to ensure the site and environmental conditions are suitable for the event or installation.
• If Maven provides safety recommendations (weighting, anchoring, contingency planning) that are refused or modified by the Client, Maven is released from all related liability.
5.8. Maven will make reasonable efforts to maintain project schedules but shall not be liable for missed deadlines caused by factors beyond its control.
Third-Party Transportation, Vendors, and Installation
5.9. When transportation, staffing, installation, or related services are performed by parties other than Maven — including the Client’s own employees, agents, or third-party vendors not engaged by Maven — Maven has no responsibility or liability for any resulting damage, delay, or other claims arising once materials or execution leave Maven’s custody or direct supervision.
If the Client elects to arrange its own transportation, use a third-party vendor Maven did not engage, or take possession of materials prior to final execution, the Client assumes all responsibility for proper handling, staging, execution, and any resulting damage or issues.
Client agrees to defend, indemnify, and hold harmless Maven from any claims arising from transportation, staffing, or installation services not directly managed and supervised by Maven.
6. Client Responsibilities
6.1. Client shall provide all necessary brand assets, approvals, and information in a timely manner.
6.2. Client shall ensure Maven’s personnel have safe and reasonable access to any venue or job site required for the engagement.
6.3. Any delay caused by the Client or its vendors may result in additional charges for labor, storage, orrescheduling.
7. Cancellations & Postponements
7.1. If a project is canceled or postponed after work has begun, the Client shall pay for all work completed to date, including materials, labor, and vendor commitments.
7.2. Deposits are non-refundable once work has commenced.
7.3. Maven reserves the right to suspend or delay work if payment or approvals are not received as scheduled.
8. Change Orders
8.1. Any modification to approved scope, deliverables, or timeline after work has begun requires a written
Change Order.
8.2. Maven will provide revised cost and schedule impacts for approval before proceeding.
8.3. Verbal approvals on-site may be treated as binding Change Orders when immediate action is required to maintain schedule.
9. Warranties and Limitations
9.1. Maven warrants that its production and creative deliverables are free from material defects in workmanship for thirty (30) days from delivery or event completion, whichever occurs first.
9.2. This warranty does not cover: normal wear and tear or misuse; damage caused by weather, moisture, or environmental exposure for outdoor events; issues resulting from third-party shipping, handling, or installation; or equipment (AV, lighting, electrical) once turned over to or operated by the Client.
9.3. Consulting and advisory Services are provided on a professional-efforts basis. Maven does not guarantee specific business outcomes, revenue results, or third-party decisions arising from its recommendations, and no warranty of results is made for advisory Services.
9.4. No other warranties, express or implied, including merchantability or fitness for a particular purpose, are provided.
9.5. Maven’s total liability for any claim shall not exceed the total amount paid by the Client for the specific project.
10. Liability & Indemnification
10.1. Client agrees to indemnify and hold harmless Maven, its employees, and subcontractors from any claims, damages, or losses arising out of Client-provided materials, decisions, or negligence.
10.2. Maven shall not be liable for indirect, consequential, or punitive damages, including loss of revenue, opportunity, or use.
10.3. For any permanent or semi-permanent installation delivered as part of an engagement, Client acknowledges that ongoing inspection, maintenance, and care are required to ensure continued safety and integrity after handoff. Unless otherwise agreed in writing, Maven does not provide ongoing maintenance or
monitoring after completion of the project and expiration of the warranty period in Section 9.
10.4. Client agrees that it is solely responsible for regular inspection, ongoing maintenance, and continued compliance with applicable codes for anything installed or delivered by Maven after acceptance.
10.5. To the fullest extent permitted by law, Client shall defend, indemnify, and hold harmless Maven, its officers, employees, subcontractors, and agents from and against any claims, damages, losses, or expenses (includingattorney’s fees) arising out of or related to failure to properly inspect, maintain, or monitor a Maven-delivered installation after completion, or from modifications, alterations, or misuse not performed or authorized by Maven.
10.6. This indemnification applies regardless of when a claim arises and survives completion of the project and termination of this Agreement.
11. Confidentiality
11.1. In the course of providing Services — particularly consulting and advisory engagements — Maven may receive confidential business information from the Client. Maven agrees to use such information solely to perform the Services and not to disclose it to third parties, except as required by law or as reasonably necessary to engage subcontractors bound by similar confidentiality obligations.
11.2. This obligation does not restrict Maven’s rights under Section 3.2 (portfolio and marketing use of creative and production work), which are governed separately.
12. Storage & Asset Management
12.1. Storage of Client-owned assets at Maven’s facility or a third-party facility is subject to separate fees.
12.2. Maven is not liable for damage or loss caused by natural disasters, theft, fire, or third-party negligence unless insured by the Client.
12.3. Assets left beyond 30 days after project completion without payment or written instruction may be considered abandoned and may be disposed of at Maven’s discretion.
13. Insurance
13.1. Maven maintains general liability insurance appropriate to its Services.
13.2. Client must maintain appropriate insurance covering event participation, venue liability, and Client-owned materials.
13.3. Proof of insurance may be requested by either party before work begins.
14. Governing Law & Dispute Resolution
14.1. This Agreement is governed by the laws of the State of Texas.
14.2. Any disputes shall be resolved in Harris County, Texas, through binding arbitration under the rules of the American Arbitration Association.
14.3. Both parties waive the right to trial by jury.
15. Force Majeure
Maven shall not be liable for delays or failures caused by events beyond its control, including but not limited to natural disasters, pandemics, strikes, labor shortages, transportation issues, or government restrictions.
16. Entire Agreement
This Agreement, together with the Proposal, represents the entire understanding between Maven and the Clientand supersedes all prior communications, whether oral or written.
No signature is required for these Terms to be binding. By hiring Maven or authorizing any work, the Client
acknowledges and agrees to these Terms and Conditions.