HDV Legal

Company Policies
In order to best serve the FIRM, the VIDEOGRAPHER will need to gather as much information as possible. The VIDEOGRAPHER will be available to meet with the FIRM, if possible, but can certainly be briefed via telephone, email and/or fax. VIDEOGRAPHER forms have been designed to organize the FIRM’s case history in a logical fashion and help in planning the project.

Should the FIRM’s case go to court, even to a Federal level, the Videograher will have you prepared. VIDEOGRAPHER utilizes AGCV Certified Legal VIDEOGRAPHERs who were thoroughly trained to produce legal video which will comply with the Federal Rules of Procedure and the Federal Rules of Evidence. The VIDEOGRAPHER will remain on the record until both sides agree to go off.

When the FIRM’s deposition is completed and evidence has been properly labeled, sealed and a Certificate of Authenticity is enclosed, the VIDEOGRAPHER will delivery the FIRM’s original/duplicate recording media along with an Objection & Colloquy log. The FIRM will be required to sign and return a Receipt for Official Video Document to the VIDEOGRAPHER.

The VIDEOGRAPHER is an independent video production FIRM. That is important when it comes to being a “disinterested third party” videographer. The VIDEOGRAPHER can impartially record the FIRM’s deposition to satisfy the Federal and State Rules of Civil Procedure.

a. Liability
VIDEOGRAPHER shall not be liable for damages, beyond the hourly fee being charged, for damaged or otherwise unacceptable video caused by circumstances beyond their control, including, but not limited to, equipment and/or recording media failure. VIDEOGRAPHER is not responsible for acts of nature or acts of God. VIDEOGRAPHER will not assume responsibility nor make any guarantees as to the results or outcome of the contracted project.

b. Service Areas
VIDEOGRAPHER serves primarily southeast Alabama, southwest Georgia and the Florida panhandle region, but is available for travel outside of this area with an appropriate fee schedule and/or out-of-pocket expenses.

c. Scheduling
Once VIDEOGRAPHER has reviewed the FIRM’s information and finalized the goals, VIDEOGRAPHER will require a deposit to begin scheduling. VIDEOGRAPHER fees are based on a minimum that includes two hours on location. Additional time is billed hourly. Please refer to the paragraphs below with regard to early access, cancellations, delays, no-shows and overtime and delivery.

As noted below, VIDEOGRAPHER understands that although some of our clients take contingency cases, our business requires payment in full for the products/services provided. Our terms are C.O.D., unless other arrangements have been made in advance of the arrival of the VIDEOGRAPHER at the location requested by the FIRM.

VIDEOGRAPHER hours for standard rates are Monday through Friday from 8:00 a.m. to 5:00 p.m., with recognized state and federal holidays excluded. If the FIRM requires assistance on a holiday, consult with VIDEOGRAPHER at least two weeks in advance.

d. Access to Facility
It is imperative that VIDEOGRAPHER have access to FIRM’s building, parking and deposition room a MINIMUM of one hour prior to the start of the recording. This allows adequate time to set up and to address any problems or obstacles before VIDEOGRAPHER is scheduled to begin. VIDEOGRAPHER does not charge for this part of the service, unless we do not get the early access requested.

e. Booking
While VIDEOGRAPHER understands that some of our clients take contingency cases, our business requires payment in full for the products/services provided. Our terms are C.O.D., unless arrangements have been made in advance of arrival at the FIRM’s location. Please refer to our CONTRACT for other details.

f. Early Access
For video depositions and in other instances, VIDEOGRAPHER will arrive one hour early (which is not charged for). VIDEOGRAPHER will need access to the site for parking, unloading, equipment set-up and testing prior to the start of the deposition or other service contracted. Time is needed to identify and attempt to correct any problems or obstacles prior to the start of the recording. VIDEOGRAPHER does not believe the FIRM should pay for the setup time unless VIDEOGRAPHER is denied access per VIDEOGRAPHER’s request. If VIDEOGRAPHER arrives early and does not have the access agreed upon, charges will be applied for any setup time that encroaches into the contracted video time. Overtime is calculated at 1.5 times our standard rate and is applied in hourly increments. Overtime is any time after VIDEOGRAPHER has been on the site for more than six hours.

g. Delivery
VIDEOGRAPHER provides free local delivery within Houston County, Alabama. VIDEOGRAPHER uses Federal Express services for all deliveries outside of this area. VIDEOGRAPHER product is accompanied with an official “Receipt For A Video Document” that is required to be signed upon acceptance. Fully documenting the chain of evidence is vital. Once VIDEOGRAPHER delivers our product to the FIRM, VIDEOGRAPHER can no longer verify authenticity and therefore strongly recommends safeguarding the FIRM’s video document with an appropriate documentation trail.

h. Cancellations & No Shows
If VIDEOGRAPHER receives notice of cancellation at least 24 hours before scheduled work, there is no charge. Cancellations made less than 24 hours in advance of the scheduled work will be subject to our minimum two hour rate.

If a cancellation takes place and VIDEOGRAPHER is given a minimum of a 24 HOUR NOTICE, there will be no charge. In case of a NO-SHOW, VIDEOGRAPHER will charge the minimum charge for servicing the FIRM. A no-show is when the VIDEOGRAPHER leaves their studio and arrives at the FIRM’s location, only to find out the work has been cancelled without a previous notice.

i. Stand By
Depositions tentatively scheduled for a certain time and date that VIDEOGRAPHER has been requested to be prepared to record are referred to as a “Stand By”. If cancelled prior to leaving VIDEOGRAPHER’s office, and no other work has been turned down, there will be no charge. However, if another business opportunity has been turned down our minimum charge will apply.

j. Delayed Session
Any work that starts later than the scheduled time is referred to as a “delayed session”, and billing applies to the scheduled time regardless of how late the session begins.

k. Terms
All services will require a "Contract for Services" signed prior to work commencing.  Billing for law FIRMs and court reporters that are regular clients of VIDEOGRAPHER will be payment in full within 30 days.  All other payments will be C.O.D., unless other arrangements have been made in advance.

l. Over Time
Weekends are automatic overtime. Also, whenever the work goes beyond six hours, this will be considered overtime. Overtime is calculated at 1.5 times the standard rate and is applied in hourly increments.

m. Travel Outside Local Area
If travel outside the city limits of Dothan, AL is necessary, the client will be charged mileage (current IRS rate) and a driver hourly rate ($____). Any expenses for hotel, meals and airfare will be charged to the client as out-of-pocket expenses.

n. "Out-of-Pocket" Expenses
All out of pocket expenses will be charged to the client.

o. Shipping
All shipping costs will be charged to the client.