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Estimating Checklist

The AMA recommends including the following details on the cover page of your bid/estimate. This list aligns with the AMA terms and conditions and is an exhaustive list of details needed for full clarification on an estimated project.

Estimate Number
Estimate Date

Job Name
Job #
PO#
Vendor #
Brand Name

Shoot Date
Shoot Location 

Artist Name

Agency Name
Client Name
Agency or Client Authorized Representative'
Agency or Client Address
Agency or Client Authorized Representative Phone Number

Artist Representative
Artist Representative Contact
Artist Representative Address
Artist Representative Phone Number

Production Company
Producer Contact
Producer Address
Producer Phone Number

Job Description & Production Requirements
-        # of days total to include tech, prep, prelight, travel & shoot
-        Where you are shooting (studio, location(s), etc.)
-        What you are shooting, etc. (details, schedule, etc.)

 Deliverables
-        Describe & schedule
-        Full Library vs. Finite # of assets

Usage + Usage Options
-        Buyout/Copyright transfer
-        Photography Usage
-        Video Usage
-        Talent Usage
Includes a term, territory, type of media and number of assets.

Services
-        Non-moving images/Photography, Motion/Directing, Animation, CGI, Stylist, etc.

Insurance
-        Specifications
-        Producer providing vs. wrap-up (Agency or Client providing)

 Payment Terms
-        Firm Bid
-        Cost-Plus-Fixed-Fee
-        Cost-Plus
-        Advance (___% due ____)
-        Second Payment (_____% due _____)
-        Third Payment (______% due ______) (post-production)

Talent Payment
-        Responsible Party: Producer, Agency or Client
-        Specify whether it is wages or usage

Post-Production
-        Retouching (Non-moving images)
o   Which party is handling
o   Describe & schedule
-        Editorial/Post-production (Motion)
o   Which party is handling
o   Describe & schedule
Notate if you are billing post-production costs separately (aka Third Payment)

Third Party or Client/Agency Materials
-        Disclosure of any materials being incorporated into Deliverables in which third parties may have rights
-        Specify who is handling third party IP releases (i.e., Producer, Agency or Client).

Approvals

- Identify Client/Agency’s obligation to be on set either virtually or in person to approve the Deliverables.

- Sets out Client/Agency’s right to reject or request changes to Deliverables.

Cancelations/Postponements

- Sets out Client/Agency’s obligation to pay Fees and Costs if the shoot is postponed or canceled. Includes weather delays.

Special Terms/Miscellaneous

Signature Blocks
-        Agency or Client Authorized Representative
-        Representative or Producer