Payment & Billing Policy

Purpose and Application

This Payment & Billing Policy explains general billing practices for Lumistage Media. A written proposal, invoice, or service agreement may establish project-specific fees and payment dates. If a project document conflicts with this Policy, the project document controls for that project.

Prices and Estimates

Prices displayed on the website are starting prices or general ranges and are not binding quotes. Final pricing may depend on event date, venue, location, attendance, duration, concept complexity, number of activities, preparation time, hosting requirements, staffing, travel, technical coordination, revision volume, materials, and schedule urgency.

An estimate is based on the facts available when issued. If the facts change or additional work is requested, we may issue a revised estimate or change order before continuing the affected work.

Currency and Taxes

Unless stated otherwise, amounts are quoted and payable in United States dollars. The client is responsible for applicable sales, use, excise, withholding, or similar taxes, except taxes imposed on our net income. If the client claims an exemption, valid documentation must be provided before invoicing or as required by law.

Booking Deposits

A booking deposit may be required to reserve capacity and begin preparation. The date is not secured until the required deposit and any requested agreement are received. Deposits compensate for scheduling commitments, initial planning, and opportunities declined after a date is reserved.

The proposal will state whether the deposit is non-refundable, partially refundable, or credited against the final balance. Unless a proposal states otherwise, a paid deposit is applied to the project total but remains subject to the Cancellation & Refund Policy.

Payment Schedule

Payments may be divided into booking, planning, pre-event, event-date, and final-delivery milestones. Each invoice identifies the amount and due date. Final payment may be required before the event date, before on-site work, or before release of final editable materials.

The client is responsible for ensuring that internal purchasing, vendor onboarding, or approval procedures are completed early enough to meet the stated due dates. An internal processing delay does not automatically extend an invoice due date.

Payment Methods and Authorization

Accepted payment methods will be stated on the invoice or payment request. By using a payment method, the payer represents that it is authorized to do so and that the billing information is accurate. Payment processors may apply their own terms, verification procedures, and privacy practices.

We do not request complete payment card details through a general website contact form. Payment information should be entered only through the authorized payment method identified in the invoice or communicated through a secure channel.

Invoices and Billing Contacts

The client must provide accurate legal name, billing address, tax information, purchase-order details, and billing contact. An invoice is considered delivered when sent to the designated billing or project contact. The client must promptly notify us of changes or errors.

Administrative requests that materially change previously approved invoice structure, legal entity, currency, or payment route may require additional processing time and do not excuse overdue payment.

Approved Expenses and Third-Party Costs

Travel, lodging, local transportation, printing, rentals, permits, shipping, specialized materials, venue charges, software, music licenses, additional staffing, and other project expenses may be billed separately when approved or included in the project scope.

Third-party costs may require advance payment and may be non-refundable once committed. If we pay an approved third-party expense on the client’s behalf, the client must reimburse it according to the invoice, together with any disclosed processing or coordination charge.

Additional Work and Revisions

Fees include only the scope and revision allowance stated in the project document. Additional meetings, substantial rewrites, new activities, additional host preparation, venue changes, expanded attendance, rush work, or revisions after approval may be billed at a fixed fee or stated hourly rate.

We will seek written authorization before material additional charges where practical. Urgent event-day instructions may be treated as authorized when issued by the designated client representative and reasonably necessary to protect the event schedule or safety.

Late Payments

Payment is late after the due date shown on the invoice. When payment is overdue, we may pause planning, withhold deliverables, decline further revisions, release reserved personnel or dates, or suspend on-site performance where legally and operationally appropriate.

A late fee may be charged only if stated in the invoice or agreement and permitted by law. The client is responsible for reasonable costs of collecting undisputed overdue amounts, including permitted legal and collection costs.

Failed, Reversed, or Disputed Payments

The client is responsible for bank rejection, insufficient funds, returned payment, chargeback, or payment-reversal costs where permitted by law. A chargeback should not be used as a substitute for contacting us about a billing concern.

If a payment is disputed, the client must provide the invoice number, disputed amount, and specific reason promptly. Undisputed portions remain payable. We may provide the payment processor with the agreement, invoice, correspondence, proof of work, and other information reasonably necessary to respond to a chargeback.

No Automatic Renewal Unless Expressly Agreed

One-time event projects do not automatically renew. Recurring advisory or coordination services will renew only if a written agreement clearly states the renewal term, amount or method of calculation, cancellation procedure, and required notices. Where a recurring agreement is entered online, any legally required online cancellation option will be made available.

Credits and Refunds

Credits and refunds are governed by the applicable agreement and the Cancellation & Refund Policy. Refunds, when approved, are returned through a reasonable method and may be reduced by completed work, reserved time, non-recoverable third-party costs, and payment processing charges where lawful and disclosed.

Billing Records

We maintain invoices, payment status, credits, approved expenses, and related records for business, accounting, tax, insurance, and dispute-resolution purposes. Clients should retain copies of proposals, invoices, receipts, and payment confirmations.

Billing Questions

Billing questions should be submitted promptly and before the due date whenever possible. Include the project name, invoice number, amount, and a clear description of the issue. We will review the records and respond within a reasonable business period. Raising a good-faith question does not eliminate the obligation to pay undisputed amounts on time.