Terms & Conditions

These Terms & Conditions set out the basis upon which The Media Collective (“we”, “us”, “our”) provides creative, production and installation services. By accepting a proposal, paying any invoice, or instructing us to proceed, you (“you”, “your”, “the customer”, “the school”) agree to these terms.

1. Contract Price & Scope

All prices are based on the agreed brief, materials, finishes, timescales and creative requirements. Creative and environmental projects may evolve and additional costs may arise due to factors including (but not limited to):

  • Changes to the agreed scope

  • Requests for additional or licensed content

  • Discoveries during site surveys or technical checks

  • Access or safeguarding restrictions

  • Preparation or remedial works not completed by the customer

We will always notify you of any material changes and obtain approval before proceeding with additional costs.

2. Project Confirmation & Payment Structure


Projects over £1,500

Projects over £1,500 are delivered using a three-stage payment structure, aligned to our project phases:

  • Stage 1 – Design & Project Activation (40%)
    Payable upon instruction. This payment must be received before design work progresses to sign-off.

  • Stage 2 – Production (40%)
    Invoiced following design sign-off. This payment must be received before production is released and before installation takes place. Installation dates may be delayed if payment is outstanding.

  • Stage 3 – Final Balance (20%)
    Invoiced within two weeks of installation, following practical completion.

Payment terms: 30 days from invoice date.

Activation Fee – Exception Clause

Where there is a known or significant delay between project instruction and the start of discovery or design (for example, future-dated or phased projects), we reserve the right to raise the Activation Fee separately to cover early setup, coordination and resource planning.

Projects under £1,500

A simplified two-stage model applies:

  • Activation / Deposit
    A fixed £500 Activation Fee acts as a deposit and must be paid before installation.

  • Final Balance
    Invoiced within two weeks of installation, following practical completion.

This structure keeps small projects lightweight while protecting production and installation costs.

Project Extensions, Repairs & Small Add-Ons (typically under £500)

These are invoiced in full on delivery and are subject to standard 30-day payment terms.

3. Scheduling, Milestones & Phases

Projects progress through our delivery phases:

  • Discovery

  • Design

  • Approval

  • Production

  • Delivery / Installation

A provisional schedule will be issued following acceptance of the proposal.
Milestones and installation dates are confirmed once design sign-off is complete.

Delays in approvals, access or payments may result in revised schedules.

4. Payment Terms & Non-Payment

All invoices are payable within 30 days of the invoice date unless otherwise agreed in writing.

If payment is not received when due, we reserve the right to:

  • Pause work or withhold progression to the next phase

  • Delay production or installation

  • Suspend or terminate current or future projects

All payments made prior to suspension or termination will be retained. Requests to vary payment terms must be agreed upon before the relevant invoice is issued.

5. Cancellation

If you cancel the project at any stage:

  • All payments made to date (including Activation Fees and stage payments) are non-refundable

  • These payments cover work completed, resources allocated, and opportunity costs

If cancellation occurs within 60 days of the scheduled installation date, we reserve the right to invoice for any additional committed costs not already covered by payments made.

If we must cancel or postpone installation due to illness, travel disruption, severe weather or other circumstances beyond our control, we will attempt to reschedule.
If rescheduling is not possible, payments for undelivered phases will be refunded. Activation Fees remain non-refundable.

6. Right of Withdrawal

We may withdraw from a project if agreed circumstances materially change, including:

  • Persistent lack of communication or cooperation

  • Significant site or access changes post-survey

  • Missing or incomplete information

  • Repeated missed meetings

  • Late or withheld payments

If withdrawal occurs on these grounds, all payments made to date will be retained.

7. Design & Creative Rights

We use licensed, rights-owned or royalty-free assets. Where specific copyrighted content is requested, costs will be agreed in advance.

Work outside the agreed scope may incur additional design fees, charged at £75 per hour, subject to prior approval.

All creative work remains our intellectual property. Your contract grants a non-exclusive licence for school use. We are not responsible for copyright breaches arising from materials supplied by you.

8. Approvals, Proofing & Quality

You are responsible for reviewing and approving all artwork. Once approved, we cannot accept liability for errors that proceed to production.

We reserve the right to refuse material that is offensive, unsuitable for production, or incompatible with safeguarding requirements.

9. Late Changes

Changes requested after design approval may incur additional costs depending on the stage reached in production or installation.

10. Surveys, Access & Installation

You must notify us of any changes to surveyed areas prior to installation. We are not responsible for products that cannot be installed due to post-survey alterations.

We require:

  • Clear, safe working conditions

  • Unrestricted access for a minimum of eight hours on installation days

  • Spaces prepared as agreed

If access is restricted or a return visit is required, additional charges may apply.

11. Risk & Ownership

Risk transfers to you upon delivery or installation.
We photograph completed installations for our records.

12. Aftercare

Please inspect all products at the time of delivery or installation. Any defects must be reported within 14 days to care@mediacollective.co.uk. We aim to resolve:

  • Urgent issues within 48 hours

  • Non-urgent aftercare within 28 days

13. Warranty

Standard warranty periods are:

  • Core Essentials — 12 months

  • Core Enhanced — 24 months

  • Core Complete / Signature — 36 months

Warranty excludes damage caused by vandalism, theft, environmental conditions, incorrect cleaning, accidents or negligence.

14. Marketing Use

We may use photographs of completed projects for marketing purposes. We will not photograph students without permission. Where student images are supplied by you, we assume appropriate consent has been obtained.

15. Modifications to Terms

We may update these Terms & Conditions from time to time. Changes will not affect projects already underway.

16. Acceptance

By confirming your project or paying any invoice, you acknowledge and accept these Terms & Conditions.