Payment and Cancellation Policy
At DFS Productions, we primarily handle international projects and strive to mitigate any financial risks for both our clients and our company. The following policy ensures clear, fair, and transparent payment terms and cancellation guidelines.
1. Payment Terms
1.1 Internal vs. External Resources
- Internal Resources (50% Prepayment)
This applies to any personnel, equipment, or locations owned or managed by DFS Productions. We require a 50% deposit of the estimated internal services fee before starting the project. - External Resources (100% Prepayment)
This covers all services or resources not owned/managed by DFS, such as freelance crew, equipment rental from third parties, location permits, travel expenses, props, and so on. We require 100% prepayment of these costs before any external bookings or purchases are made.
1.2 Last-Minute Projects (Within 5 Business Days)
- For projects confirmed within 5 business days of the intended start date (excluding simple solo-shoot requests by a single DFS operator), we generally require 100% prepayment (covering both internal and external costs).
- Exceptionally small-scale projects handled solely by one DFS representative may proceed without prepayment at our discretion; however, all external costs, if any, still require 100% coverage in advance.
2. Cancellation Policy
Our cancellation policy is designed to protect DFS Productions from incurring unrecoverable external costs and to fairly compensate for any internal preparation time and resources already invested.
2.1 External Costs (Non-Refundable)
- Any external costs—such as third-party rentals, location fees, or freelance crew bookings—are non-refundable once the payment or booking is confirmed. If a third-party imposes its own cancellation fees, those amounts will be deducted from any potential refunds or charged separately to the client.
2.2 Internal Costs (Staged Refunds)
If you have paid a 50% deposit for DFS-owned or managed resources, the following refund rules apply if you cancel before the project starts:
- 10 Business Days or More Before Start Date
- 50% of your internal deposit will be retained as a cancellation fee; the remaining 50% will be refunded.
- Example: If you paid USD 5,000 as a 50% deposit, USD 2,500 is refunded, and USD 2,500 is withheld as a cancellation fee.
- 9 to 5 Business Days Before Start Date
- 100% of your internal deposit will be retained as a cancellation fee (no refund).
- Within 5 Business Days of the Start Date
- For projects that required 100% payment upfront (last-minute bookings), no refund is provided if you cancel.
- If there are circumstances where no external or internal costs were actually incurred, we may offer a partial refund upon review.
3. Additional Notes
- Large-Scale Projects
For larger projects involving extensive coordination with multiple parties, an additional project management or coordination fee may apply. If the project is canceled, this fee (or a portion of it) will be retained to cover labor already expended in scheduling and negotiating with external suppliers. - Solo-Operator Exception
In rare cases where a project involves only one DFS representative (with no external costs), we may proceed without requiring a deposit. However, we reserve the right to charge a reasonable cancellation fee for last-minute cancellations that result in lost scheduling opportunities. - Transparency and Flexibility
We understand each project has unique requirements. If you have concerns regarding payment or need adjustments, please let us know before we finalize any agreement. We aim to find solutions that work for everyone.
If you have questions or wish to discuss special circumstances related to your project, please feel free to contact us. Thank you for your cooperation and understanding.
DFS Productions
Providing high-quality international production services with a commitment to clear, risk-managed payment and contract policies.
DFS Productions – Contract Policy
At DFS Productions, we have cultivated a trusted network of local film professionals over more than 15 years of hands-on production experience in Japan. To protect the value of this network and ensure the highest quality results for our clients, DFS maintains the following core policies:
1. Full-Service Production Only
- We generally do not accept “partial” or “remaining” tasks on a project already managed by another production company in Japan.
- Our standard approach is a full-service contract, where DFS oversees and coordinates all production elements required within Japan (or internationally, as applicable). This ensures streamlined communication, accountability, and quality control.
2. Paid Consulting for Staff/Creator Introductions
- If you wish to hire specific creators (e.g., directors, DPs) or obtain crew recommendations without engaging DFS for full-service production, we can accommodate this exclusively through a paid consulting arrangement.
- Such consulting is handled by our affiliated brand, Daisho Media Partners (DMP).
- DMP offers a research and introduction service under a separate, fee-based agreement.
- If you prefer not to enter a paid consulting contract, we regret that we cannot provide individual crew or creator contact information.
3. Confidentiality of Our Network
- Our network of directors, cinematographers, producers, and crew is built on long-term relationships and mutual trust.
- To safeguard both our partners and our clients, DFS does not disclose or share network contacts unless we have either:
- A comprehensive production contract with DFS, or
- A paid consulting agreement with Daisho Media Partners.
4. Domestic & Overseas Collaboration
- Overseas Production Companies:
- We welcome full-service collaborations if you need a turnkey solution for shooting in Japan.
- Partial subcontracting or “remaining tasks only” approaches are typically not accepted, unless you opt for paid consulting via DMP.
- Domestic Production Companies (including foreign-operated):
- If you already hold the main contract (especially for overseas clients) and merely wish to outsource leftover work or local crew sourcing, DFS will usually decline unless a full, clearly defined production scope is delegated to us.
5. Special Exceptions / High-Value Projects
- In rare cases where a partial collaboration provides significant strategic or portfolio value (e.g., major brand campaigns, large-scale international productions), DFS may evaluate exceptions on a case-by-case basis. However, such arrangements must be backed by clearly defined contract terms to protect our network and ensure a fair return on our expertise.
6. Why These Policies?
- By focusing on full-service projects or paid consulting, DFS can maintain the quality, consistency, and trust that our network and clients rely on.
- This model prevents undercutting, protects our crew partners from “direct poaching,” and preserves the integrity of our relationships with both clients and collaborators.
Thank you for understanding and respecting our approach. If you have any questions or would like more information about our full-service production work, or to inquire about consulting options through Daisho Media Partners, please feel free to contact us.
Last Updated: February, 2025
NDA and Contract Signature
If you represent a major broadcasting network or television/media program, this rule does not apply to you.
First, we do not break promises. Second, in real-world international transactions (outside of mega budgets), contracts and NDAs are often requested mainly to protect the client from their vendors. However, some companies include clauses that can unfairly restrict our future business opportunities. Naturally, we will not sign any contract that does so.
Our Perspective
What matters is whether a project is “worth it” for us. For example, if your project is just a one-day shoot, we may not want to invest significant time reading through a lengthy contract—especially if legal review is required, which costs money. Our question is always: Does the project justify the time and expense of contract/NDA review?
General Guidelines
Historically, we have used the following rough thresholds for project budgets:
- Under US$3,000 – Basically, we won’t sign.
- US$3,000 to 10,000 – We may sign under certain conditions.
- US$10,000 to 30,000 – We can generally sign.
- Above US$30,000 – We can sign upon lawyer’s approval.
However, budget is not the only factor. We also consider the client’s name, reputation, nature of the project, potential future collaborations, and other relevant details. These monetary ranges serve only as an initial guide; our final decision takes the overall circumstances into account.
NDA Specific Rules
- We are willing to review your NDA before project confirmation, but we will not sign it until the project is officially confirmed (i.e., after deposit payment).
- Any NDA containing clauses that could unfairly limit our future business ventures will be refused.
If you have questions or would like to discuss the specifics of your contract or NDA, please contact us in advance. We appreciate your understanding of our need to balance legal costs and feasibility for each project.
DFS Productions
Committed to honoring our promises while safeguarding fair and reasonable business practices.
Payment through Paypal
Please note that additional fees apply for payments made through PayPal. This is due to the combination of a transaction fee charged by PayPal, as well as an unfavorable exchange rate if you pay in US Dollars and we receive payment in Japanese Yen. We’ve found that the exchange rate offered by PayPal is typically less favorable by about six Yen compared to the rate offered by our contracted bank in Japan.
Here are the additional percentages based on the total estimation amount:
- For amounts under US$3,000, an additional 10.5% will be charged.
- For amounts between US$3,000 and 10,000, an additional 10.3% will be charged.
- For amounts between US$10,000 and 100,000, an additional 10.1% will be charged.
- For amounts above US$100,000, an additional 9.8% will be charged.
These percentages are inclusive of PayPal’s processing fee and the anticipated exchange rate loss. We appreciate your understanding in this matter and are always willing to discuss other payment options if desired.
If you have any question, please contact us.