CANCELLATION
& BOOKING POLICY
Official Cinema Cars coordinates vehicles, owners and production professionals around schedules that can change quickly. This policy outlines general procedures regarding vehicle holds, booking confirmations, cancellations, postponements and schedule changes.
EVERY PRODUCTION
IS DIFFERENT.
The terms below are general Official Cinema Cars policies. Individual bookings may include additional or different terms based on the production, vehicle, owner requirements, location, transportation arrangements and intended vehicle use.
When specific terms are provided in a booking confirmation, deal memo, rental agreement or other written agreement, those terms will govern the applicable booking.
BOOKING PROCEDURES
VEHICLE HOLDS
A production may request that a vehicle be placed on hold while scheduling, creative approval, client approval, insurance or other production details are being finalized.
A hold is an indication of potential interest and does not, by itself, constitute a confirmed booking.
CONFIRMED BOOKINGS
A vehicle should be considered confirmed only after Official Cinema Cars communicates confirmation of the booking and the applicable parties have agreed to the required booking terms.
Depending on the production, confirmation may include agreement regarding dates, call times, location, compensation, intended vehicle use, transportation, insurance requirements and other production-specific conditions.
Verbal discussions, inquiries, availability checks and preliminary negotiations do not necessarily constitute a confirmed booking.
PRODUCTION CANCELLATIONS
Productions should notify Official Cinema Cars as soon as possible if a confirmed vehicle booking is no longer required.
Cancellation charges may apply when a confirmed booking is cancelled after the vehicle and owner have committed to the production.
Cancellation terms stated in a specific booking agreement, confirmation or deal memo supersede this general schedule.
POSTPONEMENTS & RESCHEDULING
Production schedules frequently change. OCC will make reasonable efforts to accommodate revised production dates; however, vehicle availability cannot be guaranteed for a rescheduled date.
A postponed booking may be treated as a cancellation and new booking when the original vehicle or owner is unavailable for the revised schedule, when substantial costs have already been incurred, or when the change occurs close to the confirmed production date.
Any previously incurred transportation, preparation, storage, labor or other non-refundable expenses may remain payable.
OWNER CANCELLATIONS
Vehicle owners are never required to accept an initial production opportunity simply because their vehicle is registered with Official Cinema Cars.
Once an owner accepts and confirms a booking, however, OCC expects the owner and vehicle to remain available according to the agreed production schedule.
If an owner becomes unable to fulfill a confirmed booking, the owner should contact OCC immediately so that OCC can notify the production and, when possible, locate an appropriate replacement vehicle.
WEATHER & FORCE MAJEURE
Production may be delayed, postponed or cancelled because of weather, natural disasters, government restrictions, emergencies, labor disruptions, unsafe conditions or other circumstances beyond the reasonable control of the parties.
OCC will work with the vehicle owner and production to determine reasonable next steps based on the circumstances of the booking.
Expenses already incurred on behalf of a production may remain payable even when the underlying production is postponed or cancelled due to circumstances outside the parties' control.
TRANSPORTATION & PREPARATION COSTS
Certain bookings may require vehicle transportation, towing, enclosed transport, detailing, fuel, storage, special preparation, permits, drivers or other production-specific services.
Costs that have already been authorized or incurred may be non-refundable and may remain payable if the production later cancels, postpones or materially changes the booking.
Whenever practical, these costs will be identified during the booking process.
COORDINATION & BROKERAGE FEES
Official Cinema Cars may charge applicable coordination, brokerage, sourcing, administrative or other service fees associated with a vehicle booking.
When substantial sourcing, coordination or booking services have already been performed before a cancellation, applicable OCC fees may remain payable according to the specific booking terms.
Any applicable fees should be identified as part of the booking or production agreement.
CALL TIME & SCHEDULE CHANGES
Productions should communicate material changes to call times, locations, shoot dates or anticipated vehicle use to Official Cinema Cars as soon as reasonably possible.
Significant schedule extensions, additional production days, location changes or changes in the intended use of the vehicle may require revised rates, owner approval or additional booking terms.
A vehicle owner's acceptance of one production schedule does not automatically constitute acceptance of materially different dates, locations or vehicle usage.
CONTACT OCC IMMEDIATELY
If a booking needs to be cancelled, postponed or materially changed, contact Official Cinema Cars as soon as possible.
Early communication gives OCC the best opportunity to coordinate with the vehicle owner, production team, transportation providers and other parties affected by the schedule change.
CLEAR COMMUNICATION.
PROFESSIONAL BOOKINGS.
Official Cinema Cars works to protect the time, resources and commitments of both vehicle owners and production professionals. Cancellation and booking terms may vary by production and should always be reviewed as part of the individual booking.
Policy terms are subject to change. Specific written booking agreements supersede general website policies where applicable.