Client Terms & Rate Terms of Service

Effective Date: 01 / 01 / 2026

These terms apply to all consulting, communications, marketing, editorial, organizational support, strategy, and related services provided by East Valley unless otherwise agreed to in writing.

1. Scope of Work

All services are based on an agreed scope of work, proposal, quote, retainer, project agreement, invoice, or written communication.

Requests outside the original scope may be:

  • Quoted separately

  • Billed hourly

  • Added to a revised agreement

Expanded scope may affect timelines and pricing.

2. Consulting Rate

Unless otherwise agreed to in writing, consulting, advisory, strategic, and project support services are billed at a starting minimum of $250 CAD plus HST, which includes up to the first hour of service.

Additional time is billed at $150 CAD per hour plus HST, rounded up to the nearest hour.

For example:

  • 30 minutes = 1 hour billed

  • 1 hour 15 minutes = 2 hours billed

  • 2 hours 10 minutes = 3 hours billed

This rate applies to work completed outside of an initial exploratory consultation, retainer development discussions, active retainer, signed agreement, or project contract.

Billable time may include:

  • Meetings and consultation

  • Strategic guidance

  • Writing, revisions, editing, or planning

  • Research and preparation

  • Communications and project support

  • Internal coordination completed on behalf of a client

Initial exploratory consultations and retainer scoping conversations are provided at no cost and are intended to determine fit, scope, priorities, and potential working arrangements.

3. Estimates & Pricing

Rates, proposals, and timelines are estimates unless otherwise stated.

Project pricing may vary depending on:

  • Scope complexity

  • Timeline

  • Revisions

  • Stakeholder coordination

  • Additional deliverables

East Valley reserves the right to revise pricing where scope materially changes.

4. Deposits

Projects over $1,000 CAD may require a deposit before work begins. Remaining balances are payable according to invoice terms or written agreement.

5. Project Expenses & Reimbursable Costs

Unless otherwise agreed to in writing, clients are responsible for all reasonable project-related expenses incurred in connection with their work.

This may include, but is not limited to:

  • Mileage, travel, parking, or transportation costs for in-person meetings, events, site visits, or project work

  • Materials, software, subscriptions, stock assets, printing, postage, advertising spend, or tools purchased specifically for a project

  • Venue, production, shipping, courier, or third-party service costs required to complete project deliverables

  • Contractor, photography, videography, design, editing, advertising, or specialist services requested or approved by the client

Whenever reasonably possible, East Valley will seek approval for significant project expenses in advance.

Approved expenses will either:

  • Be invoiced to the client for reimbursement, or

  • Be paid directly by the client

Travel outside the Greater Toronto Area may be subject to additional travel time, mileage, or accommodation costs.

6. Payment Terms

Invoices are payable within 30 days unless otherwise stated on invoice or agreed to in writing.

Late payments may result in:

  • Paused work

  • Delayed delivery

  • Suspension of services

Outstanding invoices may accrue interest permitted under Ontario law.

7. Revisions & Additional Work

Unless otherwise specified in a proposal or package:

  • Additional revisions may be billed

  • Expanded scope may be quoted separately

  • Rush requests or expedited timelines may incur additional fees

Add-on pricing may apply for additional interviews, revisions, or urgent turnaround timelines.

8. Retainers & Monthly Services

Retainer agreements are governed by individual written agreements.

Unused hours or services do not automatically roll over unless explicitly stated.

Either party may terminate a retainer with 30 days written notice, unless otherwise agreed.

9. Cancellations

Clients may pause or cancel project work with written notice.

Work completed up to the cancellation date remains billable.

Deposits may be non-refundable once work has begun.

10. Results Disclaimer

East Valley provides strategic, communications, marketing, editorial, and organizational support.

No guarantees are made regarding:

  • Media coverage

  • Fundraising performance

  • Audience growth

  • Sales outcomes

  • Website traffic

  • Social media performance

  • Organizational outcomes

Success depends on many factors outside East Valley’s control, including execution, timing, budget, market conditions, internal capacity, and external factors.

11. Intellectual Property

Final paid deliverables become the property of the client unless otherwise agreed.

East Valley retains ownership of:

  • Internal frameworks

  • Templates

  • Methodologies

  • Draft materials

  • Strategy processes

  • Proprietary systems and approaches

East Valley may reference completed work in portfolios, proposals, or case studies unless confidentiality is requested in writing.

12. Confidentiality

East Valley agrees to maintain reasonable confidentiality regarding non-public client information and internal business matters.

13. Charity & Nonprofit Rates

Discounted pricing for registered charities or nonprofits may be offered at East Valley’s discretion and may be subject to minimum project thresholds or package requirements. Your current rate card references a 10% charity discount on qualifying monthly packages.

14. Taxes

All pricing is listed in Canadian dollars and is subject to applicable taxes, including HST unless otherwise stated.

15. Governing Law

These terms are governed by the laws of the Province of Ontario and the laws of Canada applicable therein.