Clearing the Runway for a New Website

Dear Sophia,

Thank you for choosing Epic Nine as your partner to help accomplish your organization’s mission. We look forward to a long relationship with Women Military Aviators.

We will always do our best to fulfill your needs and meet your goals, but sometimes it is best to have a few simple things written down so that we both know what is what, who should do what and what happens if stuff goes wrong. In this contract you won’t find complicated legal terms or large passages of unreadable text. We have no desire to trick you into signing something that you might later regret. We do want what’s best for the safety of both parties, now and in the future.

You (Women Military Aviators) are hiring us (Epic Nine LLC) to provide the following marketing services. Of course it’s a little more complicated, but we’ll get to that.

What do all parties agree to do?

As our customer, you have the power and ability to enter into this contract on behalf of your company or organization. You agree to provide us with everything that we need to complete the project including text, images and other information as and when we need it, and in the format that we ask for. You agree to review our work, provide feedback and sign-off approval in a timely manner too. Deadlines work two ways and you will also be bound by any dates that we set together. You also agree to stick to the payment schedule set out at the end of this contract.

We have the experience and ability to perform the services you need from us and we will carry them out in a professional and timely manner. Along the way we will endeavor to meet all the deadlines set but we can’t be responsible for a missed launch date or a deadline if you have been late in supplying materials or have not approved or signed off our work on-time at any stage. On top of this, we will also maintain the confidentiality of any information that you give us.

Web Design

We are going to make you an incredible website that helps your business establish or improve its online presence. Our websites are built mobile friendly and search engine ready. We will also manage your hosting, setup and maintain an SSL on your site, purchase and renew your domain name (if needed), and provide amazing ongoing support.

If the project includes HTML markup and CSS work, we will develop these using valid  HTML5 standards and CSS2.1 – 3 for styling. We will test your website on the following browsers, all of which have 2% or more market share of browser according to https://caniuse.com/usage-table as of the signing of this contract:

• Edge version 84+
• Firefox version 79+
• Chrome version 84+
• Safari version 13.1+
• iOS Safari (latest version)
• iOS Chrome (latest version)
• Android Chrome (latest version)

We will also test the site on the following resolutions:

Desktop:

• 1024×768
• 1366×768
• 1920×1080

Mobile:

• 360×640
• 375×667
• 414×896
• 412×892

We will not test these templates in old or abandoned browsers, for example Microsoft Internet Explorer for Windows or older versions of Apple’s Safari, Mozilla Firefox or Opera unless otherwise specified. If you need to show the same or similar visual design to visitors using browsers or resolutions other than the ones listed above we can do this at the rate we have set forth below.

We will ensure that there are no accessibility errors according to the https://wave.webaim.org/ accessibility scan, however there may be alerts.  We cannot be held liable if accessibility standards change in the future or if the website is changed in such a way that violates these standards by you or any third party.

This agreement is limited to a total of 40 hours of development time for the basic website design and setup, with additional time for add-on services specified below. While we rarely exceed that number of hours when developing a customized theme there is a chance that we will. The more detailed and granular you are with changes to the predesigned style, the more time it will take to complete the site. We will let you know once we have 10 hours of time in the site so that you are aware of how much time is left. If you request us to make changes beyond the total allotted hours, you will be billed at $150/hour and any overages will be billed on the first month’s bill.

We have found that it is helpful to clearly state what is and what isn’t in the scope of this project.  If additional things are added to the scope of the project then they will be billed at the above rate.  We will not begin work on any scope additions until receiving approval from you in writing or via email to do so. You agree to the following scope definitions along with things already mentioned:

In Scope: 

• Custom Design for these Page Templates:
  • Home Page
  • About
  • Event calendar with ticketing option
  • Additional pages identified in the website design meeting
• Each page gets up to 1 revisions.
  • In the strategy process, you may ask us to add additional pages not listed above that you don’t already have content and images prepared. During the design process we may use placeholder images and text for any such pages. You agree that you will provide images that are the same orientation and resolution as placeholder images and text that is within 20 words of the placeholder text word count.  
  • We will provide design proofs in one desktop and one mobile format.  Mobile format proof will be provided after desktop proof and revisions have been completed. Note:  Design and content flow must be similar for both desktop and mobile. Some revision requests may not be possible without affecting both formats. Any variance requested between the formats may incur additional charges. 

Not In Scope:

• Custom Photography (unless added to this contract)
• Email Configuration (Outlook, Apple Mail, etc. setup)
• Bulk photo editing for things such as products, staff pictures, galleries, etc.
• Video Editing/Creation
• 3rd Party App Integration
• Live Chat
• Guaranteed Rankings in Google
• Logo design/editing
• Content creation/editing
• Creating or advising on legal language for your content

If any of the above needs to be included in the scope, please let us know and we will provide you with a revised contract, or we can add them later for an additional cost.

DESIGNS, REVISIONS, AND APPROVALS

Our team does not begin designs until all needed content is submitted.

We will send you items for approval 10 business days in advance of post or use date.  We will send you a reminder leading up to that 10 business days.  In the event that you do not approve, we are not responsible for delays or missed opportunities. If it is not approved within the aforementioned 10 business days, it is automatically not approved.  

Once a page design has been approved for development, any additional design changes for that page will incur our additional hourly charge. 

Once the initial site design meeting takes place, if we are waiting for content (either images or text) for more than 30 days, you will be charged a re-starting fee of $250 to restart the project. 

DOMAIN

You will retain control of your domain.  We will either give you the information to point your domain to our server or we will need login information to your domain registrar to make the change ourselves. If you wish help to purchase a domain, this will be done separately and at the market cost of the specific domain.

HOSTING

We will manage the hosting of your website. We will make file and database backups daily and we will keep the software and plugins powering your Epic Site up to date with critical updates. If you place additional files or websites outside of your Epic Site in your hosting account we cannot guarantee their security or that they will be backed up and cannot be held liable for any damage that might come from that. You also agree to not add content related to pornography, gambling, or any other illegal activity. You also agree to not use your hosting account as storage for files that are not directly related to your online marketing.

Signed by: Sophia Conerly (vicepresident@womenmilitaryaviators.org) on 2025-03-18 20:25:51

IP Address: 47.42.237.117