Hire HVD Studios
Our Process
We have a straight-forward process to help you get organized. Here are the steps we follow:
Our Process
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Step 1: Complete An Intake Form, Book A Meet And Greet, And Pay The Retainer FeeList Item 2
The intake form is your chance to shape the project to fit your exact needs. You’ll be able to choose the services you’re interested in, whether that’s graphic design, website development, or a combination of both. It also gives us important background information so we can understand your goals, organize the right resources, and prepare a tailored plan before we begin. Think of it as the first step in customizing your experience and ensuring we deliver results that match your vision.
Meet & Greet Overview
After receving your intake form, we'll send you a link to schedule a meet and greet. The 20-minute Meet & Greet is a relaxed introduction where you’ll meet the people behind the work and get a clear sense of how we bring projects to life. We’ll walk you through our process, talk through next steps, and answer any questions you have.
Pay the retainer fee
The last step is the $99 non-refundable retainer fee. This fee is your way of officially kicking off the project with us. It reserves your spot in our schedule and lets us start setting things up, like organizing documents, sharing project links, adding you to our work queue, and researching your industry.
Think of it as the “green light” that gets everything moving smoothly toward your design and website goals. The meet & greet isn’t a strategy or design session, it’s simply the first step to getting your project moving.
*This fee is collected at the same time you schedule the meet and greet.
Important note: You are not officially under agreement just yet.
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Step 2: Finalize Your Options & Sign AgreementList Item 3
Once we receive your intake form, we’ll get right to work preparing the key documents for your project. This includes drafting your services agreement and outlining your project deliverable statement, so everything is clear, organized, and ready to move forward smoothly. During this step, you will sign your agreement and place your deposit for services. On the intake form, we will ask you how you'd like us to make the initial contact. This is how we'll start dialogue with you.
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Step 3: Complete a content collection (website) and project brief (graphic design) form
In the client portal, you'll gain access to a variety of forms and features. We'll point you in the right direction but for now, you'll need to complete a content collection form (bespoke website design) is essential in collecting all the information required to build your website.
If you are getting customized graphic design, we'll have you fill out a project brief form.
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Step 4: Schedule A Strategy SessionList Item 4
The strategy session is your opportunity to step back and look at the bigger picture. In this session, we’ll explore your goals, challenges, and vision, then map out the services and solutions that best fit your needs. It’s a chance to clarify priorities, uncover opportunities, and create a tailored plan that guides the design and development process. Think of it as the blueprint that ensures every step we take is aligned with your business objectives.
We will be using the information provided to us in step 4 to facilitate the strategy session.
Client FAQ
This FAQ is designed to answer common questions about working with HVD Studios. It is written in plain language and supports the terms outlined in our Client Services Agreement.
1. When does my project officially start?
Projects officially begin on Mondays and Thursdays (Thursdays if you have an expedited request that was received after Monday). Your project start date is confirmed once your agreement is signed, required payments are received, and we have received all documents, images, content, and information to complete your request.
2. What happens if I’m late submitting content or feedback?
Late or incomplete submissions, such as text, images, approvals, or additional requests, will extend your project timeline. Turnaround times are based on timely client participation and are estimates, not guarantees
3. Can I add more content and features after the project starts?
In short, Yes, but additional content, pages, features, or functionality are considered out of scope unless included in your original Project Deliverable Statement. These additions will void the original due by date, require additional fees and will extend your turnaround time.
4. Do you work during holidays or school closures?
Project timelines are extended if work overlaps with:
- Federal holidays
- Howard County Public School System closures
- Howard County Government closures
- Office closures due to inclement weather
These calendars determine our availability.
- Federal holidays
5. How many revisions are included?
Website projects include two (2) complimentary revisions.
Graphic design projects include three (3) complimentary revisions.
Additional revisions are billed separately.
6. Do you include website functionality (eCommerce, booking, memberships, etc.)?
No. Functionality of any kind is not included unless clearly stated in writing in your proposal, invoice, or Project Deliverable Statement.
7. Is website maintenance included?
No. Clients are responsible for the upkeep of their websites, but backups, security, and monitoring are included in all the websites build under our infrastructure. Ongoing website maintenance (6-month or annual website care plan) is available as are individual updates (fee applies).
8. Do you provide hosting?
Yes, but only for websites built using HVD Studios’ proprietary infrastructure.
For those websites:
Hosting is provided exclusively by HVD Studios, but understand the following:
Third-party hosting is not permitted
SSL certificates, security, and customer service are included
Hosting is not included in website design fees unless stated otherwise. This is a monthly expense paid for by the client.
9. Can you use hosting I already purchased?
No. We do not use third-party hosting, even if you have already purchased it.
10. Do you offer support for websites created in WordPress, Wix, or Squarespace?
No. We do not provide security, customer service, or technical support for DIY website builders. WordPress is a case-by-case exception that must be approved in writing as part of our ongoing website care plan (maintenance).
11. Do you provide email support?
No. While we may assist in the set up of email accounts, we do not provide technical support for email services. This must be done through the email provider.
12. Are domain names included?
No. Domain names must be purchased and renewed by the client.
13. What happens if my project goes inactive?
Projects may be placed on hold if required content is not received within three (3) months.
Projects inactive for twelve (12) months may be terminated.
If a project is terminated, all completed and working files will be provided.
14. Do you offer refunds?
No. Once a project has begun, all payments are non-refundable, including retainer fees. This is due to the time and labor involved in design work.
If you have requested a refund prior to the start period, we can work with you.
15. When do I receive final files or website access?
Final files, credentials, and website access are released after final payment is received in full.
16. Can I remove your company credit from my website?
Yes. You may request removal of the HVD Studios footer credit for a one-time fee of $199.
17. Can you show my project in your portfolio?
Yes. We reserve the right to display completed work in our portfolio, on our website, and on social media for promotional purposes.
The client services portal
Update billing, sign up for a website care plan, request a website update/graphic design, and more.
