Gatehouse Studio Terms & Conditions

By booking a session, purchasing a package, or using the services of Gatehouse Studio, you agree to the following Terms and Conditions.

1. Booking, Payment & Scheduling

* Studio sessions must be booked through the Gatehouse Studio scheduling system and are subject to availability.
* Full payment is required at the time of booking unless other arrangements have been approved in writing by Gatehouse Studio.
* Session time begins and ends at the scheduled time. Clients are encouraged to arrive prepared so that recording can begin promptly.
* The person making the booking is responsible for providing accurate contact and booking information and for communicating these Terms and Conditions to anyone participating in the session.

2. Rescheduling & Cancellations

* Sessions may be rescheduled without penalty when at least **48 hours’ notice** is provided.
* Cancellations or rescheduling requests made less than 48 hours before the scheduled start time may result in forfeiture of the session and payment.
* Failure to appear for a scheduled session without notice will be treated as a no-show and the session payment will be forfeited.
* Clients arriving late may use the remaining portion of their scheduled session, but the session will still end at the originally scheduled time.
* Gatehouse Studio reserves the right to reschedule a session when necessary because of equipment failure, facility issues, severe weather, illness, or other circumstances beyond our reasonable control. In those situations, the client will receive a replacement session or studio credit.

3. Session Time & Scope

* Each booking includes only the amount of studio time and services described in the selected package.
* Express Sessions, Standard Sessions, Half Day Sessions, Full Day Sessions, and Monthly Club sessions each have their own stated time limits and included services.
* Setup, recording, retakes, discussion, transitions, and other production activities occurring during the reservation are considered part of the booked session time.
* Additional studio time is subject to availability and may require an additional charge.
* Services outside the scope of the original booking—including extensive post-production, additional edits, specialty graphics, additional deliverables, or other production services—may require a separate fee.

4. Monthly Club Memberships

* Monthly Club packages include the number and type of sessions stated at the time of purchase.
* Sessions must be scheduled in advance and remain subject to studio availability.
* Monthly Club sessions are intended for the purchasing client or organization and may not be transferred or resold without written approval from Gatehouse Studio.
* Unused sessions do not have cash value and are non-refundable.
* Any expiration, renewal, or rollover terms shown at the time a Monthly Club package is purchased will apply to that package.

5. Studio Conduct

Clients and their guests are expected to:

* Treat Gatehouse Studio staff, equipment, furniture, and facilities respectfully.
* Follow reasonable instructions from studio personnel regarding equipment use and studio safety.
* Avoid behavior that could damage equipment, disrupt other activities in the building, or create an unsafe environment.
* Leave the studio and common areas in reasonable condition following the session.

The booking client is responsible for the conduct of everyone attending as part of their reservation.

Gatehouse Studio reserves the right to end a session immediately if unsafe, abusive, destructive, illegal, or seriously disruptive behavior occurs. No refund will be required when a session is terminated because of client conduct.

6. Damage to Studio Property

Clients are responsible for damage to Gatehouse Studio equipment, furniture, fixtures, or facilities caused by the client or their guests through negligence, misuse, or intentional conduct.

The client may be charged the reasonable cost of repair or replacement.

7. Client Content & Intellectual Property

* Clients retain ownership of the original content they create or record at Gatehouse Studio, subject to any third-party rights that may apply.
* The client is responsible for ensuring that they have permission to record and use any music, images, trademarks, written material, performances, or other copyrighted or protected material brought into a production.
* The client is also responsible for obtaining any necessary permission or releases from guests, interviewees, performers, or other people appearing in their content.
* Gatehouse Studio does **not** automatically receive the right to publish or use a client's finished content for advertising or promotional purposes.
* Gatehouse Studio may request permission to feature selected photos, video clips, behind-the-scenes material, or finished work in its portfolio, website, or social media. Such use will occur only with the client's permission.

8. Recording Files & Storage

Gatehouse Studio will take reasonable care in recording, transferring, and temporarily storing client files. However, clients are responsible for downloading and maintaining their own permanent copies of delivered content.

Unless otherwise agreed in writing:

* Gatehouse Studio may delete recorded and delivered files **30 days after delivery**.
* Clients should download and back up all files promptly.
* Gatehouse Studio cannot guarantee long-term storage or retrieval after the retention period has expired.

While Gatehouse Studio uses professional equipment and reasonable safeguards, no recording or storage system is completely immune from technical failure. In the unlikely event of a significant recording failure caused by Gatehouse Studio equipment or systems, Gatehouse Studio's liability will generally be limited to providing a replacement recording session or refunding the affected session.

9. Content Delivery

* Delivery timing depends on the service purchased and the scope of the project.
* When standard file delivery is included, Gatehouse Studio will make reasonable efforts to deliver files within the timeframe communicated at booking or during the session.
* Additional editing, graphics, revisions, or custom production work may require additional delivery time.
* Gatehouse Studio is not responsible for delays caused by missing client materials, delayed approvals, rescheduling, or circumstances outside our reasonable control.

10. Personal Property & Assumption of Risk

Clients and guests are responsible for their own belongings while on the premises.

To the extent permitted by law, Gatehouse Studio is not responsible for loss, theft, or damage to personal property brought onto the premises, except where caused by Gatehouse Studio's negligence or other liability that cannot legally be waived.

Clients and guests agree to exercise reasonable care while using the studio and facility.

11. Illegal, Infringing, or Prohibited Content

Gatehouse Studio reserves the right to decline or discontinue a production that reasonably appears to involve illegal activity or content that violates the rights of another person or organization.

The client is responsible for the legality of the content they produce and for obtaining any required licenses, permissions, releases, or authorizations.

12. Refunds

Except where specifically stated otherwise:

* Completed studio sessions are non-refundable.
* No-shows and sessions forfeited under the cancellation policy are non-refundable.
* Packages and Monthly Club purchases are non-refundable unless otherwise required by law.
* Approved refunds or studio credits remain at the discretion of Gatehouse Studio unless these Terms specifically provide otherwise.

13. Right to Refuse or Terminate Service

Gatehouse Studio reserves the right to refuse future bookings or terminate booking privileges when a client repeatedly violates these Terms, fails to pay amounts owed, damages studio property, engages in abusive or unsafe behavior, or otherwise materially interferes with studio operations.

14. Changes to These Terms

Gatehouse Studio may update these Terms and Conditions from time to time. The terms in effect at the time of a booking will generally govern that booking unless a change is required by law or mutually agreed upon.

15. Governing Law

These Terms and Conditions are governed by the laws of the Commonwealth of Kentucky.

Any dispute relating to services provided by Gatehouse Studio will be handled in accordance with applicable Kentucky law.

## Acknowledgment

By completing a booking or purchasing a Gatehouse Studio package or membership, you acknowledge that you have read, understood, and agreed to these Terms and Conditions.

**Gatehouse Studio**
303 Harvard Drive
Lexington, Kentucky