Studio Terms

1. Your session time

1.1 Your booked time is the time you have. Your session starts at the start time on your confirmation and ends at the end time on your confirmation.

1.2 The clock starts on time, whether or not you're here. If you or anyone in your group arrives late, the session still ends at the booked end time. Late arrival does not extend your session or reduce what you owe.

1.3 Getting in. The studio opens to you 5 minutes before your booked start time. You’ll either receive a temporary door code that works from 5 minutes before your start time until your end time, or a staff member will let you in. Please don’t arrive earlier than that. Another client may be using the studio.

1.4 Everything happens inside your booked time. Your time covers arriving, settling in, coffee and conversation, mic checks, recording, reviewing takes, packing up, and leaving. Plan to stop recording early enough to do all of that before your end time.

1.5 Out by your end time. By your end time, everyone in your group must be packed up and out of the studio, including the lounge and restrooms, with all of their belongings.

2. Running over, and charges to your card

2.1 Your card is kept on file. When you book, the card you pay with is saved securely with our payment processor, Stripe. We never see or store your full card number. You authorize us to charge that card for the charges described in these terms.

2.2 Overtime is charged automatically. If anyone in your group is still in the studio after your booked end time, the extra time is charged to your card on file at $175 per hour, in 30-minute increments. Any part of a 30-minute block counts as a full block. For example, leaving 10 minutes late is charged as 30 minutes ($87.50). Leaving 40 minutes late is charged as one hour ($175).

2.3 How we measure it. Overtime is measured from your booked end time to when the last person in your group leaves, using the studio’s door access records, session log, and staff observation.

2.4 Time we cause is never billed. You won’t be charged overtime for time spent waiting on us. That includes waiting for staff, waiting for files to finish copying to your drive, or time added back under section 11 because of a problem on our end.

2.5 Overtime is not an extension. Overtime charges are for time already used. They are not a way to book more time. If another client is booked after you, you must leave at your end time even if you’re willing to pay overtime. To get more time, book a longer session in advance.

2.6 Other charges to your card. The same card may also be charged for:

• damage caused by your group (section 8.4)
• an extra cleaning fee of $75 if the studio is left in a condition that needs more than normal tidying
• premium beverages taken and not paid for on the honor system
• rescheduling fees (section 7)

2.7 Receipts and questions. Every charge comes with an emailed receipt that says what it was for. If you think a charge is wrong, email us within 14 days and we’ll review it. Please contact us before disputing a charge with your bank. If you file a chargeback for a session you used, we’ll respond with our booking records, access logs, and these terms, and you may not book with us again.

2.8 If a charge fails. If a charge to your card fails, we’ll email you an invoice due within 7 days. You can’t book new sessions, and members can’t use remaining sessions, until it’s paid.

3. The host must be there

3.1 The host arrives first. The host must be at the studio for the whole session and must arrive before or together with everyone else in their group.

3.2 Your group doesn't start without you. If anyone in your group arrives before the host, they will not be let in and may not wait in the studio, lounge, or set. Studio staff are not responsible for welcoming, briefing, or entertaining your group before you arrive.

3.3 The clock still runs. If your group is waiting on you, your session time is still being used.

3.4 No-show. If the host hasn’t arrived 30 minutes after the booked start time, the session is a no-show and is forfeited with no refund. For members, the session counts against that billing cycle.

3.5 The host is responsible for the group. You are responsible for the conduct of everyone in your group, for any damage they cause, and for any charges they cause under these terms.

4. Who and what you can bring

4.1 Tell us who's coming. When you book, or at least 24 hours before your session, tell us how many people are coming and their names. People who weren’t listed may be turned away if the room is at capacity.

4.2 Capacity. The main set seats 1 to 4 people on camera and the corner set seats 1 to 2. Panels of up to 8 must be arranged in advance.

4.3 Outside crew must be approved. Photographers, videographers, assistants, or anyone else working during your session must be named to us at least 48 hours before your session and approved by us. Unapproved crew will not be let in.

4.4 Outside equipment. Laptops, notes, and props are fine. Lights, cameras, stands, rigging, or anything that plugs into or changes the studio setup needs our approval in advance.

4.5 Minors. Anyone under 18 must be with a parent or legal guardian for the whole session. The parent or guardian is responsible for the minor and must sign any release needed for the minor to appear on camera.

4.6 Animals. No pets. Service animals are welcome.

5. What your session covers

5.1 Your booking is for your own production. Studio time is for the host’s own show, book, or project. You may not use your session to record for another person’s show, another brand, or a paying client of your own. You may not resell, sublet, transfer, or give away studio time.

5.2 Memberships are personal. A membership belongs to the member and their own show. It can’t be shared with other people or other shows.

5.3 More than one episode. You may record as much of your own show as fits inside your booked time. Editing, mastering, and social cuts included with your plan cover one episode per session. Other episodes recorded in the same session are delivered as raw files unless you add editing for them.

5.4 Other productions need approval. Photo shoots, promo videos, commercials, music videos, and anything that isn’t the recording you booked need our approval in advance and may be billed separately.

5.5 Livestreaming. Livestreams must be requested when you book.

5.6 We may stop misuse. If a session is being used in a way these terms don’t allow, staff may stop the session. Time already used is not refunded.

6. Code of conduct

Everyone in your group agrees to the following.

6.1 Respect. Treat staff, other clients, and the building with respect. No harassment, threats, or abusive behavior toward anyone.

6.2 Substances. No illegal drugs. No alcohol unless we’ve approved it in advance. No smoking or vaping anywhere in the studio or building.

6.3 Weapons. Follow any weapons policy posted at the studio entrance and all Texas laws.

6.4 Stay in your space. Use only the studio areas included with your booking: the set, lounge, and restrooms. Offices, storage, equipment rooms, and other tenants’ spaces are off limits.

6.5 Other clients' privacy. Don’t open, view, copy, or move anyone else’s files, drives, equipment, or belongings. If you see something left behind by another client, tell staff.

6.6 Door codes are personal. Your temporary door code is for your group only and only for your session. Don’t share it, post it, or use it outside your booked time. Don’t prop doors open or let in people who aren’t in your group.

6.7 Leave it as you found it. Throw away trash, return furniture you moved with staff permission, and take everything you brought.

6.8 How you represent us. You may say your show was “recorded at The Podcast Studio in Tyler.” You may not suggest that the studio or Lightbox Collective produces, sponsors, or endorses your show or its views, and you may not use our logo without written permission. You may not list our address as your business address.

7. Payment, rescheduling, and cancellations

7.1 Payment confirms your booking. A session is booked only when payment is complete or a valid studio code is applied. Online bookings require at least 24 hours’ notice.

7.2 Memberships. Memberships renew monthly and can be canceled anytime; cancellation takes effect at the end of the current billing cycle. Sessions included in a cycle must be used within that cycle and don’t carry over.

7.3 Rescheduling. Measured from your booked start time:

• 7 or more days before: free
• 5 to 7 days before: $50 fee
• 3 to 5 days before: $75 fee
• Less than 72 hours before: $100 fee

7.4 Cancellations. Measured from your booked start time:

• 7 or more days before: full refund or free reschedule
• 5 to 7 days before: 50% refund
• 3 to 5 days before: 25% refund
• Less than 72 hours before: no refund

7.5 Extended hours. Times offered on our online booking page have no extra fee. Sessions we arrange with you outside those times include a $50 extended-access fee.

8. Using the studio and its equipment

8.1 Follow staff instructions about equipment, the set, and the space.

8.2 Don’t move, unplug, or adjust studio cameras, microphones, lighting, backdrops, or furniture unless staff have trained you (DIY access) or ask you to.

8.3 Keep food and drinks away from equipment and the recording desk. Lidded drinks only on set.

8.4 Damage. Damage to the studio, furniture, or equipment caused by your group, beyond normal wear, is charged to your card at the actual cost of repair or replacement. We’ll send photos and the repair or replacement cost with the charge.

8.5 Lost items. We’re not responsible for belongings left in the studio. We’ll hold found items for 30 days, then donate or dispose of them.

9. Wi-Fi, studio computers, and networks

9.1 Guest Wi-Fi only. Connect only to the guest Wi-Fi network we give you. Don’t try to connect to any other network in the building.

9.2 Acceptable use. While on our network you may not:

• do anything illegal
• download or share pirated movies, music, software, or other copyrighted material, including torrenting
• scan, probe, test, or try to access any device, camera, computer, or system on the network
• try to get around network security, content filters, or bandwidth limits
• send spam or run servers, crypto mining, or other heavy automated traffic
• access, view, or share sexually explicit material

9.3 Studio computers. Don’t install software, change settings, or plug USB drives or other devices into studio computers or recording equipment yourself. Staff will copy your files to your drive. If you log in to a personal account on a studio computer, log out before you leave. We may erase anything left on studio computers after your session.

9.4 Monitoring. We may log and monitor network activity for security, and we may disconnect any device that breaks these rules.

9.5 You're responsible for your activity. You’re responsible for anything done on our network by your group’s devices during your session. We’ll cooperate with law enforcement if illegal activity is reported.

10. Your content

10.1 You own what you record. You own 100% of your recordings.

10.2 You're responsible for what you say and publish. You’re solely responsible for your content, including any statements about other people or businesses, music you play or use, and anything you publish from your session. You must have permission from everyone you record, and you’re responsible for getting releases from your guests.

10.3 We may refuse some content. We may refuse or stop a recording that is illegal, sexually explicit, or that we reasonably believe exposes the studio to legal risk.

10.4 Media release. You grant Lightbox Collective the right to post or feature portions of your recording on Lightbox-owned channels for promotional and portfolio purposes. If a specific session must stay private, tell us in writing before it starts and we won’t use it.

10.5 Security cameras. If the studio uses security cameras in common areas, that footage is for safety only and is never used for promotion.

10.6 Files. Raw files are delivered at the end of your session on a hard drive you provide. Edited content is delivered within the turnaround in your plan. Keep your own backups. We don’t promise to keep copies after delivery.

11. When something goes wrong on our end

We want this to be fair both ways.

11.1 Technical problems. If studio equipment, power, or internet fails during your session, the clock stops while we fix it. We’ll add that time back at the end of your session. If another booking doesn’t allow that, we’ll credit the lost time toward a future session or refund that portion, whichever you choose.

11.2 Lost or damaged recordings. If a recording is lost or unusable because of our equipment or our mistake, we’ll give you a free make-up session of the same length. If you don’t want one, we’ll refund what you paid for that session.

11.3 Staff delays. If staff are late letting you in, your clock starts when you’re let in, and your session runs its full length if the schedule allows. If it doesn’t, we’ll credit or refund the time lost.

11.4 Severe weather and emergencies. If there’s a severe weather warning for Smith County, a power outage, or another emergency that makes coming in unsafe, either of us may reschedule the session at no charge. If we cancel for any reason, you’ll get a full refund or a free reschedule, your choice.

11.5 Your own emergencies. If something serious comes up, like a medical emergency or a death in the family, tell us as soon as you can. We’ll reschedule without a fee when we reasonably can.

12. Our right to end a session or refuse service

12.1 Staff may end a session early, without refund, if anyone in your group behaves in a way that is unsafe, abusive, or illegal, puts people or equipment at risk, or breaks sections 5, 6, or 9.

12.2 We may cancel future bookings, with a refund for those future sessions, and refuse service to anyone who breaks these terms.

13. Safety and liability

13.1 You and your group use the studio at your own risk. Tell staff right away about any injury or hazard.

13.2 To the extent the law allows, our total liability for any claim connected to a booking is limited to the amount you paid for that session. We’re not liable for lost profits, lost business, travel costs, or other indirect losses.

13.3 You agree to cover the studio’s costs, including reasonable legal fees, for claims made against us because of your content, your group’s conduct, or your breach of these terms.

14. General

14.1 These terms are governed by the laws of the State of Texas. Any dispute will be handled in Smith County, Texas.

14.2 If any part of these terms can’t be enforced, the rest still applies.

14.3 We may update these terms. The version you accepted when you booked applies to that booking. Members accept the current version when they book each session.

14.4 Questions: info@lightboxcollective.co or 903-262-8074.