Phantom City Studio – Terms of Use Agreement
PLEASE READ CAREFULLY.
By entering this site or using any Phantom City Studio services, you acknowledge and agree to the following Terms. If you do not agree, do not use this site or any services.
This Agreement is governed by the laws of the State of Florida, without regard to conflicts of law. Any disputes shall be resolved exclusively in Florida courts. Use of the website or services constitutes legally binding acceptance.
Phantom City Studio may modify these Terms at any time. Continued use of services constitutes acceptance of the revised Terms.
1. Receipt of Recording Media
Receipt of recording media constitutes Client acknowledgment that the quality of services is satisfactory and releases Phantom City Studio from further liability.
2. Media Release & Storage
Media (including all audio formats and digital file types) will only be released after full payment and written acknowledgment of completion of services.
Phantom City Studio retains Client session files, recordings, and related media for a maximum of 30 days from the date of the Client’s last session. After 30 days, all files will be permanently deleted without further notice.
Raw Audio Files & Session Data:
Raw audio files, multitrack WAVs, session files, stems, and project files are not included in the hourly studio rate.
Any exporting, transferring, organizing, or file preparation performed outside of scheduled studio time is considered post-production and billed separately.
Limited Exception (General Studio Services Only):
Raw audio files may be provided only if all of the following conditions are met:
- requested in advance, and
- sufficient paid studio time is available to complete export during the scheduled session, and
- approved by the engineer on duty
Any such export, organization, or file preparation is considered part of studio labor and is included only when completed within paid studio time.
Audiobook Production Services:
For Audiobook Production services, the standard deliverable is a completed, fully edited, mastered, and ACX/Audible-compliant audiobook ready for distribution.
Audiobook Production services are delivered as a complete production workflow consisting of recording and post-production.
Audiobook Production services consist of a two-stage production workflow:
- Studio Recording
Studio recording is billed at the standard hourly studio rate based on actual time spent in the studio and varies depending on narrator pacing, performance, and manuscript complexity. - Post-Production
Post-production is billed based on the total duration of recorded audio requiring processing and includes editing, cleanup, mastering, formatting, and ACX/Audible compliance processing.
These two stages are distinct billing categories and are not interchangeable or offset against each other.
Production Basis:
Total project cost is determined by actual studio recording time used and total recorded audio requiring post-production. Post-production is calculated based on the duration of recorded audio processed, which typically scales proportionally with recording output. Total project cost varies based on narrator pacing, performance, and production requirements.
Raw session recordings, unedited audio, and production assets are not included in deliverables and are not released under the hourly studio rate.
Raw audio files are not released as part of Audiobook Production services unless a separate written agreement is executed prior to production.
Payment for recording services covers studio time and production labor only and does not transfer ownership of raw production assets unless explicitly agreed in writing.
Audiobook Production services are delivered as a complete production workflow and are not based on fixed packages or guaranteed flat totals.
3. Work Made for Hire / Copyright
All final delivered works are considered work made for hire under U.S. Copyright law. If not, Phantom City Studio assigns all rights to the Client worldwide.
Ownership of final delivered works does not include entitlement to raw session recordings or production assets unless explicitly agreed in writing.
The Client warrants that any material provided does not infringe third-party rights and agrees to indemnify Phantom City Studio from claims arising from the content.
This does not include raw session recordings, intermediate files, or production assets unless explicitly agreed in writing.
4. Rates and Billing
Sessions are billed at the agreed hourly rate with a one-hour minimum.
Post-Production Policy:
Any editing, mixing, mastering, revisions, corrections, cleanup, exporting, file preparation, or other production-related labor performed outside the scheduled studio session is considered post-production and billed separately, even if it relates to material recorded during the session.
Post-production rates vary and are not tied to the standard hourly studio rate. No post-production work will be performed without Client approval, and Clients are responsible for confirming all applicable rates prior to commencement.
For Audiobook Production services, all deliverables are defined under Section 2 and take precedence over general post-production definitions.
5. Session Time & Arrival
Session time begins exactly at the scheduled start time. Doors open approximately 5–10 minutes prior to the scheduled start in order to protect client privacy and maintain studio flow. Arrivals earlier than this cannot be admitted.
Session time includes recording, setup, playback, and editing performed during the booked session, as well as breaks and wrap-up. Breaks are provided to reduce ear fatigue, allow restroom use, or provide brief rest and do not extend session time unless previously agreed upon.
Any editing, mixing, exporting, or other work not completed within the booked session time is considered post-production and billed separately.
Audiobook Production deliverables are governed by Section 2 and are not determined by session-level exports or interim recordings.
6. Rescheduling / Cancellations
Reschedules require at least 48 hours’ notice from the confirmed booking start time. This process is automatically handled by our booking system. A maximum of two reschedules is permitted per booking.
Cancellations or reschedules not made at least 48 hours prior to the scheduled start time, regardless of reason, will result in forfeiture of deposits.
7. Payment Terms & Deposits
Deposits are non-refundable and indicate acceptance of these Terms. Deposits may be applied toward no-shows, unused studio time, or late cancellations.
Accepted payment methods: Credit Card, Debit Card, PayPal, Apple Pay, Google Pay, Samsung Pay, Zelle, Venmo, direct deposit (ACH/bank transfer) or Cash. Checks and money orders are not accepted. A 4% convenience fee applies to all non-cash transactions.
Clients are responsible for full payment of all booked hours. Session time begins at the scheduled start time regardless of arrival time.
8. Clients With Confirmed Studio Sessions
Session billing is at the agreed hourly rate (one-hour minimum). Payment is processed immediately after session completion.
Session Start & Arrival:
Sessions begin exactly at the scheduled start time. Doors open approximately 5–10 minutes prior to protect client privacy and maintain studio flow. Arrivals earlier than this cannot be admitted. The session clock begins at the scheduled start time regardless of arrival.
Studio Time vs. Post-Production:
Recording, mixing, and editing completed during paid studio time apply to general studio services and do not determine deliverables for Audiobook Production services.
Any editing, mixing, mastering, revisions, exporting, file delivery, or other work requested or performed after the session ends is considered post-production and billed separately.
Breaks:
Brief breaks (approximately five minutes per hour) are permitted to reduce ear fatigue, allow restroom use, and maintain focus. Breaks do not extend session time.
Additional Guests:
A maximum of 1–2 additional guests is permitted, though fewer are preferred to minimize distractions. Additional Guests must remain quiet, stay in the same room, and may not wander the facility.
Photography / Video:
Photography or video recording must be approved by staff in advance. Unauthorized recording is not permitted.
Unused Studio Time / No-Shows:
Any portion of booked studio time not used due to late arrival, early departure, or no-show is billed at the standard rate.
Audiobook Production deliverables are governed exclusively by Section 2.
9. Client Responsibility for Materials
Clients must provide all instruments, files, and materials needed for the session unless otherwise arranged. Phantom City Studio is not responsible for missing, damaged, or unusable materials.
10. Damages
Clients are responsible for any damage caused to studio property by themselves or their guests.
11. Studio Conduct
No smoking, drugs, or food/beverages near studio equipment. Clients and guests may not operate studio equipment without permission. Phantom City Studio reserves the right to refuse service without refund for violations.
12. Downtime / Force Majeure
Phantom City Studio is not liable for downtime due to equipment failure, personnel issues, acts of nature, or other unforeseen events. Liability is limited to booked session time.
13. Warranty / Limitation of Liability
Phantom City Studio makes no warranties except as expressly stated. The studio is not liable for indirect, incidental, or consequential damages. Clients agree to indemnify and hold harmless Phantom City Studio from claims.
14. Recording Release / Marketing Use
Clients grant Phantom City Studio a limited, non-exclusive right to use brief excerpts of recordings for promotional purposes unless the Client opts out in writing.
15. Modifications / Policy Changes
Rates, policies, and equipment may change without notice. Continued use of services constitutes acceptance of revised Terms.
16. Age / Capacity
Clients affirm they are at least 18 years old or have parental consent.
17. Acceptance / Binding Effect
Any use of Phantom City Studio services constitutes legal acceptance of these Terms and creates a binding agreement under Florida law.
Thank you for choosing Phantom City Studio.