SuiteRecording — Booking Terms & Conditions

Definitions

The following terms apply throughout this Agreement:

“Agreement”

— This document, as executed electronically or in writing by the Client at the time of booking.

“Business Hours”

— Monday through Friday, 9:00 a.m. to 5:00 p.m. Eastern Time, excluding federal holidays.

“Client”

— The individual or entity that books a Recording Session or executes this Agreement.

“The Company”

— Custom Podcast Solutions LLC, doing business as SuiteRecording, with its principal studio located at 1099 White Horse Rd, 3rd Floor, Voorhees, NJ 08043.

“Content”

— All audio, video, and related materials recorded or produced by The Company on behalf of the Client under this Agreement.

“In-Studio Session”

— A Recording Session conducted at the SuiteRecording studio in Voorhees, NJ.

“Mobile / On-Site Session”

— A Recording Session in which The Company travels to a location designated by the Client, including offices, residences, events, or other sites.

“No-Show”

— Failure by the Client to appear for a scheduled Recording Session without prior notice to The Company.

“Recording Session”

— Any booked instance of audio and/or video recording services performed by The Company for the Client, whether in-studio or on-site.

“Session Bank”

— A pre-purchased bundle of Recording Sessions (currently offered in 6-session and 12-session packages).

“Deliverables”

— The specific audio and/or video files agreed upon at the time of booking, as listed in the Session Details or Invoice. Deliverables do not include raw footage, project files, or session files unless expressly stated in writing.

“Guest”

— Any individual other than the Client who participates in, appears in, or is recorded during a Recording Session at the Client’s invitation or direction.

“Approved Scope”

— The specific services, session type, duration, format, and Deliverables confirmed at the time of booking. Any request outside the Approved Scope constitutes a scope change and is subject to Section 4.5.

1. Booking & Payment

1.1  In-Studio Sessions

• All in-studio sessions must be paid in full at the time of booking through the designated booking platform.
• By completing a booking, the Client confirms they have read and agree to these terms.
• Payment is processed securely through Stripe.
• In the event of a payment dispute or billing question, the Client agrees to contact The Company directly at info@suiterecording.com prior to initiating any chargeback or dispute with their payment provider. The Company will make reasonable efforts to resolve billing disputes within 5 Business Days of written notice. Initiating a chargeback without first providing written notice to The Company constitutes a material breach of this Agreement.

1.2  Mobile / On-Site Sessions

• Mobile sessions are not booked through the self-service platform. All mobile engagements must be confirmed directly with The Company.
• Prior to confirming a Mobile Session, The Company will provide a written scope confirmation outlining the service type, location, duration, deliverables, and total fee. No Mobile Session is confirmed until both the scope confirmation and deposit are received. Verbal agreements or informal communications do not constitute confirmation.
• A deposit of 50% of the total session fee — representing liquidated damages for scheduling costs and held capacity, which the parties agree is a reasonable estimate of The Company’s losses in the event of cancellation, and not a penalty — is due upon execution of this Agreement. Services are not confirmed until the deposit is received.
• The remaining balance is due no later than 72 hours before the scheduled session date unless otherwise agreed in writing.
• Invoices not paid within 30 days of the due date will accrue interest at 1.5% per month (18% per annum) until paid in full.

1.3  Session Banks

• Session Banks (6-pack and 12-pack) are paid in full at the time of purchase and are non-refundable.
• Session Banks must be activated — meaning the first session must be scheduled — within 60 days of purchase. Banks not activated within 60 days begin their 12-month expiration clock from the date of purchase regardless of activation status.
• Session Banks expire 12 months from the date of purchase. The expiration date is fixed at purchase and is not extended by rescheduling activity. Unused sessions at expiration are forfeited without refund.
• Individual sessions within a Bank may be rescheduled subject to the same 72-hour advance notice requirement as single sessions. Sessions rescheduled with less than 72 hours’ notice are forfeited from the Bank without credit (see Section 2.4).
• Each individual session within a Bank may be rescheduled a maximum of two (2) times. A session that has been rescheduled twice and is cancelled or missed will be forfeited from the Bank without credit, regardless of notice given.
• Rescheduled sessions are subject to availability and must be used before the Bank’s expiration date. The Company is not obligated to accommodate rescheduling requests that would result in a session being scheduled beyond the expiration date.

2. Cancellation Policy

2.1  In-Studio Sessions — Standard

• Cancellations made more than 72 hours before the scheduled start time: eligible for a full refund or a free reschedule, subject to availability.
• Cancellations made within 72 hours but 24 hours or more before the scheduled start time: no cash refund will be issued. The amount paid will be converted to a one-time session credit valid for 60 days from the originally scheduled session date — non-transferable, applicable only to the same session type originally booked, and with no cash value. In lieu of cancelling, the Client may instead reschedule once at no charge under Section 3.1.
• Cancellations made within 24 hours of the scheduled start time, or a No-Show under Section 2.3: the session fee is forfeited in full as liquidated damages representing The Company’s lost scheduling capacity and preparation costs, which the parties agree is a reasonable estimate and not a penalty.

2.2  Mobile / On-Site Sessions

• Cancellations made 7 or more days before the session date: the deposit only is forfeited. Any balance paid above the deposit will be refunded.
• Cancellations made within 72 hours of the session date: the full session fee is forfeited.
• Cancellations made between 72 hours and 7 days before the session date will be handled on a case-by-case basis at The Company’s sole discretion, with a minimum forfeiture of the deposit.

2.3  No-Shows

• Clients who fail to appear for a scheduled session without prior notice to The Company forfeit the full session fee.
• No refund, credit, or reschedule will be issued for a No-Show.

2.4  Session Banks — Cancellation

• Session Bank purchases are non-refundable under any circumstances.
• Individual sessions within a Bank are subject to the same 72-hour cancellation and rescheduling rules as single sessions. There is no special flexibility for Bank holders at the cancellation stage.
• Sessions cancelled or rescheduled with more than 72 hours’ notice are returned to the Bank for future use, subject to the two-reschedule-per-session limit in Section 1.3.
• Sessions cancelled or rescheduled with less than 72 hours’ notice, or that result in a No-Show, are forfeited from the Bank without credit.
• The 12-month Bank expiration is a hard deadline. Sessions may not be rescheduled to a date beyond the expiration date.

3. Rescheduling Policy

3.1  In-Studio Sessions

• Rescheduling requests made more than 72 hours before the scheduled start time will be accommodated at no charge, subject to availability.
• Rescheduling requests made within 72 hours but 24 hours or more before the scheduled start time will be accommodated at no charge, subject to availability. Each single session may be rescheduled one (1) time at no charge; a second reschedule request, or any reschedule requested within 24 hours of the scheduled start time, is treated as a cancellation under Section 2 and is not eligible for a free reschedule.
• If a reschedule is accommodated inside the 24-hour window, a one-time reschedule credit valid for 60 days will be issued in lieu of a refund. No cash refund will be provided. The reschedule credit is non-transferable, applies only to the same session type originally booked, and has no cash value. If the credit is not used within 60 days of issuance, it expires without refund.

3.2  Mobile / On-Site Sessions

• Rescheduling requests made more than 72 hours before the scheduled start time will be accommodated at no charge, subject to availability.
• Rescheduling requests made within 72 hours of the scheduled start time will incur a $250 rescheduling fee, due upon receipt.

4. Session Conduct & Operations

4.1  Late Arrivals

• Late arrivals will not extend the session. The session ends at the originally scheduled time regardless of when the Client arrives.
• No credit, refund, or reschedule will be issued for time lost due to a late arrival.

4.2  Session Length & Content

• Unless otherwise agreed in writing, the active recording length is not to exceed 60 minutes per session.
• Unless otherwise agreed in writing or indicated at the time of booking, the Client may record up to one (1) episode or piece of content per session. Clients may add a second episode to eligible sessions at the time of booking through the available add-on option; this must be selected in advance and cannot be added on the day of the session.
• The Company will not grant rollovers for unused time in any session.
• In the case of a recording overage, The Company reserves the right to add a surcharge on a subsequent invoice. Overages are billed at The Company’s then-current per-session rate, prorated in 30-minute increments.

4.3  Mobile / On-Site Range

• The Company’s standard service range for Mobile Sessions is a 20-mile radius from its headquarters in Voorhees, NJ.
• Requests beyond this range may be accommodated at The Company’s discretion and may incur additional travel fees.
• In the case of travel overage, The Company reserves the right to invoice for the additional distance at its then-current rates.

4.4  Studio Conduct

• The Client is responsible for the conduct of all guests, invitees, or participants they bring into the studio or the mobile recording location.
• The Company reserves the right to terminate a session without refund if studio policies, equipment, or staff are disrespected or if any participant creates an unsafe or hostile environment.
• The Client assumes full responsibility for any damage caused by their party to equipment, furniture, hardware, or the physical space, whether at the Studio Location or a Mobile Recording Location.

4.5  Scope Changes

• The Approved Scope is fixed at the time of booking. Any request by the Client to expand services — including additional participants beyond those listed at booking, additional episode recordings, format changes, or services not included in the original booking — constitutes a scope change.
• Scope changes are not guaranteed and must be approved in writing by The Company prior to the session. Approved scope changes will be invoiced separately at The Company’s then-current rates.
• The Company is not obligated to accommodate scope changes requested on the day of the session. Proceeding with a session does not imply acceptance of an unapproved scope change.

4.6  Client Preparation & Readiness

• The Client is responsible for arriving prepared for their session, including having finalized guest lists, topics, talking points, and any materials referenced during recording.
• The Company is not responsible for production delays or diminished output quality caused by the Client’s lack of preparation. Sessions delayed by Client unpreparedness are subject to the same late arrival policy in Section 4.1 and will not be extended or rescheduled without charge.
• For Mobile Sessions, the Client is additionally responsible for ensuring the recording location is available, accessible, and reasonably suitable for audio and video production at the scheduled start time. If the location is unavailable or unsuitable upon The Company’s arrival through no fault of The Company, the full session fee is forfeited.

4.7  Guest Releases & Minor Participants

• The Client is solely responsible for obtaining signed appearance releases from all Guests prior to the Recording Session. The Company does not collect, maintain, or verify Guest release documentation.
• The Client represents and warrants that all Guests have consented to being recorded and that the Client has the right to record, publish, and distribute their likeness, voice, and statements under this Agreement.
• If any Guest is a minor (under 18 years of age), the Client is solely responsible for obtaining written consent from that minor’s parent or legal guardian prior to the session. The Company’s obligation to proceed with a session is not contingent on proof of such consent, but the Client’s indemnification obligations under Section 6 apply fully to any claims arising from the recording of minors without adequate consent.
• The Company’s obligations under this Agreement are not contingent on Guest release documentation, but the absence of adequate releases does not diminish the Client’s full indemnification obligations under Section 6.

5. Intellectual Property & Ownership

5.1  Client Ownership of Deliverables

• Upon receipt of full payment, the Client retains ownership of all finalized recordings and edited deliverables produced under this Agreement.
• Raw footage delivery, where applicable, does not include project files, session files, or editable timelines.

5.2  Company Ownership

• The Company retains ownership of all pre-existing tools, workflows, templates, equipment, production techniques, and proprietary processes used to deliver the services.

5.3  Portfolio & Promotional Use

• The Company may use brief excerpts, still images, or short clips from final deliverables for portfolio, promotional, or marketing purposes.
• The Client may opt out of portfolio use by providing written notice to The Company at any time before or within 30 days of delivery of the final content. The Company will honor written opt-out requests promptly.

5.4  Client Representations & Warranties

• The Client represents and warrants that it has obtained all necessary rights, licenses, releases, and permissions for any talent, guests, music, trademarks, logos, or third-party content recorded at the Client’s direction.
• The Client is solely responsible for clearing all music, sound effects, or third-party audio used or requested during the Recording Session. The Company will not add licensed or third-party music to deliverables without written confirmation from the Client that appropriate licenses have been obtained. Any royalty-free or production music from The Company’s own licensed library, if used, does not transfer any license rights to the Client for use on third-party platforms.
• The Client further represents that the recording, production, and publication of the Content will not violate any applicable law, regulation, or third-party right.

6. Content Liability & Indemnification

This section is critically important. SuiteRecording provides production services only. The Company has no editorial control over what clients say, publish, or distribute. All legal responsibility for published Content rests entirely with the Client.

6.1  Client’s Indemnification Obligation

To the fullest extent permitted by law, the Client shall indemnify, defend (with counsel reasonably acceptable to The Company), and hold harmless The Company and its owners, members, managers, employees, agents, and subcontractors (collectively, the “Indemnified Parties”) from and against any and all claims, demands, suits, actions, losses, liabilities, damages, penalties, fines, costs, and expenses (including reasonable attorneys’ fees and court costs) arising out of or relating to:

• (a)  Any act, omission, negligence, or willful misconduct of the Client or Client’s employees, agents, contractors, or invitees;
• (b)  Any claim of defamation, libel, slander, or reputational harm arising from content recorded, produced, or published by or on behalf of the Client;
• (c)  Any claim of copyright infringement, trademark infringement, trade dress infringement, or misappropriation of intellectual property arising from content or subject matter directed or provided by the Client, including without limitation the unauthorized use of music, images, logos, trademarks, or third-party creative works;
• (d)  Any claim of invasion of privacy, violation of rights of publicity or personality, or unauthorized use of likeness arising from content directed or approved by the Client;
• (e)  Any claim by any third party — including but not limited to talent, guests, models, interview subjects, or any person recorded at the Client’s direction — arising from the Client’s content, instructions, or use of any recording produced under this Agreement;
• (f)  Any regulatory or legal claim arising from the Client’s use, distribution, broadcast, or publication of any deliverable produced hereunder, including claims related to false advertising, consumer protection, securities laws, or any other applicable statute or regulation;
• (g)  The Client’s breach of any representation, warranty, or obligation under this Agreement.

6.2  Duty to Defend

The Client’s duty to defend is separate from and in addition to the duty to indemnify. Upon written request by any Indemnified Party, the Client shall promptly assume the defense of any covered claim and pay all reasonable costs of defense as incurred — regardless of whether the underlying claim has been resolved or the indemnification obligation has been established.

6.3  No Settlement Without Consent

The Client shall not settle any claim on behalf of any Indemnified Party without The Company’s prior written consent, which shall not be unreasonably withheld or delayed.

6.4  Survival

The indemnification obligations in this Section survive termination or expiration of this Agreement.

6.5  Payment Dispute Costs

In the event a Client initiates a chargeback or payment dispute with their financial institution or payment provider, and The Company prevails in that dispute, the Client agrees to reimburse The Company for any chargeback fees, processing fees, or reasonable administrative costs incurred in defending the dispute. This obligation applies regardless of whether the Client provided prior written notice under Section 1.1.

7. Limitation of Liability

• To the maximum extent permitted by applicable law, The Company’s total liability to the Client for any cause whatsoever — whether in contract, tort, negligence, or otherwise — shall not exceed the total fees actually paid by the Client under this Agreement.
• In no event shall The Company be liable for any indirect, incidental, consequential, special, exemplary, or punitive damages, including lost profits, lost revenue, or loss of business opportunity, even if advised of the possibility of such damages.
• The Company does not guarantee a minimum quality standard for recorded Content beyond the application of reasonable professional skill and properly functioning equipment. Output quality is materially dependent on the Client’s preparation, participation, and the acoustic and visual conditions of the recording environment — particularly for Mobile Sessions. The Company’s sole obligation in the event of a technically deficient recording caused by factors within its reasonable control is to offer a re-record at no charge, subject to availability.
• The Company is not responsible for loss, theft, or damage to Client property, equipment, or materials brought into the studio or to a Mobile Recording Location. Clients assume full responsibility for their own belongings.
• The Company is not responsible for any technical failure, data loss, or corruption of recorded materials caused by equipment malfunction or circumstances beyond The Company’s reasonable control. In such cases, The Company will make commercially reasonable efforts to reschedule or re-record at no additional charge.

8. Extraordinary Circumstances

• The Company will handle cancellations or disruptions resulting from documented emergencies, acts of God, public health crises, government-mandated closures, or other circumstances genuinely beyond a party’s reasonable control on a case-by-case basis at The Company’s sole discretion. This provision does not create any obligation to issue refunds outside of the terms stated in Section 2.
• If The Company must cancel a confirmed session due to equipment failure, illness, or circumstances beyond its reasonable control, The Company will offer a rescheduled date or a full refund of the session fee paid. This is The Company’s sole obligation in such circumstances.

9. Confidentiality

Both parties agree to keep confidential any proprietary, financial, strategic, or non-public information disclosed by the other party in connection with this Agreement. This obligation survives termination or expiration of this Agreement.

10. Files, Delivery & Storage

• The Company will deliver final files to the Client via the agreed delivery method (shared folder, download link, or similar). For capture-only sessions, The Company targets delivery within 5–7 Business Days of the session date. Delivery timelines may be extended by holidays, scheduling, or circumstances beyond The Company’s reasonable control.
• Delivered files are deemed accepted by the Client if no written objection is provided to The Company within 7 Business Days of delivery. Acceptance — whether express or by inaction — constitutes the Client’s confirmation that Deliverables conform to the Approved Scope. No further obligation to revise or re-deliver exists after acceptance.
• The Client is solely responsible for backing up all delivered Content upon receipt. The Company does not guarantee long-term storage of Client files after delivery.
• The Company may delete Client files from its systems at any time after 30 days following delivery without further notice. The Company has no obligation to retain, archive, or restore any Content after the 30-day window.
• The Company is not responsible for any Content the Client deletes, misplaces, or fails to back up.
• Project files, raw session files, and editable timelines are proprietary to The Company and are not included in deliverables unless expressly agreed to in writing.

11. Independent Contractor

The Company is engaged as an independent contractor. Nothing in this Agreement creates an employer-employee relationship, partnership, joint venture, or agency relationship between the parties.

12. Changes to Terms

These terms are subject to change. The version in effect at the time of booking applies to that session. The Company will provide reasonable notice of material changes for clients with active Session Banks or ongoing relationships. This version (v4, June 2026) revises the in-studio cancellation and rescheduling policy in Sections 2 and 3; prior versions remain in effect for sessions booked before its effective date.

13. Governing Law & Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the State of New Jersey, without regard to its conflict-of-laws principles. Any dispute arising out of or relating to this Agreement shall be resolved exclusively in the state or federal courts located in Camden County, New Jersey, or the United States District Court for the District of New Jersey. Each party irrevocably submits to the personal jurisdiction of such courts and waives any objection based on improper venue.

In any action arising out of or related to this Agreement, the prevailing party shall be entitled to recover its reasonable attorneys’ fees and costs from the non-prevailing party.

14. General Provisions

• Entire Agreement. This Agreement constitutes the entire understanding between the parties with respect to its subject matter and supersedes all prior negotiations, representations, warranties, and understandings.
• Severability. If any provision of this Agreement is held unenforceable, the remaining provisions shall remain in full force and effect.
• Modification. This Agreement may only be amended by a written instrument signed by authorized representatives of both parties, or by a new version published by The Company with reasonable notice. No oral modification is binding.
• Waiver. The Company’s failure to enforce any provision of this Agreement on a given occasion does not constitute a waiver of that provision going forward.
• No Guarantee of Results. The Company makes no guarantee of any future business, professional, or personal success resulting from the Services.
• For online bookings, acceptance of these terms is confirmed at the time of booking by completing payment through the designated platform.