Terms & Conditions

 Effective date: Upon Publication

INTRODUCTION

Summitstar Studios LLC (“Summitstar,” “Studio,” “we,” “us,” or “our”) provides professional recording, production, post-production, studio rental, equipment rental, and related services.

These policies establish the terms governing reservations, deposits, cancellations, rescheduling, payments, equipment rentals, deliverables, and other transactions involving Summitstar.

These policies apply to all individuals, businesses, production companies, agencies, recording studios, and other entities engaging Summitstar, except where modified by a separate written agreement executed by authorized representatives of the parties.

These policies become part of a client’s booking agreement when expressly incorporated into an accepted estimate, booking confirmation, production services agreement, rental agreement, or other binding arrangement. Simply publishing these policies does not, by itself, establish that every prospective client has accepted them.

1. BOOKING & RESERVATIONS

1.1 Booking Requests

All reservations are subject to availability and acceptance by Summitstar. Booking requests may include recording sessions, studio rentals, engineering services, remote recording services, production services, post-production services, equipment rentals, and related activities. An inquiry or request for availability does not constitute a confirmed reservation.

1.2 Standard Booking Requirements

Unless otherwise expressly agreed in writing, a deposit equal to 100% of the estimated booking cost is required to confirm a reservation. A reservation requiring a deposit is not confirmed until Summitstar receives and accepts the required payment. Summitstar may release an unconfirmed reservation without liability.

1.3 Approved NET Payment & Credit Arrangements

Summitstar may approve alternative payment arrangements, including NET 15, NET 30, or other credit terms. Such arrangements are exceptions to the standard deposit requirement and must be expressly approved in writing by an authorized representative of Summitstar. For clients with approved NET payment or credit arrangements, a reservation becomes confirmed and binding when Summitstar accepts the client’s requested booking or session hold in writing, including by email. Once confirmed, the reservation is subject to the applicable cancellation and payment obligations regardless of whether a deposit was collected. Credit approval for one reservation does not automatically extend to future reservations.

1.4 Tentative Holds

Summitstar may place tentative holds on requested dates at its discretion. Tentative holds do not guarantee availability and do not constitute confirmed reservations unless expressly accepted as confirmed bookings. Summitstar reserves the right to release tentative holds.

1.5 Confirmed Reservations

A confirmed reservation represents a commitment by Summitstar to make specified facilities, equipment, personnel, and other resources available during the reserved period. The client agrees to pay the applicable charges for confirmed reservations, subject to the cancellation and other terms governing the booking.

1.6 Booking Changes

Changes to confirmed reservations, including session dates, times, duration, personnel, equipment, or services, require Summitstar’s approval. Changes may result in additional charges. A request to modify a reservation does not automatically cancel or release the existing booking.

1.7 Authority to Book

Any individual requesting or confirming a reservation on behalf of a business or organization represents that they have authority to do so. The contracting client remains responsible for the financial obligations arising from the booking.

2. DEPOSITS & ADVANCE PAYMENTS

2.1 Deposit Amount

Unless otherwise agreed in writing, a deposit equal to 100% of the estimated booking cost is required. Deposits are applied toward the final charges associated with the reservation.

2.2 Deposit Application

Deposits secure the reservation and are credited toward completed services or applicable cancellation charges. Deposits are not automatically forfeited in their entirety upon cancellation. The amount retained is determined by the applicable cancellation provisions.

2.3 Refunds

When a deposit exceeds the applicable cancellation charges and other properly payable amounts, the remaining balance will be refunded. Approved refunds will generally be processed within ten business days. Refund processing times may vary depending on the original payment method and financial institution.

2.4 Additional Charges

The client remains responsible for authorized services, overtime, equipment, personnel, expenses, and other charges exceeding the original estimate.

3. CANCELLATION POLICY

3.1 Written Cancellation Requirements

All cancellations must be submitted in writing by email. A cancellation becomes effective when Summitstar receives written notice clearly identifying the affected reservation. Summitstar will acknowledge receipt and confirm the cancellation. Cancellation charges are calculated according to the date and time the written cancellation request was received.

3.2 Cancellation Fees

Confirmed reservations are subject to the following cancellation schedule. For purposes of this policy, cancellation notice is measured against the scheduled start time of the affected session.

3.3 Liquidated Damages

Confirmed reservations require Summitstar to reserve specific facilities, equipment, personnel, and production resources. Cancellations may result in lost booking opportunities, committed personnel expenses, administrative preparation, and other financial losses that are difficult to determine precisely when the reservation is made. The cancellation charges stated above are intended to represent a reasonable advance estimate of anticipated losses resulting from cancellation and are not intended as penalties. The parties acknowledge that the opportunity to replace a cancelled reservation generally decreases as the scheduled session approaches. Cancellation charges shall be enforced only to the extent permitted by applicable law.

3.4 Cancellations Under NET Payment Arrangements

Cancellation charges apply to confirmed reservations regardless of whether a deposit was collected. This includes bookings confirmed under approved NET payment terms, credit arrangements, or other written agreements waiving advance deposits. The absence of a deposit does not, by itself, relieve a client of obligations arising from a confirmed reservation.

3.5 Multiple-Day Reservations

For reservations involving multiple session dates, cancellation charges are calculated separately for each affected date unless otherwise agreed in writing. Cancelling one session does not automatically release remaining confirmed dates.

3.6 Application of Deposits

Deposits received will be credited against applicable cancellation charges. If cancellation charges exceed the amount deposited, the client remains responsible for the outstanding balance. If the deposit exceeds the applicable charges, the remaining amount will be refunded in accordance with Section 2.

3.7 Services Already Performed

Authorized services performed before cancellation remain payable. Nonrecoverable third-party expenses may also be payable where authorized by the applicable agreement. Summitstar will not recover duplicate compensation for the same loss.

3.8 Mitigation

Summitstar may make reasonable efforts to rebook cancelled studio time. Any amounts recovered through replacement bookings will be considered to the extent required by applicable law.

3.9 Rescheduling

One rescheduling request may be accommodated without penalty when submitted more than seven calendar days before the scheduled session. Rescheduling requests received seven calendar days or fewer before the scheduled session are subject to a rebooking fee equal to 50% of the affected reservation amount. All rescheduling requests are subject to availability and approval. A rescheduling request does not automatically cancel the original booking.

3.10 Studio-Initiated Cancellations

If Summitstar cancels a reservation for reasons within its reasonable control, deposits attributable to unperformed services will be refunded or credited toward a future reservation, at the client’s election. Summitstar will not impose cancellation charges for reservations it cancels.

3.11 Force Majeure

Neither party shall be liable for failure or delay in performance caused by circumstances beyond its reasonable control, including natural disasters, government restrictions, civil disturbances, widespread utility failures, or similar extraordinary events. The affected party must provide prompt notice and make reasonable efforts to minimize disruption. The parties will cooperate in good faith regarding rescheduling, prepaid amounts, and nonrecoverable expenses. Force majeure does not excuse payment obligations that accrued before the event.

4. PAYMENT TERMS

4.1 Currency

All prices, estimates, invoices, and payments are denominated in United States Dollars (USD), unless otherwise expressly agreed in writing. Checks must be payable to SUMMITSTAR STUDIOS LLC.

4.2 Standard Payment Terms

Unless otherwise agreed in writing, payment is due upon completion of the scheduled services. Summitstar may require advance payment before confirming reservations or beginning services.

4.3 NET Payment Terms

NET payment terms are available only upon express written approval. Approved NET terms are calculated from the invoice date. For example, NET 30 requires payment within 30 calendar days after the invoice date. Summitstar may require a signed production services agreement, credit application, payment authorization, or other documentation before extending credit.

4.4 International Clients

New international clients requesting NET payment terms must obtain written credit approval before a reservation may be confirmed without the standard deposit. Summitstar may require execution of a production services agreement as a condition of credit approval.

4.5 Third-Party Bookings

When an agency, production company, recording studio, or intermediary engages Summitstar on behalf of another party, the contracting client remains responsible for all applicable charges. Payment obligations are not contingent upon the contracting client’s receipt of payment from its own customers, agencies, advertisers, or other third parties. Alternative arrangements must be expressly approved in writing.

4.6 Payment Methods

Summitstar may accept cash, business checks, cashier’s checks, money orders, ACH transfers, domestic and international wire transfers, Visa, Mastercard, Zelle, and PayPal. Acceptance of a particular payment method is subject to Summitstar’s approval.

4.7 International Wire Transfers

Clients are responsible for applicable originating bank, intermediary bank, receiving bank, currency conversion, and transfer fees. Unless otherwise agreed in writing, clients must ensure Summitstar receives the full invoiced amount in USD. Any payment shortfall resulting from transaction fees or currency conversion remains payable.

4.8 Credit Card Processing Fees

Credit-card transactions may incur a processing surcharge of up to 3%, where permitted by applicable law and card-network rules. Applicable surcharges will be disclosed before payment. Debit-card transactions will not be surcharged where prohibited by applicable law or card-network requirements.

4.9 Late Payments

Invoices become overdue when payment is not received by the applicable due date. Summitstar provides a five-calendar-day grace period before late-payment interest begins accruing. Outstanding balances remaining unpaid after the grace period may accrue interest at a rate of 1.5% per month, or the maximum amount permitted by applicable law, whichever is lower. Interest is calculated on a simple, noncompounding basis. Summitstar may recover reasonable collection expenses and legal fees where permitted by applicable law and the parties’ agreement.

4.10 Suspension of Services

Summitstar may suspend additional services or future bookings for clients with overdue balances, subject to applicable law and existing contractual obligations.

5. PRICING & ESTIMATES

5.1 Estimates

Estimates are based on the anticipated scope of work, session duration, personnel, equipment, and other requirements. Unless expressly identified as fixed-price agreements, estimates are not guarantees of final cost.

5.2 Confirmed Pricing

Rates agreed for a confirmed reservation remain effective for the agreed scope of services. Summitstar may modify published rates for future bookings without prior notice.

5.3 Additional Services

Additional recording time, engineering, editing, equipment, personnel, and other authorized services will be billed at the applicable agreed rates.

5.4 Completed Services

Charges for services properly performed are final and nonrefundable except where otherwise agreed in writing or required by law.

6. DELIVERABLES & PROJECT MATERIALS

6.1 Delivery

Summitstar will provide deliverables according to the agreed project scope and delivery arrangements. Unless otherwise agreed in writing, Summitstar may withhold final deliverables until outstanding balances are paid. Approved NET payment arrangements may establish different delivery requirements.

6.2 Client-Supplied Materials

Clients are responsible for ensuring they possess the necessary rights and permissions to provide materials for production and post-production services.

6.3 Project Storage

Summitstar does not guarantee indefinite storage or archival of client materials. Clients are responsible for maintaining appropriate backups of original and delivered files.

6.4 File Retention & Deletion

Unless a separate agreement establishes specific retention requirements, Summitstar may delete completed project materials after reasonable notice to the client. Summitstar will comply with applicable contractual and legal retention obligations.

6.5 Confidentiality

Summitstar will exercise reasonable professional care in handling confidential production materials. Specific nondisclosure obligations will be governed by applicable written confidentiality or production services agreements.

7. EQUIPMENT RENTALS

7.1 Rental Reservations

Equipment rentals are subject to availability, approval, and any required deposit. Summitstar may require identification, insurance documentation, and other reasonable verification before releasing equipment.

7.2 Insurance

A Certificate of Insurance (COI) is required for equipment rentals unless expressly waived in writing by Summitstar. The client must provide acceptable proof of insurance before taking possession of rented equipment. Summitstar may require coverage for the replacement value of the equipment and appropriate endorsements.

7.3 Responsibility for Equipment

The client is responsible for rented equipment from the time possession is transferred until the equipment is returned and accepted by Summitstar. The client is responsible for loss, theft, damage, misuse, and unauthorized alterations during the rental period, subject to applicable law and the rental agreement.

7.4 Equipment Condition

Equipment must be returned in substantially the same condition as provided, excluding ordinary wear and tear. The client is responsible for reasonable repair costs resulting from damage beyond ordinary wear and tear.

7.5 Late Returns

Equipment returned after the agreed return date may incur additional rental charges at the applicable rate.

7.6 Lost or Unreturned Equipment

Equipment remaining unreturned more than seven calendar days after the scheduled return date may be treated as lost following reasonable notice. Summitstar may invoice the client for reasonable replacement costs, subject to applicable law. Appropriate adjustments will be made if equipment is subsequently recovered to avoid duplicate recovery.

7.7 Unauthorized Use

Clients may not subrent, transfer, modify, or use rented equipment for unlawful purposes without Summitstar’s written authorization.

8. CLIENT RESPONSIBILITIES

Clients must provide accurate booking information, project requirements, and payment information. Clients are responsible for the conduct of their personnel, representatives, guests, and contractors while using Summitstar facilities or equipment. Summitstar may suspend or terminate sessions where conduct creates a material safety risk, threatens equipment or personnel, or substantially interferes with studio operations. Any resulting charges will be assessed according to the applicable agreement and law.

9. REFUSAL OR SUSPENSION OF SERVICES

Summitstar reserves the right to decline booking requests or suspend services for legitimate business reasons, including nonpayment, scheduling conflicts, safety concerns, equipment availability, or failure to comply with agreed contractual requirements. All decisions will be made in accordance with applicable law and existing contractual obligations.

10. DISPUTE RESOLUTION & GOVERNING LAW

10.1 Informal Resolution

The parties agree to make reasonable, good-faith efforts to resolve disputes through direct communication before initiating formal proceedings.

10.2 Collection Actions

For disputes involving unpaid invoices, cancellation charges, equipment rental fees, or other outstanding balances, Summitstar may pursue collection through a court of competent jurisdiction, subject to applicable law.

10.3 Mediation & Arbitration

For other commercial disputes, the parties may mutually agree in writing to participate in mediation or binding arbitration. Unless otherwise agreed, mediation or arbitration shall take place in Maricopa County, Arizona, or remotely by mutual agreement.

10.4 Governing Law

Unless otherwise established in a separately executed written agreement, these policies and the parties’ contractual relationship shall be governed by Arizona law, without regard to conflict-of-law principles.

10.5 Jurisdiction

Subject to applicable jurisdictional requirements, the parties consent to the jurisdiction of state and federal courts located in Maricopa County, Arizona.

10.6 Separate Agreements

Where a separately executed written agreement establishes different governing law, jurisdiction, or dispute-resolution requirements, that agreement shall control.

11. LIMITATION OF LIABILITY

To the maximum extent permitted by applicable law, Summitstar shall not be liable for indirect, incidental, consequential, special, exemplary, or punitive damages arising from or relating to its services, bookings, or equipment rentals. Excluded damages include lost profits, lost revenue, lost business opportunities, production delays, distribution delays, and loss of anticipated commercial benefits. Except for liabilities that cannot lawfully be limited, Summitstar’s total aggregate liability arising from any particular booking, project, or service engagement shall not exceed the total fees paid or payable to Summitstar for that engagement. Clients are responsible for maintaining backups of original materials and verifying delivered files. Summitstar will exercise reasonable professional care in handling client materials but does not guarantee against all risks of data loss, corruption, equipment failure, or service interruption. Nothing in these policies excludes liability for fraud, willful misconduct, or other liabilities that cannot lawfully be excluded.

12. POLICY UPDATES

Summitstar may update these policies periodically. Updated policies become effective on the date specified when published. Changes apply prospectively and do not alter existing confirmed bookings unless expressly agreed by the parties.

13. SEVERABILITY

If any provision is determined to be invalid or unenforceable, the remaining provisions shall remain effective to the extent permitted by law.

14. ORDER OF PRECEDENCE

In the event of conflicting terms, the following order of precedence applies: (1) separately executed written agreements; (2) written booking confirmations or accepted estimates containing specifically negotiated terms; (3) these published policies, where incorporated into the booking agreement; and (4) standard invoice terms. Any modification or waiver must be agreed to in writing by an authorized representative of Summitstar.

15. CONTACT

SUMMITSTAR STUDIOS LLC — Peoria, Arizona, USA. For booking requests, cancellations, billing questions, or other inquiries, please contact Summitstar through its official website.