Studio & Booking Policies
A 50% deposit is required to book your session at in:ciite Studios. No booking is confirmed unless a deposit has been received and a confirmation text or email has been sent to client or client representative.
Room rates do not include Engineer Fees. All tracking sessions require at least one studio staff engineer ("Assistant Engineer") be present. If you require an engineer, please let us know at booking. We will assign a lead engineer to your session and convey his/her hourly rate.
We currently accepts the following methods of payment:
• PO
• Invoice: w/ credit card or wire option
• PayPal
• Zelle
• ACH or Wire
• Credit Card - (in person only w/ valid matching ID)
• Cash
Cancellations must be made with studio staff. No bookings are considered cancelled until a written email or text is sent out to client by in:ciite Studios staff. If cancellations or rescheduling occurs outside of the allowable time frames (see below for time frames) clients are subject to full payment of booking. It is the responsibility of the client to inform their entire team of cancellations or rescheduling. Clients who fail to show up to their sessions will still be billed for the full time slot.
-
Deposits are non-refundable if cancellations or rescheduling occurs within 36 hours of booking.
-
Deposits are non-refundable, and client subject to remaining balance of booking, if cancellations or rescheduling occurs within 24 hours of scheduled booking.
-
For multi-day bookings: Deposits are non-refundable if cancellations or rescheduling occurs within 48 hours of the first day of booking. Client subject to full payment of booking.
-
Bookings scheduled 2 or more weeks in advance: Deposits are non-refundable if cancellations or rescheduling occurs within 96 hours of the first day of booking. Client subject to full payment of booking.
-
We do our best to make sure every client leaves happy. That said, there are some situations where fees can’t be refunded or reduced. Please take a moment to read through the details below:
-
If you don’t end up using the studio for part or all of your booked time, the booking fees still apply.
-
If you cancel your booking within 24 hours, we can’t issue a refund.
-
If you or your team fail to communicate your project or delivery requirements in a timely manner or with clarity, and this leads to issues or delays, there will be no reduction in fees. If this oversight or failure causes additional engineering hours or studio time, you will be billed hourly in addition to any amounts originally quoted.
-
Once a substantial portion of the work is complete, we consider the project fulfilled and not eligible for refund.
-
If you’ve approved the work—verbally or in writing—before leaving the studio, that approval counts as acceptance. Personal or “subjective” dissatisfaction doesn’t qualify for a refund as long as we’ve delivered what was agreed upon in terms of scope and quality.
-
If a project gets delayed, cancelled, or extended due to a failure to send information, approvals, or feedback on time, we can’t offer a refund. If this oversight or failure causes additional engineering hours or studio time, you will be billed hourly in addition to any amounts originally quoted.
-
We always aim to deliver great results and value open communication. If you spot a problem or think something might go wrong during your booking, please let our team know right away so we can fix it on the spot.
In the event of a failure, breakdown or unavailability for any reason of the Studio which prevents the your use of the space, in:ciite Studios will, upon your written request, either credit or refund you any amounts paid for the booking and have no liability or obligation to you beyond that remedy.
-
We fully support wild ideas — as long as they don’t involve flames, smoke, or misdemeanors.
-
No open flames in the studio.
-
No smoking in the studio.
-
No illegal drugs use or possession of illegal drugs or drug paraphernalia in the studio at any time. (TCA § 39-17-417-418 - for your edification)
This policy is strictly enforced and non-negotiable.
-
Absolutely no smoking, vaping, drug use, or drug paraphernalia of any kind is permitted anywhere inside the Studio — including inside common areas, restrooms, and with 5 feet of doorways leading into the studio.
Designated, private, and covered outdoor areas are provided to clients wanting to smoke during their booked sessions.
Violation of this policy will result in an immediate penalty of $2,500.00 per occurrence, charged to the client or responsible party.
This policy is strictly enforced and non-negotiable. Any breach may also result in immediate termination of the session, removal from the premises, and potential refusal of future bookings.
We offer private tours of Inciite Studios for prospective clients and businesses by appointment. During your visit, you’ll experience the immersive Dolby Atmos sound of Studios B and C, explore our post-production workflow, and see firsthand how our purpose-built spaces bring creative projects to life. To schedule a tour, please call ahead to arrange a time. 615-553-3240 or email Terry@inciitestudios.com
For all recording sessions, we will hold files no longer than 45 days in our system. It is highly recommended you bring your own hard drive to transfer your files onto at the end of each session. in:ciite Studios and its staff are not responsible for unretrievable or missing files after 45 days from the creation of the file.
For more information on security protocols for file storage and file access, primarily in the area of post audio work, please email Terry Watson. terry@inciitestudios.com
We take safety and privacy seriously — always.
Studio Building Protocol:
Our studio building is locked at all times, and no one is admitted without credentials or permission from our staff. If you require extra on-site security, we can arrange it upon request. We can also accommodate personal security. Our parking lot is private and closed to the public; you and your team can arrive and work without interruption.
If you ever have security concerns or notice anything unusual, please let a staff member know right away so we can take care of it immediately.
Privacy & Confidentiality of IP & Personality:
We’re committed to keeping your files, creative work, marketing materials, and IP secure. We’re happy to sign an NDA when requested in writing, and we just ask that those requests come in ahead of time so nothing slows down your project.
Our goal is simple: to make sure your talent, your project, and your privacy are protected and respected at all times.
In the event of non-payment, in:ciite Studios reserves the right to apply a 10% Late Fee to all balances due. We encourage prompt resolution to avoid any unnecessary proceedings and maintain a positive business relationship.
By confirming your booking and entering our premises, you acknowledge and fully agree to abide by our booking policy.
Clients are permitted to photograph and/or record Session footage within their booked Studio solely for non-commercial, PR, personal, social media, and free-marketing purposes.
Clients are not permitted to organize or attempt to conduct a full video shoot requiring multiple cameras, lighting, crew without written permission from in:ciite Studios staff. There is an automatic $100 per hour fee added to all studio time for wear & tear of all video shoots. Please contact us for more information.
