Booking Policies

No Smoking, Vaping, or Drug Use Policy
Smoking, vaping, and drug use is strictly prohibited within the building and surrounding areas, including the parking lot. This policy applies not only to clients, but also their guests, vendors, and volunteers.

No Pets Policy
Pets are not allowed in the facility, except for service animals. All service animals must always wear a certified service vest while on the premises. Owners are responsible for the proper disposal of animal waste and for the care and supervision of their service animals.

No Roaming the Facility Policy
All clients, guests, volunteers, and subcontractors must remain within the designated studio spaces for the entire duration of their booking. Roaming the facility is not permitted. If you would like a tour of the facility, please consult a GMS team member.

If private space is required outside the designated area(s) agreed upon in the booking agreement, please consult a GMS team member.

All clients, volunteers, talent, and guests are required to use the designated bathrooms located on the same side of the building as the studio(s) they have booked. Additional bathrooms may be made available for crowd control purposes, if necessary.

Noise & Disruption Policy
If a studio booking is scheduled during normal business hours (9 AM – 5 PM), the Client is responsible for reminding all guests, volunteers, and vendors to walk quietly through the halls to avoid disrupting GMS team members at work. With that said, all phone calls and personal conversations should be taken outside the building whenever possible.

Guest Attendance Policy
Family members, friends, and children are welcome to attend. However, the client is responsible for designating someone to supervise them if necessary. All children must be accompanied and supervised by an adult, 18 or older, at all times. Should additional space be required to accommodate these guests, please consult a GMS team member for assistance with relocation.

Food & Drink Policy
Food and drinks are prohibited in the studios, with exceptions for Studio 1 (Main Stage), Conference Room(s), and Training Room(s). Bottled water may be allowed under special circumstances.

Alcohol Policy
Alcoholic beverages are prohibited on the premises unless bartending services are specifically requested for the booking. If bartending services are requested, clients may choose to use either a GMS preferred bartender or their own. If the client opts to bring their own bartender, they must submit a Certificate of Insurance (COI) no later than 1 week (7days) prior to the booking date(s), proving that the bartender is licensed, bonded, and insured in the State of Georgia. Failure to provide a COI will result in the prohibition of alcohol service.

Alcohol may not be sold for profit on the premises; however, drink tickets may be distributed to attendees before or upon arrival to manage consumption levels. Any unruly behavior will be addressed immediately, and GMS reserves the right to remove individuals from the premises if necessary. Alcohol consumption is strictly prohibited on the surrounding grounds, including the parking lot.

Studio Spaces & Equipment Policy
All artwork, company displays, furniture, fixtures, and equipment must remain in their designated locations unless removal has been specifically requested by the client and authorization has been approved by GMS management. Please handle all studio equipment, furniture, and musical instruments with respect and care. Clients, guests, volunteers, and subcontractors must consult with a GMS team member before moving or completely removing any of these items.

Clients are financially responsible for all damages to the building/contents/equipment/ premises that results from their use of the space(s), including property damage, structural damage, and personal injury by the client, its volunteers, guests, or subcontractors which occur during the use of the building/premises during the rental period.

Tech Station Access Policy
Clients, speakers, volunteers, talent, and guests are not permitted behind the tech stations located in the back of the studio, especially during the program, as it distracts the tech team from running the event effectively. Any last-minute or special requests requiring access to the tech area must be communicated to the operations manager in advance.

Camera Station Safety Policy
For safety reasons and the protection of the equipment, all clients, volunteers, talent, and guests must refrain from standing or sitting on any camera stations and their step ladders in Studio 1 (Main Stage). Personal belongings, food, and drinks are also prohibited on these stations. Please exercise caution when passing by to prevent bumping or disrupting the cameras. The step ladders must remain at their respective stations to avoid accidents or injuries to camera operators.

Incident/ Injury Reporting Protocol
In the event of unforeseen spills, breaks, or equipment or property mishaps, please notify a GMS team member immediately to ensure prompt and efficient cleanup, as well documentation of the incident.

If a client, guest, volunteer, or team member sustains a physical injury on GMS property, the injured party is required to complete an accident report with the studio.

Arrival Time Protocol
Clients, guests, volunteers, and vendors are not permitted inside the building before the agreed-upon arrival time specified in the rental agreement. Any individuals arriving before this designated time must remain outside the building or in their vehicles until the doors open.

Medical Emergency Protocol
In the event of a medical emergency, please locate a GMS team member immediately. GMS Management will determine the proper course of action to be taken to ensure the safety and security of all parties involved.

If possible, please inform the operations manager prior to the day of the event of any existing medical conditions or any additional accommodations/ resources the client and/or guests may require.

Fire Evacuation Protocol
In the event of a fire, please remain calm and quickly exit the building through the nearest emergency exit or front entrances. Emergency exits are clearly marked and located at the front and rear of the building. GMS team members will be stationed at each exit to assist and guide everyone to safety.

Active Shooter Protocol
In the event of an active shooter:

1. Evacuate the building quickly and in an orderly fashion through either the front or rear of the building, as long as there is a safe path available.
2. If evacuation is not possible, find a secure location, lock the doors, turn off the lights, silence all phones, and most importantly remain silent.

A GMS team member will be prompted to call 911 immediately. Please follow law enforcement’s orders when it is safe to do so.

No Firearms & Weapons Policy
Firearms and weapons are strictly prohibited on GMS property and surrounding commercial areas. Exceptions apply only to authorized law enforcement personnel, including County Police and Specialized Security Personnel.

Severe/ Unpredictable Weather Protocol
In the event of a tornado or severe weather, seek shelter immediately in the innermost part of the building, away from all windows and doors. Use extreme caution when traveling to and from the studio, as hazardous conditions may pose potential risks. GMS is not liable for any accidents or injuries that may occur during travel. If severe weather arises before a scheduled event or session, the Client must contact GMS immediately to discuss accommodations. GMS reserves the right to postpone, reschedule, or end an event or session early if weather conditions become hazardous for team members, or the client and their guests, volunteers, and vendors.

Violence and Explicit Language Policy
Violence, threats, aggressive behavior, and the use of explicit or inappropriate language are strictly prohibited on GMS property. All clients, guests, volunteers, and team members are expected to maintain a respectful and professional environment. Violations will result in immediate removal from the premises and/or termination of services.

Booking & Payment Policy

To secure a reservation in the studio calendar, all rental and service agreements must be thoroughly reviewed, signed, and returned within 3 business days of receipt. All clients are required to pay a 50% non-refundable deposit at the time of signing the agreement to reserve the specified date(s), crew members, and equipment. The client should note that the deposit covers the rental and/or production services requested ONLY. All Additional hospitality charges and post-production work will be invoiced separately if requested.

Hospitality services will be invoiced at the end of the booking, and the client will have 1 business day (24 hours) upon receipt to submit payment.

Post-Production services will be invoiced separately, as well as accompanied by a separate agreement.

The remaining balance due will be collected 72 hours prior to the booking.

Payments can be made using a debit or credit card through the studio’s online payment portal. Once payment is submitted, clients can print or save a copy of their receipt and updated invoice for their records.

Clients preferring to pay by check must notify the operations manager when the check has been sent and await confirmation of its receipt by the studio. The date(s) will only be considered “Reserved” in the studio calendar once the payment has been confirmed.

The client signing the agreement(s) is responsible for ensuring payment is made within the 3-day period. If payment is not received, the booking will be removed from the studio calendar.

Cancellation/ Rescheduling Policy

All 50% deposits are non-refundable.

The Client will receive and email reminder 1 week (7 days) prior to their booking date(s) as a “Courtesy Check” to confirm studio setup and address any last-minute changes since the agreement was initiated. At this time, the client will also be notified of the final payment due, which must be submitted no later than 72 hours before the booking. Within this 72-hour window, the client may choose to proceed with the originally scheduled booking, reschedule the program, or cancel it entirely.

Reschedule

Clients may reschedule their booking once within the same calendar year, allowing their original deposit to be applied to the new date(s). Any additional rescheduling requests will incur a $150 fee per date(s) change. To confirm the reschedule, the new date(s) must e sent to the operations manager and finalized within 1 week (7 days) of the original cancellation. Failure to do so, will result in full payment to GMS by the client.

Cancellation

For cancellations made within 72 hours of the scheduled booking that do not qualify under “Special Circumstances,” the client will be responsible for submitting final payment. The following percentages will apply:

• Cancellations made 72 hours prior: 0% of final payment is due.
• Cancellations made 48 hours prior: 25% of the final payment is due.
• Cancellations made 24 hours or less prior: 50% (full payment) is due.

Special Circumstances

Exceptions may apply for cancellations due to unforeseen circumstances such as weather, death, illness, or injury on a case-by-case basis. If the client is forced to cancel within 1 week (7 days) of the booking under such circumstances, a refund or partial refund may e granted. Similarly, if the studio is forced to cancel within 1 week (7 days) of the booking due to unforeseen circumstances, a refund or partial refund may be provided.

Estimate/ Date Hold Policy

All clients will receive an itemized estimate within 1-3 business days following the initial consultation. Clients will have 1 week from the date the estimate is sent to accept or decline it. During this period, a temporary hold will be placed on the proposed date(s) in the studio calendar.

Client Consultation(s) Policy

To ensure effective and timely communication of event and/or project details, GMS offers complimentary consultations to its clients as follows:

Clients are entitled to a FREE 1-hour consultation for each event or project at GMS. Any additional consultations to discuss the same project will incur a fee of $50 per 30-minutes.

This ensures the efficient and respectful use of time for both the Client and GMS Team Members.

Insurance/ Liability Policy

All clients are required to provide a Certificate of Insurance (COI) naming GMS as an additional insured on a General Liability Insurance Policy The insurance policy shall provide a limit of liability equal to or more than $1,000,000-$2,000,000 per occurrence. The insurance must be from a duly licensed insurance company authorized to do business in the State of Georgia. If a COI cannot be provided, the client must sign a “Release of Liability Waiver” instead. Whether a COI or waiver form is necessary, the client must submit the document to the operations manager no later than 1 week (7 days) prior to the booking date(s).

Studio Usage Policy – Overtime/ Unused Time/ Additional Space Needed

Clients are responsible for any additional costs if they or their employees, guests/ attendees, volunteers, or subcontractors occupy the designated studio space(s) beyond the agreed-upon time frames stated in the Booing Agreement. Please, notify the operations manager at least 48 hours prior to the scheduled production if additional time is needed. Overtime will be charged at a minimum of $125 per additional hour. Any unused time will not be refunded or discounted. Signage will be provided at all studio entrances to assist with attendee and event staff direction.

Additional equipment, services and/or studio space can be made available upon request and may incur additional charges. Please consult with the operations manager regarding those items.

Asset Submission Policy

All assets, including PowerPoints, videos, graphics, logos, presentations, intro music, etc., must be submitted no later than 48 hours prior to the scheduled production. Failure to comply may result in additional videos or links not functioning properly.

Acceptable Formats:

• Presentations/PowerPoints – .PPT
• Graphics/Logos – .PNG or .SVG
• Audio Files – .MP3 or .WAV
• ADR Files – .SRT

Run of Show (ROS) Submission Policy

A Run of Show (ROS) must be submitted at least 48 hours prior to the scheduled production date(s). The ROS should include a step-by-step breakdown of the event, detailing when assets need to be displayed, who is on stage at specific times, and other relevant information. GMS can provide an example of the desired format if necessary. This 48-hour period allows the production team to review the ROS, address any questions, and gather all necessary assets.

Any last-minute changes, especially those made within 24 hours, are not guaranteed. Once a ROS has been submitted and approved, it must be followed as closely as possible to avoid mistakes and ensure the smooth flow of the program.

Production Changes Policy

Any changes to the overall production must be addressed at least 48 hours prior to the scheduled production date(s). Changes may include, but are not limited to, arrival time for setup, venue seating, additional rooms, or production services. There is no guarantee that these changes can be accommodated, and if they are, a rush fee may be added to the final invoice. Changes made within 24 hours will not be fulfilled.

Speakers, entertainers, talent, or other stage guests are not permitted to make last-minute changes to or conduct a run-through of their PowerPoints or presentation materials on the day of.

Content Licensing Policy

The client is responsible for acquiring and securing the licenses for any music, images, graphics, videos, or other content showcased during the program, especially if the final product is intended for public distribution. GMS will not be held liable for any unlicensed material or content displayed during a program.

Content Standards Policy

All clients are required to ensure that explicit language, graphic visuals, and other inappropriate content are not included in their presentations, visuals, or music during their programs. This policy applies to all materials, including but not limited to videos, slideshows, music, and live performances.

The studio reserves the right to review and approve all content prior to the event. Any content deemed inappropriate may result in its removal or cancellation of the event. Clients are responsible for maintaining a professional and respectful atmosphere for all attendees.

Speaker/ Presenters/ Entertainers/ Musicians Arrival Policy

All speakers, presenters, entertainers, and musicians are required to arrive at least 1 hour before the production start time. This allows GMS team members to conduct a sound check and review presentations and performances, ensuring any last-minute questions or concerns are addressed.

The above applies to virtual speakers/presenters as well, whether they are in US or out of the country. An additional walk-through may be required the week of the scheduled event/program.

If displays, instruments, props, or other items are necessary for the presentation or performance, please inform the Operations Manager, during the drafting of the Booking Agreement. If these items are added within the 48-hour timeframe prior to the scheduled program, a rush or setup fee may be added to the final invoice, and there is no guarantee GMS can accommodate the changes.

All speakers, entertainers, talent or stage guests requiring a microphone will be directed to wait near the backstage/ green room or other designated area to be outfitted with the appropriate gear. A GMS team member will be available to assist as needed. After being mic’d, the individual(s) will be asked to complete a sound check to ensure audio levels are properly set.

Microphone & Sound Check Policy

All speakers, entertainers, talent or stage guests requiring a microphone will be directed to wait near the tech station or in the backstage/green room area to be mic’d. After being mic’d, they will be asked to complete a sound check to ensure audio levels are properly set.

Storage Time Frame Following Shoot (Production)

Following any shoot/recording GMS will hold files for up to 7 days in their system. It is highly recommended clients bring their own storage drive to transfer files onto at the end of each studio session. GMS and corresponding team members are not responsible for unretrievable or missing files after 7 days from their creation.

GMS engineers can only send out files digitally via dropbox.com up to a 100GB, as a courtesy, within 1 business day. File sizes beyond 100GB require the client(s) to purchase an SSD (Solid State Drive) through GMS or bring their own file transfer device from home. SSDs purchased through the studio start at $125 for a 1 TB T7 SSD. An $80 per hour charge will apply to digital transfers that take over 30 minutes. Shipping charges may apply to clients who are unable to physically retrieve their media.

Once media has been delivered to the client, further file retrieval by GMS crew members is not guaranteed beyond the allotted 7 days.

Clients are expected to identify the file retrieval method no later than 1 week (7 days) before the scheduled shoot date(s).

The above is not applicable to clients partaking in GMS’s post-production services.

Offered Deliverable Formats:

• RAW
• Conformed
• Program Out

 

Storage Time Frame Following Post-Production

Clients who utilize our in-house post-production services are guaranteed a 2-month storage grace period beyond project completion. Once the project is complete, clients are required to purchase an SSD through GMS or bring their own file transfer device from home. SSDs purchased through the studio start at $125 for a 1 TB T7 SSD. An $80 per hour will apply to digital transfers that take over 30 minutes. Clients seeking revisions beyond the allotted 2-month grace period are required to resupply GMS with the RAW assets.

Monthly Storage Subscription

Clients who choose to store their assets with GMS, can do so through the studio’s network starting at 1TB for $30/month with the QNAP servers. If more storage space is required, storage fees increase in 1TB increments. This primarily assists with clients who aim to focus on more long-term projects, making assets and other project materials more readily available. (e.g. Shows & films.)

Global Media Studios’ production services are designed to deliver a final product that meets the clients’ expectations and needs. While quality service is essential, the ultimate value lies in delivering a result that aligns with the clients’ overall goal(s). Below is an overview of the available delivery options and their respective considerations.

RAW Files

Raw files are uncompressed and sizable, requiring professional editing software for viewing or manipulation. These files are delivered as-is and are ideal for clients who have the necessary tools and expertise for post-production.

Due to the size of the files, GMS strongly recommends clients acquire a Solid-State Drive (SSD) from the studio to ensure optimal transfer speeds. Non-optimized drives can significantly slow the process, potentially turning a transfer that would normally take minutes into hours.

Conformed Individual Camera Angles

For clients who wish to access individual camera angles without engaging in full editing services, GMS offers tailored delivery of user-friendly camera feeds.

Each camera angle is rendered individually, a process that requires time. For instance, preparing angles for a one-hour program may take approximately two hours when accounting for multiple cameras.

As with raw files, GMS recommends clients use a studio-approved SSD to minimize delays during the transfer process.

Program Out

This option provides a complete recording of the production, capturing all selected camera angles, transitions, and graphics into a single file.

The file is a direct recording of the live program and may reflect any mistakes or imperfections from the live event. It is delivered as-is and will mirror the quality and accuracy of the live performance.

The final program is delivered as a continuous clip, ready for immediate use but without the flexibility for revisions or post-production adjustments.

GMS allocates up to 3 hours in the quote for a quick cleaning and polishing of the file. This process is intended to remove any potential blunders or embarrassments, ensuring a professional presentation. It does not include in-depth revisions or corrections to client-originated mistakes.

GMS engineers can only send out files digitally via dropbox.com up to a 100GB, as a courtesy, within 1 business day. File sizes beyond 100GB requires client(s) to purchase SSDs through the studio or bring their own file transfer device.

Post-Production Services

This option includes comprehensive editing services, allowing for complete customization of the final product. Clients can collaborate on revisions to ensure the final deliverable aligns with their vision and objectives.

Media Use Policy

GMS reserves the right to capture photos, video footage, and client testimonials from all productions, including those involving special guests, for use in advertising or marketing materials such as flyers, brochures, social media, and website content. If the client or their special guest does not wish to have this applied, the client must inform the operations manager at the time of signing the Booking Agreement.

The use of GMS logos, studio images, team headshots, or other graphics exclusively associated with GMS branding is strictly prohibited without prior approval from the studio. If any of these materials are used in the client’s event marketing without permission, the client will be required to remove them immediately. Clints wishing to incorporate GMS branding in their marketing must consult with the operations manager during the signing of the Booking Agreement to request the appropriate files.

Copy and Print Policy

Requests for copies of printed materials exceeding a 5-page minimum on the day of the scheduled program will incur an additional charge. Clients must contact the POC – Point of Contact assigned on the day of to fulfill these requests as the copier/printer is for GMS use only.

Storing Items/ Lost & Found Policy

Clients are welcome to bring additional items for their program or event, such as food and beverages, signage, table toppers, and sponsor materials. However, all items must be taken with them upon departure. GMS will not store any items for future programs and is not responsible for any items left behind. Any unclaimed items may be thrown out or donated if not claimed within 1 week (days) after the event. For leftover food and beverages, please dispose of or take home any unconsumed items. Special arrangements for setup and breakdown may be made within a 24-hour timeframe before and after the event.

Beverage Services Policy

Coffee and tea services provided by GMS are available upon request, with options for a half-day or full-day rate per head and includes unlimited refills for guests. Alternatively, individual cups can be purchased for $2 each. The service includes regular and decaf coffee, a variety of hot teas, hot chocolate, sugar, creamer, and honey.

Bottled water and canned beverages are also available for purchase at $2 each, with all proceeds benefiting GMS. Clients may request that all charges for these beverages be added to their final invoice or simply allow their guests to purchase them individually.

Catering Policy

Clients are welcome to arrange catering or their event but are responsible for bringing all necessary supplies, including food/ drink displays, serving trays, utensils, cutlery, plates, napkins, and cups. The bar area in Studio 1 (Main Stage) and the counter space in the Training Room are available for catering setup, if necessary. If additional items are needed, clients must request assistance from a GMS team member as access to the cabinets is not permitted. Failure to provide adequate supplies may result in a “Kitchen” fee applied on the final invoice.