Studio Policy

A booking is confirmed only after we have issued written confirmation and received the required deposit and any applicable advance payments. A provisional date may be released if the required payment is not received by the stated deadline.

The booking confirmation should identify:

• the selected Recording Setup: SOLO, DUO+ or MULTI
• the selected Package: STARTER, STANDARD or PREMIUM
• the selected Studio Look and any agreed adaptation
• the session date, start time and booked duration
• the expected number of participants
• the agreed deliverables, add-ons and externally sourced services
• the total price, payment schedule and applicable taxes

Any change to the confirmed scope must be accepted by us in writing. Additional services, crew, equipment, décor, catering and post-production remain subject to availability.

A 50% deposit, calculated on the total confirmed booking value including the selected Package and all confirmed add-ons, is required to confirm the booking. The remaining balance must be paid before recording begins on the session day. A recording will not begin until the balance has been received in full.

If add-ons are confirmed after the initial deposit has been paid, any required deposit top-up must be paid before the add-on is booked, ordered or otherwise confirmed.

Externally sourced services or custom items, including professional hair and make-up services, custom décor, specialist equipment, catering and other third-party services, may require full advance payment. Where this applies, the initial payment may exceed 50% of the total booking value. All such payments will be stated in the approved quotation and credited towards the total booking price. Once we have committed these costs to a supplier, they are non-refundable unless the supplier refunds them to us.

Additional studio time, overtime, damages and services approved during or after the session will be invoiced separately. Files may be withheld until all amounts relating to the booking have been paid in full.

Repeat or series-based recordings and long single-day sessions may qualify for discounted rates under the current price list. Any discount depends on the confirmed format, total booked time and production requirements and must be agreed in the quotation before the booking is confirmed.

When a ready-to-record Studio Look has been selected and confirmed without further changes, arriving 30 minutes before the scheduled recording time is normally sufficient for participant preparation, final lighting adjustments and technical checks. Access to the recording area before the booked start time depends on the studio schedule and must be confirmed in advance.

The 30-minute arrival period is not intended for selecting furniture, redesigning the setting, changing the approved Studio Look or agreeing new production requirements. We aim to complete Studio Look preparation, technical configuration and other agreed production work before the booked start time so the recording period can be used as efficiently as possible.

Your booking reserves a fixed period of studio time and does not extend automatically. The session starts and ends at the times shown in the booking confirmation. Late arrival does not extend the booked finish time. Additional Studio Look changes, breaks, retakes and client-requested pauses may reduce the time available for recording when they occur during the booked session.

If no booking follows and the studio and team remain available, an extension may be approved and charged at the applicable rate in the current price list. An extension is not guaranteed and must be agreed by the studio before the confirmed finish time.

You are responsible for arriving ready to record and for providing accurate information about the planned format, participants and production requirements. Please provide scripts, names and pronunciations, licensed music, external footage and other required materials by the agreed deadline.

Any graphic elements intended to appear in the live production or live-edited master, including logos, name straps or lower thirds, opening and closing titles, sponsor graphics, presentation files and pre-recorded inserts, must be delivered in the requested format at least three calendar days before the recording date. This allows us to review, test and prepare the materials before the session. Late, incomplete or incompatible assets may be excluded from the live production or may require separately quoted post-production.

The number of participants must remain within the capacity of the confirmed Recording Setup. Additional guests, observers or crew require prior approval because they may affect seating, microphones, cameras, safety and room capacity. You are responsible for informing all participants about the recording and obtaining any permissions or releases required for their appearance and contribution. Anyone under 18 must have written consent from a parent or legal guardian and must be accompanied as agreed with the studio.

Please tell us in advance about accessibility needs, allergies, medical considerations or other requirements that may affect safe participation. We will make reasonable efforts to accommodate confirmed needs.

A Studio Look refers to the visual setting and scenography used for the recording. It is separate from the Recording Setup and Package. Standard Studio Look preparation uses available furniture, décor, backdrops and styling elements from our in-house collection.

THE POD offers ready-to-record Studio Looks built around our signature backgrounds and styled with furniture, décor and lighting from our in-house collection. The arrangements shown in our materials are examples and may vary because of availability, maintenance, camera framing and production requirements. Once a Look has been selected and confirmed, our team prepares it before the session.

Small adjustments are changes made within an existing Studio Look. They may include minor repositioning of furniture, exchanging chairs, selecting small props from our in-house collection or refining the lighting mood. They normally require a short pre-production consultation before the session. We will confirm what is feasible, whether additional preparation time or charges apply and when the final choices must be made.

A Custom Studio Look or special project involving substantial re-arrangement, sourced décor, branded set pieces, scenic construction, unusual props, product staging or a complex production format requires a detailed pre-production meeting and sufficient lead time. The creative brief, reference materials, proposed layout, sourcing or build requirements, crew needs and installation schedule must be agreed before the production is confirmed. Timing and pricing are quoted individually according to the scope of work.

Lead time for custom scenography depends on the complexity of the design, supplier availability, construction, installation and any required technical tests. Late requests or changes may be declined, moved to another date or charged separately. Costs already committed to external suppliers are non-refundable.

Re-arranging a setting or implementing changes during booked studio time may reduce the time available for recording. Only our team may move studio furniture, lighting, backdrops or technical equipment. Nothing may be painted, drilled, nailed, glued or attached to studio surfaces without written approval. Confetti, glitter, smoke, haze, open flames, water effects and other materials that may damage the space or equipment require prior written approval and may be refused.

The POD provides the cameras, microphones, studio lighting and live production technology included in the confirmed Recording Setup and Package. Our Studio Technical Producer manages the recording workflow and makes technical decisions needed to protect quality, safety and continuity.

Where a specific equipment model is listed, we may substitute equipment of an equivalent or higher production standard when required because of maintenance, availability or technical compatibility. Special cameras, lenses, microphones, operators or other externally sourced equipment can be arranged as paid add-ons.

Clients and guests must not move, connect, disconnect or operate studio equipment without permission. Personal devices may be connected only after approval and testing. We cannot guarantee compatibility with untested equipment, software, storage media or third-party platforms.

A live-edited master is created during the recording by switching between camera angles in real time. It is designed to provide an efficient, coherent master recording but it is not the same as advanced post-production completed after the session.

Advanced post-production may include restructuring content, removing or replacing sections, detailed audio work, colour grading, incorporating client-supplied or licensed external footage, additional images, graphics, animation, branded titles, sponsor graphics and custom visual packages. This work requires a separate brief, schedule and quotation.

Post-production timelines begin when we have received all required materials, instructions and approvals. Delayed feedback or missing assets may move the delivery date. The number and scope of revisions included in any edit will be stated in the quotation. Further revisions or changes to an approved brief will be quoted separately.

Your booking confirmation defines the files included in your Package. Depending on the confirmed scope, delivery may include individual camera files, separate audio tracks, raw footage, a live-edited master, promotional reels or other finished content.

Raw footage is unprocessed production material. It may include test recordings, false starts, repeated takes, ungraded images and separate audio that requires editing or synchronisation. Raw footage should not be understood as finished or ready-to-publish content.

Files are normally delivered through a secure download link or another agreed transfer method. You are responsible for checking the delivery, downloading all files and creating your own backups before the retention period ends. Please report missing, corrupted or inaccessible files as soon as possible.

We retain delivered source files and project files for 14 calendar days from the date the delivery link is issued. After that period, files may be permanently deleted without further notice.

Longer archive storage is not included unless agreed in writing. If files remain available after the retention period, recovery, re-upload or archive services may be charged separately. We do not guarantee that deleted or expired files can be recovered.

You retain ownership of materials you supply to us. You confirm that you have the right to use all scripts, music, images, footage, logos, trademarks, presentations and other materials provided for the production. You are responsible for licences, releases and permissions required for publication and distribution.

Once the booking has been paid in full, you may use the delivered recordings and finished content for the purposes agreed in the booking. Editable project files, production templates, studio systems and third-party licensed assets are not included unless the quotation states otherwise.

We treat unreleased recordings and production materials as confidential and share them only with team members, approved subcontractors and service providers who need access to deliver the booking. If your project requires a non-disclosure agreement or special data handling, this must be arranged before materials are shared or recording begins.

We process booking, contact, billing and production information to manage the session and deliver the agreed services. Personal data is handled in accordance with applicable Indonesian law. You are responsible for sharing participant information with us lawfully and for protecting any delivery links or files you receive.

Everyone attending must follow reasonable instructions from the studio team. We may pause or stop a session if conduct, equipment use or production activity creates a safety risk, threatens the space or equipment, disrupts other occupants or is unlawful.

The following are not permitted without prior written approval:

• smoking or vaping inside the studio
• illegal substances, weapons or dangerous items
• open flames, smoke, haze, liquids or effects near equipment
• glitter, confetti, strong adhesives, paint or materials that are difficult to remove
• animals other than approved assistance animals
• moving furniture, décor, lighting or technical equipment without studio staff

Food and drinks must remain in approved areas unless the production specifically requires them on set. You are responsible for damage caused by you, your guests, your crew or materials you bring into the studio, excluding normal wear and tear.

Catering and refreshments may be supplied by third parties. Please disclose allergies and dietary requirements in advance. Although we will pass this information to the supplier, we cannot guarantee an allergen-free environment.

Livestreams, remote contributions and platform-based recordings require advance technical planning and testing. You are responsible for providing access to any client-owned account, channel, event page or platform and for confirming that it has the required permissions and capacity.

Livestreams, remote contributions and other internet-dependent productions rely on connectivity supplied by independent third-party internet and platform providers. THE POD takes reasonable steps to prepare and test the connection but cannot guarantee uninterrupted service and is not responsible for outages, speed reductions, latency, platform failures or other disruptions caused by those providers or circumstances outside our reasonable control.

Where local or backup recording is included, it will be identified in the booking confirmation. Any dedicated or redundant internet solution must be arranged in advance and may incur an additional charge.

If a material part of the recording is lost or unusable because of a verified failure of studio equipment or systems within our control, we will discuss an appropriate remedy. This may include re-recording the affected portion without an additional studio charge or refunding the fee paid for the affected service.

Neither party is responsible for delay or failure caused by events beyond reasonable control, including severe weather, natural disaster, power or network outage, government action, civil disturbance or serious illness. We will work in good faith to reschedule the affected service. Non-recoverable third-party costs remain payable.

Please keep personal belongings with you and remove all items at the end of the session. The POD is not responsible for loss, theft or damage to unattended personal property except where responsibility cannot be excluded under applicable law. Items left behind may be held for 14 days before disposal or donation.

We may refuse or stop a production that is unlawful, unsafe or materially different from the approved booking. You remain responsible for the legality of your content, claims, promotions and distribution.

Nothing in this policy excludes or limits rights or remedies that cannot be excluded under Indonesian law. This policy and each booking are governed by the laws of the Republic of Indonesia. If a concern arises, both parties will first try to resolve it promptly and in good faith through direct discussion.

We may update this Studio Policy from time to time. The version accepted when your booking is confirmed will apply to that booking unless a change is required by law or agreed with you in writing.

Questions, access requirements, special production needs and policy requests should be sent through the contact details in your booking confirmation or through the official The POD Media Factory website before the session.

This table provides a convenient summary of the main timing and payment terms. The full numbered sections above govern the booking and should be read before confirmation.