Rental Agreement | Terms & Conditions
Coastal Creative Studios
76 New York Ave | Suite One | Halesite, NY 11743
This Agreement is between Coastal Creative Studios, hereby to be stated as the (“Studio”) and the person or entity renting the Studio’s premises or equipment, who is signing this contract, is referred to as the (“Renter”).
This agreement incorporates the entire understanding and agreement between Coastal Creative Studios and the Renter. Any modifications of this Agreement must be in writing and signed by both parties.
In order to book the studio space, the Renter accepts and agrees to be bound by these Terms and Conditions set below. Therefore, in consideration of the mutual covenants and promises hereinafter set forth, the parties agree as follows:
1. PAYMENTS & DEPOSITS
In order to confirm and hold a reservation a 50% non refundable deposit must be paid at the time of booking as well as a credit card authorization form. In the event of a cancellation 48 hours or more in advance the deposit is transferrable to a new rescheduled date within 10 days of the originally scheduled shoot at no additional cost to the Renter.
Please note that we do not require a damage deposit to renters, however, your consent to this agreement means that you authorize Coastal Creative Studios to charge your card for any damages. (See Section 5- Damage)
All rental and maintenance fees must be paid in full no later than 48 hours prior to the day of the booking.
There is a 3% transaction fee on all credit card and/or PayPal transactions. Zelle or other ACH transfer payments are accepted without a fee. No checks will be accepted.
Rental rates and/or fees, including overtime fees, are listed on the Studio’s website which the Renter agrees to at the time of booking. Future rental rates are subject to change without prior notice.
Coastal Creative Studios allows a 15min grace period both before and after the designated rented time free of charge. This allows for set up, break-down, and clean up without going into the paid rented time. The Studio must be left clean and in the condition as renter’s arrival by the end of the shoot up to and including the 15min grace period.
No prior drop-off and/or pick-up after completion of a shoot, of equipment, props, etc., unless negotiated at the time of the rental contract; additional fees may apply. If Renter goes over the designated rental period, an overtime fee of $150 will apply (if the Studio schedule allows) and Renter will be charged in one-hour increments or as otherwise agreed upon by the parties in advance.
Since rental periods are pre-arranged in advance, any changes needed to be made to the rental period the day of the booking are not guaranteed and are subject to a Studio representative’s approval.
Cancellations of confirmed bookings will result in the following charges:
49 hours or More:
50% of the payment is due at booking which is non refundable. If the Renter desires to reschedule then the full payment must be made within 48 hours of originally scheduled booking date/time. The new shoot must take place within 10 business days of the original date or the Renter forfeits their deposit.
48 hours or Less:
Full payment is due 48 hours prior to the scheduled shoot. Cancellations made 48 hours or less to the scheduled booking date/time can not be refunded but can be rescheduled as a one time courtesy within 10 days of the original booking date at no additional cost to the Renter.
All refunds must be confirmed by the Studio and will be made in the manner used for the original booking. The Studio reserves the right to charge a 5% processing fee (if needed) for the refund of any rental fee due to cancellation.
If the Studio must cancel the Renter’s reservation, the Renter will be given, in the Studio’s sole discretion, either a rescheduling priority date or a full refund. Coastal Creative Studios is not liable for acts out of its control that affect the shoot, such as building equipment failures, power outages, weather, acts of God, natural disasters or emergencies. In such cases, the Studio will refund a prorated portion of the Renter’s payment. Coastal Creative Studios reserves the right to cancel a booking for any reason, refund any payments/deposits, and assume no further liability.
No shows will be charged the full booking fee - no exceptions. Signing this agreement means that you authorize the Studio to charge your card on file.
The Studio does not require a damage deposit to renters, however, signing this agreement means that you authorize Coastal Creative Studios to charge your card for any damages caused during the duration of your shoot.
The Renter (and anyone associated with the Renter, including, but not limited to assistants, guests, models, photographers, etc.) hereby assumes all responsibility for all risks associated with and/or resulting in the Renter's use of the premises and equipment, even if Coastal Creative Studios is found to be negligent or in breach of any duty of care or any obligation to the Renter.
The Renter shall be solely responsible for any damage to the Studio’s property, water and electrical features, furniture or equipment that occurs during the time the Renter or their party occupies the Studio (with the exception of normal wear/tear), as well as the loss of profit and refunds to confirmed bookings in cases when damages require the Studio to temporarily close for repairs.
The Renter agrees to pay reasonable repair costs to bring damaged equipment back to working condition. The Renter also agrees to pay for damage to the premises including but not limited to spills, excessive wear, marks or stains on furniture, damage to floors, damage fixtures or painted surfaces. Damage charges must be paid within 10 business days.
If Renter does not return Premises to the order and cleanliness found when the Renter arrived, the Studio will charge at minimum a $50 cleaning fee.
6. STUDIO RULES AND REMINDERS
The Renter and its personnel, assigns, employees, contractors and clients are required to observe any rules and regulations required by the Studio. The Studio reserves the right to remove from the premises any individual who violates the Studio’s rules. Some rules if broken will result in a $500 fine (per incident).
Treat the Studio space with care and respect
The Renter signing this contract must be present for the entire duration of the studio rental
No muddy/dirty/snowy shoes or boots are permitted. We recommend bringing a change of clean shoes to change into at the door when entering the space if needed.
Children must be supervised at all times
Maximum of 10 people in Renter’s party, unless otherwise stated by studio; an additional fee of $15 per person
Inquire within for maximum occupancy
Absolutely no glitter or confetti
The use of fire, fireworks or pyrotechnics is strictly prohibited
Any kind of weapons is strictly prohibited; a $500 fine will be charged for each incident
If you need to hang anything please use command hooks
There is no hardwired phone line at the Studio. Make sure attendees have reliable cell phones and chargers if needed.
Complimentary WIFI is provided by the Studio but connectivity is not guaranteed.
Paper Backdrops: Up to three backdrops are included. Every other color costs $10 to use
Full rolls of paper backdrops are $150 + tax
The Studio has various lighting conditions and situations depending on time of day/year/weather. No refund will be issued with customer dissatisfaction of lighting due to weather or unfamiliarity of lighting schedule.
Upon request a full list of studio lighting equipment can be provided
The Renter and their party are allowed to bring in their own backdrops, lighting, etc.
A 15 min grace period before and after the designated booking time is given to each renter free of charge. This allows for set up, break down and clean up without sacrificing your paid time. Any time in the Studio before or beyond that grace period will result in an overtime fee of $150 (if the studio schedule allows) and Renter will be charged in one-hour increments or as otherwise agreed upon by the parties in advance
The Renter must notify a Coastal Studio Representative if the party decides to leave the Studio space at any time during the paid studio rental.
The front door must remain locked during all photo shoots
No smoking or vaping is permitted in the Studio; a $500 fine will be charged for each incident
No illegal drugs are permitted in the Studio; a $500 fine will be charged for each incident
All Boudoir shoots must use accordion privacy wall so the shoot is not visible to those passing by on the street
Any models/participants in the photo shoot must change in appropriate changing quarters (the bathroom or designated changing room)
Dogs are allowed as long as they are pre-approved from a Coastal Creative Studios Representative (in writing)
If Renter does not return Premises to the order and cleanliness found when the Renter arrived, the Studio will charge at minimum a $50 cleaning fee.
The Studio agrees to provide equipment in good working order, but makes no special guarantees as to said equipment’s functionality or suitability to the Renter’s purposes. The Renter shall notify the Studio immediately of any malfunction, damage or other issues with the equipment. Coastal Creative Studios staff shall have the right to inspect studio equipment and/or any part of the studio at any time during the rental term. If a breach of any of the provisions of the Rental Contract is discovered upon inspection, Coastal Creative Studios reserves the right to revoke the Renter’s access to the equipment and/or studio, without any liability to the Renter. All of the equipment provided is accounted for before and after each session. If anything is missing, the Renter will be charged the retail “new” value for that item. The Renter will be provided a form which lists the inventory at the start of the Renter’s session at Coastal Creative Studios. It is the customer’s responsibility to notify CCS if there is any missing inventory/equipment, before the session starts. Should there be no notification, the Renter will be held liable for any missing equipment/inventory at the end of the session.
The Studio agrees to provide all amenities as listed on the website at booking time unless noted otherwise.
8. CONDITION OF PREMISES
Coastal Creative Studios represents and warrants that all property and equipment is in good condition. All defects or damage to the premises are deemed to have resulted from the use of the premises by Renter, unless defects or damage was noted, in writing, prior to the renter’s occupation of the premises.
The Renter is fully liable for and shall at the Renter’s expense replace any items on the premises which are lost, stolen, missing or damaged while renter is on the premises.
Businesses, Corporations, Production Companies and other entities may be required, prior to rental, to present a certificate of general liability insurance naming “Coastal Creative Studios,” and “STEINBERGANNA Holdings, LLC” residing at 76 New York Ave Halesite, NY 11743 as additional insured on the dates of the rental. If required, Renter’s liability insurance shall be deemed primary and non- contributory insurance in the event of any claim or suit. Liability insurance shall be Commercial General Liability with a minimum of $1,000,000 per occurrence & annual aggregate. By signing this agreement, the Renter states that they carry general business liability insurance and that the Renter will be able to provide proper documentation if requested.
11. CLEANING & TRASH
The Renter agrees to leave the Premises and all contents and fixtures in as good of a condition as when received, reasonable wear and tear from permitted uses excepted. The Studio will dispose of trash collected in the supplied trash cans. Renter must discard larger items, such as props and set pieces. Disposal of large amounts of garbage due to large sets may also accrue additional costs. All items brought to the Premises by the Renter are to be removed by the Renter. Items left after 7 days will be assumed abandoned and may be discarded or kept by the Studio for Studio use, with no compensation due to the Renter, at the discretion of the Studio. If the Renter does not return Premises to the order and cleanliness found when the Renter arrived, the Studio will charge, at minimum, an additional $50 cleaning fee.
This is a shared studio and we maintain a professional environment. The Renter shall be solely responsible for the conduct and welfare of all persons accompanying the Renter while on the Studio’s Premises. Renter agrees that a Coastal Creative representative may, at the Studio’s sole discretion, be present at all times. If the representative observes or otherwise becomes aware of dangerous, pornographic, illegal or negligent practices or activities, the representative reserves the right to stop the shoot and may require the Renter and the Renter’s party to immediately vacate the premises. In such case no refund will be given for unused time. However, the Studio and its representatives assume no responsibility to act in such cases.
13. AGE OF MODELS
The Renter is solely responsible for verifying that all photographic subjects/models employed during the Renter’s rental period are of legal age. The Studio has no responsibility to determine or verify the age of participants in the Renter’s activities but reserves the right to demand proof of parental consent if models or photographic subjects are under the age of 18 and to end those activities if the Studio becomes aware that legal age violations are occurring. The Studio is not liable in the case of an invalid ID or any other form of age verification.
14. WARRANTIES & REPRESENTATION
No warranties or representations with respect to the suitability of the premises for the intended use, either express or implied, are made.
15. WAIVER OF LIABILITY
Use of Company’s Premises and equipment is at Renter’s risk. Renter hereby agrees that Company will not be held liable for any direct, indirect, incidental or consequential damage, injury or loss to Renter, his party or possessions while on the Premises.
16. INDEMNITIES AND HOLD HARMLESS
Renter, on his/her own behalf or his/her heirs, next of kin, executors, administrators, personal representatives, assigns, or anyone in Renter’s party, agrees to hold harmless from and against and indemnify, release and forever discharge Coastal Creative Studios, its owners, staff, agents, representatives, associates, officers, employees, guests and tenants, against any suit, claim, loss, accident, judgment, fine, personal injury or damages, including property damage or loss from all liability for personal injury, property damage or loss, costs, demands, court costs, hospital costs, attorney’s fees, liabilities or whatever nature or kind (including but not limited to contracting communicable diseases, such as COVID-19), arising as a result of any accidents, falls, equipment malfunction or failure, or any other damage(s)/accidents/ loss, or any other cause while on the premises, resulting from the rental due to any cause, including, but not limited to negligence (failure to use such care as a reasonably prudent and careful person would use under similar circumstances), breach of contract, mistake(s), action, inaction, breach of any duty imposed by law or error of judgment on the part of Coastal Creative Studios’ owners and/or staff. This indemnification shall continue in full force and effect during and after the term of the rental for such causes arising during the term of the rental.
Any controversy or claim arising out of or related to this Agreement, or breach of this Agreement will be settled by binding arbitration, in the State of New York and subject to the commercial arbitration rules of the American Arbitration Association. The parties further agree that any such controversy or claim shall be submitted to one arbitrator selected from the panels of arbitrators of the American Arbitration Association. Each party shall be responsible for its share of the arbitration fees in accordance with the applicable Rules of Arbitration. In the event a party fails to proceed with arbitration, unsuccessfully challenges the arbitrator's award, or fails to comply with the arbitrator's award, the other party is entitled to costs of suit, including reasonable attorney's fees and costs and any additional relief granted, for having to compel arbitration or defend or enforce the award. Notwithstanding the foregoing, either party may refuse to arbitrate when the dispute is for a sum less than $200.
18. FORCE MAJEURE
Notwithstanding anything to the contrary contained herein, Coastal Creative Studios shall be liable for any delays or failures in performance, in whole or in part, by either of the parties resulting from acts beyond his/her/their reasonable control, including without limitation, natural disasters, acts of war or terrorism, COVID-19 pandemic, forced quarantines, epidemics, pandemics, acts of terrorism, insurrections, riots, civil commotions, strikes, lockouts or other labor disturbances, shortages of supply, breakdowns or malfunctions, interruptions or malfunction of computer facilities, or loss of data due to power failures or mechanical difficulties with information storage or retrieval systems, labor difficulties or civil unrest. Notwithstanding the foregoing, in the event of such an occurrence(s), each party agrees to make a good faith effort to perform its obligations hereunder. In the event of any such excused delay, the time for performance of such obligations shall be extended for a period equal to the time lost by reason of the delay. A Party claiming the benefit of this provision shall, as soon as reasonably practicable after the occurrence of any such event, take reasonable steps to minimize/ mitigate any interruptions, (a) provide written notice to the other Party of the nature and extent of any such Force Majeure condition; and (b) use commercially reasonable efforts to remove any such causes and resume performance under this Agreement, as applicable, as soon as reasonably practicable. At no time is any such necessary extension, delay, deferral or modification by either party is to be construed as a waiver of any obligation under this Agreement.
The Renter shall comply in all respects with all federal, state, county, city, or other local laws, regulations, and ordinances and all rules and regulations of any governmental authority, in connection with this Agreement. This Agreement incorporates the entire understanding and agreement between the Studio and the Renter. Any modifications of this Agreement must be in writing and signed by both parties. Any waiver of a breach or default hereunder shall not be deemed a waiver of a subsequent breach or default of either the same provision or any other provision of this Agreement. This booking constitutes a legal and binding Agreement between The Studio and the Renter.
20. APPLICABLE LAW
This Agreement will be governed by the laws of the State of New York.