Agreement to These Terms

These Terms of Service govern the use of the website operated by TDF Media LLC and the video set rental services provided from the studio yard at 1033 E Fallbrook Way, Sandy - 84094-0721, United States (US). By visiting the website, sending an enquiry, confirming a booking or entering the premises, a person agrees to these terms and to the Privacy Policy. A person who does not agree should not use the website or the services.

Where a production books a service in the name of a company, the person who confirms the booking confirms that they have authority to bind that company. In that case the company is the client for the purposes of these terms, and the individual who signed is a point of contact rather than the only responsible party.

These terms apply alongside any written quote, booking confirmation or service agreement issued by TDF Media LLC. If a signed agreement conflicts with these terms, the signed agreement takes precedence for that booking, and the remaining terms continue to apply to everything else.

Definitions

In these terms, the words below have the meanings given here. The company means TDF Media LLC. The studio yard means the premises at 1033 E Fallbrook Way, Sandy - 84094-0721, United States (US). The client means the person or company that books a service. The booking means the confirmed arrangement for one or more services on specified dates.

The services means the six services described on the website, namely stage booking bays, lighting plot runs, location scout desks, equipment check windows, call sheet reviews and wrap day sittings, together with anything else that the company agrees in writing to provide. The crew means the people that the client brings onto the premises, including employees, freelancers, contractors and volunteers.

Equipment means any item that the company provides or that the client brings onto the premises. A wrap day sitting means the closing session at the end of a booking at which the set is struck and the records are closed. A date hold means a provisional reservation of a date that has not yet become a confirmed booking.

The Services

The company provides a set dressing bay and video set rental service from the studio yard. The services are described in general terms on the website and in detail in the quote that follows an enquiry. The description on the website is an invitation to enquire and not a binding offer, and the company may decline a booking where the dates are unavailable, where the request falls outside what the yard can safely support, or where the client has an unresolved account.

The company will provide the services with reasonable care and skill and in line with the standards described on the website. The company will use reasonable efforts to keep the description of the services accurate, but small differences between a description and the way a particular shoot runs are normal and do not amount to a failure to provide the service.

Where a service depends on a third party, such as a location owner or a visiting crew, the company will coordinate on behalf of the client but cannot guarantee the performance of that third party. Any limit on availability that the company knows about before a booking is confirmed will be stated in the quote.

Bookings and Date Holds

A booking begins with an enquiry and becomes binding when the company confirms the dates in writing and the client accepts the quote. Until then, a date is a hold rather than a booking. A hold is provisional and may be released if another production confirms the same dates before the first production has accepted its quote.

The client is responsible for providing accurate dates, contact details, crew size and a description of the shoot. A booking is made for the dates stated in the confirmation and for the services listed in it. Any change to the dates or the services must be agreed in writing, and a change may affect the rate and the availability of the studio yard.

The company will confirm a booking in writing with the dates, the services, the rate and any conditions that apply. The client should read the confirmation carefully and raise any discrepancy within two business days. After that period, the confirmation is treated as an accurate record of what was agreed.

Stage Booking Bays

A stage booking bay gives the client exclusive use of a clear bay for the period stated in the confirmation. The bay is reserved for half day or full day blocks and can be held across consecutive days where the calendar allows, so that a dressing build does not have to come down between shooting days.

The client must use the bay only for the purpose described in the booking. Floor markings may be applied for the length of the booking, provided that they are removed at the wrap day sitting and do not damage the floor. Attachments to walls, ceilings or the grid require prior approval, because an unapproved fixing can damage a surface that the next production will see.

The client must leave the bay in a condition that allows the next production to use it. This means that the set is struck, the floor is swept, cable is coiled and equipment is returned to its case. Where the bay is left in a condition that requires more than ordinary cleaning, the company may charge the reasonable cost of restoring it.

Lighting Plot Runs

A lighting plot run is a scheduled session in which the plot is hung, aimed and tested before the shooting day. The goal of the run is to confirm that every fixture in the plot works and that the positions will hold, so that the first hour of the shooting day is spent refining rather than repairing.

The client must provide an accurate plot before the run and must tell the company about any fixture or control requirement that the yard may not be able to support. Where the client brings its own lighting team, the run becomes a joint session and the visiting team confirms the positions before the call sheet is released.

A plot run does not transfer responsibility for the creative lighting design to the company. The company tests what is hung and records the result, but the client remains responsible for the look of the scene. If a fixture fails after the run and before the shoot, the company will make reasonable efforts to replace or repair it, and the client should report the failure as soon as it is found.

Location Scout Desks

A location scout desk gives the client a working space and a session with the studio yard team to review exterior options for scenes that cannot be shot in a bay. The session covers access, parking, power, hours and the practical cost of each option. The output is a shortlist with the compromises stated plainly.

The company provides information and opinion but does not own or control the locations that are discussed. The client is responsible for obtaining any permit, permission or insurance that a chosen location requires. The company is not liable if a location becomes unavailable, changes its terms or is found to be unsuitable after the scout session.

Information shared during a scout session is handled under the Privacy Policy. A client should avoid sharing material that it is not entitled to share, and should tell the company if a location is sensitive so that the session can be arranged with the appropriate discretion.

Equipment Check Windows

An equipment check window is a scheduled block in which every case is opened, counted and signed against the rental sheet. The client or its representative must attend the window, or send someone with authority to sign. A window that the client misses may be rebooked, subject to availability, and a missed window does not extend the rental period.

The signed sheet is the record of what left the yard and what came back. The client is responsible for the equipment from the moment it is signed out to the moment it is signed back in. Equipment that is lost, stolen or damaged during that period is dealt with under the damage and loss section of these terms.

The company checks condition as well as presence. A cable that is present but damaged is treated as a damaged item, because a damaged cable will fail on set in the same way as a missing one. The client should inspect the equipment at the window and raise any concern before signing, since a concern raised after the shoot is harder to resolve.

Call Sheet Reviews

A call sheet review is a careful read of a call sheet before it is sent. The review looks at the address, the call times against travel, the crew list against the departments that the day needs, the scene order against the light, and the placement of breaks. The review produces a short list of corrections and a green light.

The review is a check and not a rewrite. The client remains responsible for the content of its own call sheet and for communicating it to its crew. The company will not send a call sheet to a crew on behalf of a client unless that has been expressly agreed, and it will not use the information on a call sheet for any purpose beyond the review.

A review does not guarantee that a shooting day will run without incident. Weather, illness, equipment failure and changes on the day can affect any schedule. The value of the review is that it removes the errors that can be caught before the day begins, and the company will carry it out with that limited but useful purpose in mind.

Wrap Day Sittings

A wrap day sitting closes the booking. At the sitting the set is struck in an order that protects the flats and the floor, the equipment is counted back in against the signed sheet, and any damage is recorded while the people who saw it happen are still present. The sitting is short by design and should not be skipped.

The client must attend the sitting or send a representative with authority to sign the closing records. The signed closing record is the agreed account of the equipment returned and the condition of the bay. A client that leaves without a sitting accepts that the company record will be the basis for any later question about damage or loss.

Where a production has another block of dates, the sitting is also the point at which the next booking can be pencilled in. A provisional next date does not become a binding booking until it is confirmed in writing, but booking it early protects the calendar and avoids a scramble later.

Fees and Payment

The fee for a booking is stated in the quote and confirmed in writing. The fee covers the services listed in the confirmation for the dates stated. Anything that is not listed, such as additional days, extra services or replacement of damaged items, is charged separately at the rate stated in the quote or, where no rate is stated, at a reasonable rate agreed before the extra work begins.

Unless the quote says otherwise, a deposit is due on confirmation and the balance is due within fourteen days of the invoice date. Dates are not held exclusively until the deposit is received. The company may suspend a booking where an invoice is overdue, and may charge interest on an overdue amount at the rate allowed by law.

Fees are exclusive of any tax that applies, which will be added where required. The client is responsible for any bank charge or currency cost associated with a payment. Refunds are handled under the cancellation section and are otherwise at the discretion of the company where a service has already been provided.

Cancellation and Rescheduling

A booking may be cancelled or rescheduled in writing. Where a cancellation is received more than fourteen days before the first booked date, the deposit is refunded in full or transferred to a new date at the client choice. Where a cancellation is received between seven and fourteen days before the first booked date, the deposit is transferred to a new date where one is agreed, and is otherwise retained in part to cover the lost opportunity.

Where a cancellation is received less than seven days before the first booked date, the company may retain the deposit and charge for any cost that has already been committed, such as a booked crew or a reserved external service. A reschedule within seven days is treated as a cancellation and a new booking, subject to availability.

Where the company must cancel a booking for a reason within its control, it will offer a full refund or a priority reschedule, and it will tell the client as soon as the problem is known. The company is not liable for consequential loss arising from a cancellation, and the client should carry its own insurance for a shooting day that is lost.

Site Conduct and Safety

The client is responsible for the conduct of its crew on the premises. The crew must follow the safety instructions of the studio yard, must keep walkways and exits clear, must not obstruct the loading door and must not interfere with fixtures, power or the building systems without approval.

Smoking, open flame and any activity that creates a fire risk are prohibited inside the bay unless expressly approved in writing and covered by the appropriate precautions. Heated fixtures must be kept clear of combustible material, and a fire extinguisher must remain accessible at all times. A minor who is on site must be supervised by a responsible adult at all times.

The company may ask a person to leave the premises where that person behaves in a way that endangers others, damages property or interferes with another production. A refusal to leave may result in the booking being ended without refund, and in the involvement of the appropriate authority where necessary.

Damage and Loss

The client is responsible for any damage to the premises or the equipment that is caused by the crew, by a guest of the crew or by a contractor working for the client. Damage should be reported at the wrap day sitting, and the company will record it in the closing notes with the client present.

The client will pay the reasonable cost of repair or replacement for equipment that is lost, stolen or damaged beyond ordinary wear. Ordinary wear is expected and is not charged. A determination of whether damage is beyond ordinary wear will be made by the company, having regard to the condition recorded at the equipment check window.

The company may require the client to provide evidence of insurance for a production that brings high value equipment or that works in a way that carries an elevated risk. Where insurance is required, it will be stated in the quote, and a booking may be suspended until the evidence is provided.

Intellectual Property

The website, its text, its layout and its visual design belong to TDF Media LLC or are used with permission. A visitor may read the website and may print a copy for personal reference, but may not reproduce, republish or redistribute the content for a commercial purpose without written permission.

A client retains all rights in its own production materials, including scripts, storyboards, footage and call sheets. The company will not use a client production material for any public purpose without written consent. Any material that the company creates for a client during a booking, such as a lighting plot note or a scout shortlist, is provided for the use of that client for that production.

The names and marks of the company may not be used in a way that suggests an endorsement, a partnership or a sponsorship without written permission. A reference to a past production is permitted where it is factual and does not disclose confidential information.

Acceptable Use of the Website

A visitor may use the website for lawful purposes connected with the services. A visitor must not attempt to gain unauthorised access to the website or its systems, must not introduce malicious code, must not interfere with the availability of the site, and must not use automated means to extract content in a way that places an unreasonable load on the server.

A visitor must not submit information that is false, misleading or that belongs to another person without permission. A contact form or email address must not be used to send unsolicited commercial messages, and the company may block an address that is used in that way.

The company may suspend or restrict access to the website where it has a reasonable belief that these rules have been broken or that the security of the site is at risk. A suspension does not affect a confirmed booking, which continues to be governed by its own confirmation.

Limitation of Liability

Nothing in these terms limits liability that cannot be limited by law, including liability for fraud, for death or personal injury caused by negligence, and for any other matter that the law does not allow to be excluded. Subject to that, the following limits apply.

The company is not liable for indirect or consequential loss, including loss of profit, loss of a shooting day, loss of reputation or loss of opportunity. The company is not liable for a loss that arises from a third party, from a location that is outside its control, or from a decision that the client makes against the advice given in a scout session or a call sheet review.

Where the company is liable for a loss that arises from a booking, the total liability is limited to the fee paid for the service that gave rise to the loss. This limit does not apply to the company obligation to refund a fee where it has not provided the service at all.

Indemnity

The client agrees to indemnify TDF Media LLC against any claim, loss, damage, cost or expense that the company suffers as a result of the client breach of these terms, the client breach of a law, or the conduct of the client crew on the premises. This includes the cost of repairing damage and the cost of defending a claim brought by a third party.

The indemnity applies only to the extent that the loss is caused by the client and is not caused or contributed to by the company. The company will notify the client promptly of any claim and will allow the client a reasonable opportunity to participate in the response, provided that the company retains control of its own defence.

The obligation to indemnify survives the end of a booking and the end of the relationship between the parties, and it is limited in the same way as the limitation of liability section where the law allows.

Force Majeure

Neither party is liable for a failure to perform an obligation where the failure is caused by an event beyond that party reasonable control. Such an event includes a natural disaster, severe weather, fire, flood, an epidemic, a civil disturbance, a government order, a failure of a utility, and a strike or other labour dispute.

The party affected by such an event must tell the other party as soon as it is practical and must use reasonable efforts to reduce the effect. Where the event continues for more than thirty days, either party may end the booking without further liability, and the company will refund any fee that has been paid for a service that cannot be provided.

A force majeure event does not excuse a party from paying a fee for a service that has already been provided. The company will keep a clear record of any change that a force majeure event causes to a booking, so that the parties can settle what remains fairly.

Governing Law

These terms are governed by the laws of the State of Utah, United States (US), without regard to conflict of law rules. The parties agree that the courts of Utah have exclusive jurisdiction over any dispute that arises from these terms or from a booking, except where a mandatory law gives another court jurisdiction.

Before starting a formal claim, the parties will try in good faith to resolve the matter by discussion. A party who wishes to raise a dispute should write to page@tucsonhotel.autos with a clear description of the issue and the outcome that is sought. Where a discussion does not resolve the matter within thirty days, either party may proceed in the courts identified above.

If any part of these terms is found to be unenforceable, the remaining parts continue in full force and effect. The unenforceable part will be replaced by an enforceable provision that most closely matches the original intention.

Changes to These Terms

The company may update these terms from time to time to reflect a change in the services, a change in the law or an improvement in the way a booking is run. The date at the top of the page shows when the current version took effect.

A material change applies to a booking that is confirmed after the change takes effect. A booking that is already confirmed continues to be governed by the version that applied when it was confirmed, unless the client agrees to the new version in writing. A copy of a previous version can be requested by writing to page@tucsonhotel.autos.

Continuing to use the website after a change takes effect means that the updated terms apply to that use. A person who does not agree to an updated term should stop using the website and should raise the matter directly if it affects an existing booking.

Contact Details

Questions about these terms, a request for a previous version or a notice under any section should be sent to the contact below. Please include the booking reference or the dates concerned so that the matter can be located quickly.

TDF Media LLC
1033 E Fallbrook Way, Sandy - 84094-0721, United States (US)
Email: page@tucsonhotel.autos
Phone: +15096064421

The company aims to acknowledge a written notice within two business days. A notice that is required to be in writing is not effective until it has been received at the email address or the postal address above.