Studio Terms & Conditions (April 2026) 

1. General

1.1 Terms used:

“Us” / “Our” / “We” shall mean Olive Hill Records.

“Equipment” shall mean goods, components, and any other items hired or sold by Olive Hill Records.

“Services” shall mean any work carried out by Olive Hill Records or any of its representatives.

“You” / “Your” / “The Client” shall mean the person, firm, corporate or public body hiring or purchasing equipment or services.

1.2 This document will have been sent out to you upon your expression of interest in working with Olive Hill Records, or confirmation of your booking with us. It is your responsibility to ensure you have read and understood the below points. these terms will apply from the point of confirmed booking onwards; by continuing with your booking, you agree to the following:

2. Payments/Deposits

2.1 Payment is due in full on or before the due date stated on the invoice.

2.2.1 Failure to meet the terms on your invoice (late payment) will result in you being charged an admin fee of £25. You will receive a reminder by email and you will be given three (3) business days from this point to pay any further charges.

2.2.2 Further lateness after this time has elapsed will result in a charge of 10% of the invoice total being added to the fee per calendar week overdue, backdated to the original due date.

2.2.3 Any payments that are due in advance (e.g. Recording sessions) that are not settled by the due date listed on your invoice may result in the cancellation of your hire.

2.3 Any deposits charged to secure booking with us are non-refundable in the event of cancellation for any reason(s).

2.4 Any deposits taken by us for recording sessions will be fully refunded only after it has been confirmed that the equipment used during the session was not damaged. Please see section 4 for more detail regarding recording sessions.

2.5.1 Payment is generally expected to be by bank transfer. The information for this will be listed on your invoice.

2.5.2 Payment by any other method(s) can be arranged but will need to be agreed in advance (7 days or more) of your due date. Some other methods may mean that any associated banking charges are passed onto you.

3. Cancellations

3.1 From the point of booking confirmation all services provided by us will be subject to our standard cancellation policy (unless stated otherwise). This is listed below as calendar months/weeks and percentages of your balance owed to us:

Within three (3) months: 20%

Within one (1) month: 50%

Within one (1) week: 100%

3.2 Should we choose to waive any of our cancellation fees, this is done on a case-by-case basis and should in no way be used to influence any decision past, present, or future.

3.3 Cancellation fees will be invoiced for and will be subject to standard payment terms as per section 2 (above).

4. Recording Sessions

4.1 The Client assumes full responsibility for all equipment used during the recording session from the commencement to the conclusion of the session, including all time in between. The Client shall be liable for any and all costs resulting from damage, loss, theft, or other incidents, up to and including the full replacement value of the equipment.

4.2.1 In the event that any item(s) used during the recording session are missing or stolen, the Client must report the incident immediately and take all reasonable steps to recover or return the item(s) within five (5) business days, unless otherwise agreed.

4.2.2 Should the item(s) remain missing or unrecovered after this period, the Client will be charged the full replacement cost of the item(s), in addition to any applicable restocking fees.

4.3 Olive Hill Records accepts no liability for injury, damage, or any costs arising from the use of equipment during recording sessions. The Client is responsible for ensuring adequate insurance coverage for such risks.

4.4.1 Recording sessions can be scheduled to begin and conclude between 12:00 (12PM) and 18:00 (6PM) on the agreed dates as listed on the invoice.

4.4.2 The Client will be charged for recording time in accordance with the current rates outlined in the Olive Hill Records Pricing List. Bookings scheduled outside of standard hours may be subject to additional charges, as detailed in the Pricing List.

4.5 The Client and all contributing artists shall receive appropriate credit as composers, performers, or contributors in all distributed materials. However, under the Copyright, Designs and Patents Act 1988 (CDPA), the phonographic rights (℗) and copyright (©) in the sound recordings and associated releases shall remain the sole and exclusive property of Olive Hill Records, unless otherwise agreed in writing.

4.6 Olive Hill Records agrees to maintain a backup of the multi-track “project files” for a period of 6 months following the final session. After this period, we are not longer liable for data loss. It is the Client’s sole responsibility to request and secure their own copies of raw stems if they wish to archive them long-term.

5. Administrative Fees for Releases

5.1 Where Olive Hill Records is engaged to assist with the distribution of material, a flat-rate administrative fee shall apply per release. The applicable rates are outlined in the Olive Hill Records Pricing List, which forms part of these Terms by reference. These fees cover the time required to review submitted assets, prepare the release, manage metadata, liaise with rights holders, and facilitate distribution across relevant platforms.

5.2 The Client is responsible for ensuring that all necessary assets (including audio files, metadata, artwork, and relevant credits) are delivered in full and in accordance with the required specifications. Any delays or issues arising from incomplete or incorrect submissions may incur additional administrative charges.

5.3 The Client warrants that they hold all necessary rights, licenses, and permissions for the use, distribution, and exploitation of all materials submitted to Olive Hill Records. This includes, but is not limited to, rights related to the audio recordings, compositions, artwork, and any associated intellectual property. The Client agrees to indemnify and hold Olive Hill Records harmless from any claims, damages, or liabilities arising from any breach of these warranties.

5.4 For third-party releases administered by Olive Hill Records, the Client and any contributing rights holders shall receive appropriate credit as composers, performers, or contributors. In accordance with the Copyright, Designs and Patents Act 1988 (CDPA), all phonographic rights (℗) and copyright (©) in the sound recordings and associated releases shall remain the sole and exclusive property of the Client or relevant third-party rights holders. Olive Hill Records acts solely as an administrator and distributor in such cases, and administrative fees will apply as outlined in these Terms.

5.5 If Olive Hill Records is required to liaise with third parties (e.g., producers, artists, labels, or rights holders) to obtain missing assets, confirm permissions, or resolve disputes, this time will be billed at our standard administrative rate.

5.6 In the event that Olive Hill Records is requested to prepare release forms, obtain performer or rights holder signatures, or issue contractual paperwork on behalf of the Client, additional administrative fees may apply.

5.7 Olive Hill Records accepts no responsibility for the accuracy or legality of any third-party material submitted for distribution. The Client must ensure that all necessary rights and clearances have been obtained prior to submission.

6. Timings

6.1 Any timings that have been agreed should be adhered to as near as possible. Reasonable charges will be accommodated to the best of our ability but in some cases may result in further charges.

6.2 Finishing times for recording sessions agreed at any point up to and including the day(s) of the session(s) should be adhered to. Small overruns (fifteen (15) minutes) will be accommodated but anything past this will result in extra charges being applied.

6.3 In addition to point 6.2, if the finish time of the recording session coincides with any external restrictions (e.g. studio opening times), we cannot accommodate even a small overrun. Services will be halted and we are not to be held responsible for any repercussions due to this.

6.4 Any “Day Rate” bookings are to cover a maximum of ten (10) hours under this fee. Any extra time will be charged for on a per hour basis.

6.5 In the event of any delays to set-up/de-rig that are out of our control we are not to be held responsible for any delays further down the schedule as a result of this.

7. Royalties

7.1 Unless otherwise agreed in writing, all revenue generated from the commercial exploitation of any sound recordings produced, released, or distributed by Olive Hill Records shall be subject to a split of 40% to us, and 60% to the Client.

7.2 “Commercial exploitation” includes, but is not limited to: digital and physical sales, streaming income, licensing, and sync placements.

7.3 The 40/60 split shall apply to Net Revenue, defined as the gross income actually received by Olive Hill Records from the relevant platforms or distributors, after deduction of any third-party costs (including distributor fees, transaction charges, and applicable taxes).

7.4 Royalty payments shall be calculated and issued on a quarterly basis. Statements will be provided via email, and payment will be made within thirty (30) days of the end of each calendar quarter, provided that your accrued royalty balance has reached a minimum of £25.00. Balances below this threshold will roll over to the next payment cycle.

7.5 Once the £25.00 threshold has been met, you will be notified via email and must issue an invoice to Olive Hill Records in order to initiate payment. Olive Hill Records shall not be required to release payment without a valid invoice.

7.6 It is the responsibility of the Artist(s) to ensure that we have up-to-date and accurate payment information. Unclaimed or failed payments will be held for twelve (12) months, after which the funds may be retained by us at its sole discretion.

7.7 Where multiple individuals (e.g. vocalists, musicians, producers) have contributed to a recording, it is the sole responsibility of the Client (or the designated primary Artist) to distribute the 60% Artist share accordingly. Olive Hill Records shall pay the full 60% Artist portion to the Client or designated payee, and shall not be held liable for any internal disputes or misallocations between contributors.

8. Information

8.1 You should take all reasonable steps to ensure that we are well informed as to the nature of our task. This should include (but not limited to) all artist and venue information, timings, any restrictions (logistics, sound levels, licensing, etc.) and any other relevant information. We are not responsible for any shortfall in the event that this information does not reach us in a timely manner.

9. Right of Refusal

9.1 In the event of any unacceptable behaviour during the course of our business with you or anyone associated with you, Olive Hill Records (and its representatives) reserve the right to refuse the continuation of any work(s) being carried out. You will still be required to pay in full should this occur. This includes, but not limited to; Malicious intimidation, Threats of or actual violence, Threats of or actual damage to equipment or property, theft, etc.