Terms and Conditions for Hire of Havana Haus

These Terms & Conditions apply to bookings made with Havana Haus, including studio hire, photography, videography, styling, podcast recording and production, post-production and other creative services.

By completing an online booking, accepting a quote or proposal, or paying an invoice, you agree to these Terms & Conditions.

All prices displayed by Havana Haus are inclusive of GST unless otherwise stated.

1. BOOKING & PAYMENT

Studio hire bookings are confirmed once full payment has been received.

Where creative services, production services or custom packages are quoted separately, the payment terms shown on the relevant proposal or invoice will apply.

A date is not considered secured until the required payment has been received.

The person or business making the booking is responsible for the booking and for ensuring that all members of their team, talent, contractors and guests comply with these Terms & Conditions.

2. STUDIO HIRE

Downstairs Studio

A Downstairs Studio booking provides private access to the downstairs studio for the booked period.

The booking includes access to the available downstairs set designs, cyclorama, backdrops, furniture, styling pieces, lighting, and included studio equipment applicable to that booking.

Individual downstairs shooting areas are not booked separately and are not shared with another booking.

Full Haus

A Full Haus booking provides exclusive access to the downstairs studio and upstairs Content Studio.

For Full Haus bookings, the upstairs room is configured as a self-service Content Studio. Podcast-specific equipment may be removed or reconfigured and is not automatically included as part of Full Haus hire.

Podcast Studio

Podcast Studio bookings are separate from Downstairs Studio and Full Haus bookings.

The equipment, recording support, filming and post-production included will depend on the specific Podcast Studio service or package purchased.

The upstairs room may be configured differently depending on whether it is being used as a Podcast Studio or Content Studio.

The updated Haus structure specifically makes Downstairs one booking, Full Haus the downstairs plus upstairs Content Studio, and Podcast Studio a separate service.

3. BOOKING TIME, ACCESS & BUMP-OUT

Your booked start and finish time is your active studio or production time.

Downstairs Studio and Full Haus bookings include an additional 15-minute bump-out period after the booked session for packing equipment, returning furniture and props, and exiting the premises.

The 15-minute bump-out period is not additional shooting, filming or recording time. 

Clients should arrive ready to begin at their booked start time. Early access is not guaranteed unless arranged in advance.

If additional shooting time is required, it must be approved by Havana Haus and is subject to availability and additional charges.

4. LATE ARRIVALS & OVERTIME

Bookings begin and end at the confirmed times regardless of late arrival by the client, talent, crew or other attendees.

Late arrival does not extend the booking.

Where available, overtime may be purchased and will be charged in 30-minute increments at the applicable current rate.

Unauthorised use of the studio beyond the booked period may also incur overtime charges.

5. RESCHEDULING

Reschedules requested with at least 7 days' notice may be made without a rescheduling fee.

Reschedules requested within 7 days of the booking are subject to a $50 rescheduling fee.

A rescheduled booking must take place within 60 days of the original booking date unless otherwise agreed in writing.

The rescheduled date is subject to studio availability.

Creative Services

Where a photographer, videographer, stylist, producer, editor or other creative professional has been reserved for the booking, reschedules requested within 7 days may incur the $50 rescheduling fee plus a 20% creative rescheduling fee to account for reserved production time.

Rescheduled creative bookings must take place within 60 days unless otherwise agreed.

Custom Productions and Multi-Date Packages

Campaigns, podcast series, retainers and other multi-date or custom production packages may have separate rescheduling terms stated in the relevant proposal or agreement. Where those terms differ, the signed or accepted proposal will apply.

6. CANCELLATIONS

For change-of-mind cancellations made with at least 7 days' notice, 90% of the studio hire fee is refundable.

Change-of-mind cancellations made within 7 days of the booking are non-refundable.

Where Havana Haus has reserved photographers, videographers, stylists or other creatives:

For cancellations with at least 7 days' notice, 50% of the creative service fee is refundable and 50% is retained to cover reserved production time.

For cancellations within 7 days, the studio hire and creative service fees are non-refundable for change-of-mind cancellations.

Seasonal Offers, Shoot Days & Event Tickets

Seasonal shoot offers, limited shoot days, workshops, events and event tickets are non-refundable for change of mind unless otherwise stated at purchase.

Where permitted, bookings may be transferred to another person with written notice to Havana Haus at least 48 hours before the booking.

Nothing in this cancellation policy excludes, restricts or modifies any rights or remedies available under the Australian Consumer Law that cannot lawfully be excluded.

7. PHOTOGRAPHY & CREATIVE PACKAGES

Photography packages include only the services, studio time, production inclusions and number of final images specified in the selected package or approved quote.

Shoot time includes photography and on-set creative direction where stated in the package.

Unless specifically included or quoted, production services such as talent sourcing, modelling fees, hair and makeup, wardrobe styling, prop sourcing, custom set builds, specialist equipment, location fees and external production costs are additional.

Any additional production elements must be approved before being added to the shoot and may incur additional charges.

8. IMAGE SELECTION, EDITING & ADDITIONAL IMAGES

Following applicable photography sessions, Havana Haus will provide a curated gallery of images considered suitable for final delivery.

The client may select the number of finished images included in their purchased package.

Images outside the included allocation are not automatically included and may be purchased or licensed separately at the applicable rate.

Havana Haus retains creative discretion over image curation, colour treatment, editing and final presentation consistent with the agreed creative direction.

Unedited images, rejected frames, duplicates, test images and RAW files are not supplied unless expressly agreed in writing.

Additional retouching outside the package scope may incur an additional fee.

9. PHOTOGRAPHY LICENSING & COPYRIGHT

Unless otherwise agreed in writing, copyright in photographs, video and other creative work produced by Havana Haus or its creatives remains with the relevant creator.

The client receives the usage rights specified in their package, quote or licence.

Standard digital usage may include the client's owned website, organic social media, email marketing and other agreed brand channels.

Paid advertising, third-party advertising, publication, large-scale commercial campaigns, resale, syndication, out-of-home advertising, extended usage periods or other usage beyond the agreed licence may require additional licensing.

Where broader usage is anticipated, this should be agreed before the shoot so the appropriate licensing can be included in the quote.

Clients may not resell, sublicense or provide the imagery to unrelated third parties for their own commercial use unless authorised in writing.

10. DELIVERY & TURNAROUND

Photography delivery timeframes depend on the scale of the shoot and volume of imagery.

Unless a different timeframe is specified in the relevant package or agreement, typical photography delivery is approximately 10-21 business days.

Delivery time begins once all required client selections, feedback, approvals or other required information have been received.

Rush delivery is subject to availability and may incur an additional charge.

Delivery dates provided for larger campaign, retainer or production projects may be subject to an agreed production schedule.

11. PODCAST RECORDING & RAW FILES

Podcast Studio inclusions depend on the booking selected.

Depending on the service, bookings may include audio recording, the three-camera setup, built-in studio lighting and/or filming by the Havana Haus team.

For eligible Podcast Studio bookings, raw audio and/or video files are uploaded online following the session, with the current service structure specifying upload within 24 hours.

Clients are responsible for downloading and securely storing supplied files once delivered.

Havana Haus does not guarantee indefinite storage of raw podcast files. Clients must download and back up their files within 30 days of delivery unless otherwise agreed.

12. PODCAST POST-PRODUCTION

Post-production is included only where expressly stated in the purchased service or package.

Eligible podcast post-production currently includes the deliverables specified at booking, such as a full video episode of up to 60 minutes, full audio episode of up to 60 minutes and two short-form social cutdowns of up to 20 seconds each. H

Additional episodes, additional cutdowns, substantial restructuring, additional revisions, graphics, captions, animation or other work outside the package scope may incur additional fees.

One consolidated round of reasonable amendments is included in podcast post-production unless otherwise stated. Additional revision rounds or changes to the original brief may be quoted separately.

13. CLIENT APPROVALS & CREATIVE DIRECTION

The client is responsible for providing accurate briefs, shot lists, brand guidelines, product information and any other material required for the project.

Where Havana Haus is providing creative direction, we will work to the agreed brief while retaining reasonable professional and creative discretion.

A subjective preference after delivery does not, by itself, constitute a failure to provide the agreed service where the work has been delivered in accordance with the approved brief and agreed scope.

Changes requested after the brief, shot list or creative direction has been approved may result in additional production, shooting or editing fees.

14. TALENT, PRODUCTS & CLIENT-SUPPLIED MATERIALS

Unless talent sourcing is included in the quote, the client is responsible for talent attendance and for obtaining any permissions, model releases or approvals required for the client's intended use.

The client warrants that they have permission to use logos, music, graphics, products, intellectual property and other material supplied to Havana Haus for inclusion in a production.

Havana Haus is not responsible for delays caused by missing products, late talent, incomplete briefs or client-supplied materials that are unavailable or unsuitable at the time of the booking.

15. STUDIO FURNITURE, SETS, BACKDROPS & EQUIPMENT

Furniture, props, backdrops and studio equipment must be handled with reasonable care.

Items may be moved where appropriate but must not be dragged, dismantled, altered, painted, permanently fixed or used in a way that may cause damage without staff approval.

Clients must return moved furniture, props and equipment as directed during the bump-out period.

Any damage, breakage, excessive cleaning or loss caused by the client, their team, contractors, talent or guests may be charged to the person or business that made the booking at the reasonable repair, cleaning or replacement cost.

16. CYCLORAMA USE

Use of the cyclorama must be appropriate to the booked production.

Clients must follow any instructions provided regarding footwear, equipment, furniture and use of the cyclorama surface.

Excessive marking, staining, damage or use requiring repair or repainting beyond reasonable studio use may incur an additional cleaning, repainting or repair fee.

The moveable cyclorama may only be repositioned or adjusted in accordance with Havana Haus instructions. Clients must not attempt to dismantle, modify or move structural studio elements without permission.

17. CLEANING

The studio must be left in substantially the same condition in which it was provided.

General use is expected. Excessive rubbish, spills, stains, glitter, confetti, food waste, product residue or other cleaning outside normal studio reset may incur an additional cleaning fee.

Any use of liquids, food, paint, powders, smoke effects, glitter, confetti or materials likely to stain or damage the studio must be approved before the booking.

18. PETS, SMOKING & HAZARDOUS ITEMS

Smoking and vaping are not permitted inside Havana Haus.

Pets may attend only where suitable for the booking and must remain supervised. Pets must not be placed on fabric furniture unless prior permission has been provided.

Open flames, smoke machines, hazardous materials, weapons or other potentially dangerous items may not be used without prior written approval.

19. CHILDREN & MINORS

Any person under 18 attending Havana Haus must remain under the supervision of a parent, guardian or responsible adult.

Where minors are photographed or filmed, the client is responsible for obtaining any permissions or releases required for the intended use of that content.

20. DAMAGE, LOSS & PERSONAL PROPERTY

The booking client is responsible for the conduct of all persons attending under their booking.

Clients are responsible for their own equipment and personal property while at Havana Haus.

Havana Haus is not responsible for theft, loss or damage to personal property except to the extent liability cannot lawfully be excluded.

The client may be responsible for reasonable repair or replacement costs for damage caused by the client or their attendees.

21. BEHIND-THE-SCENES CONTENT & HAVANA HAUS MARKETING

Havana Haus may capture behind-the-scenes footage or imagery during a booking for studio marketing, social media or portfolio purposes.

If a booking, campaign, product or talent must remain confidential, the client must notify Havana Haus in writing before the booking.

Where a confidentiality request has been received, Havana Haus will not intentionally publish restricted behind-the-scenes material before the agreed release date.

For photography or creative work created by Havana Haus, portfolio and promotional usage should also be governed by the applicable photography agreement and any agreed confidentiality arrangements.

22. CONFIDENTIAL & UNRELEASED CAMPAIGNS

Clients are responsible for notifying Havana Haus before the session where products, campaigns, talent or information are confidential, embargoed or subject to a launch date.

Where notified, reasonable steps will be taken to respect the agreed confidentiality period.

Havana Haus cannot be responsible for content independently captured or published by attendees who are not Havana Haus staff unless they are under Havana Haus's control.

23. WEATHER, EVENTS OUTSIDE OUR CONTROL & STUDIO INTERRUPTIONS

Weather-related cancellations remain subject to the standard cancellation policy unless Havana Haus determines the studio cannot reasonably or safely provide the booked service.

If Havana Haus cannot provide a booking due to building access issues, equipment failure, staff illness, emergency, power failure or other circumstances outside reasonable control, Havana Haus will work with the client to reschedule or provide another remedy as appropriate.

Any remedy remains subject to rights and obligations under Australian Consumer Law.

24. CHANGES TO SETS, FURNITURE & STUDIO APPEARANCE

Havana Haus is an evolving creative studio.

Sets, furniture, styling pieces, backdrops and studio configurations may change from time to time.

While we aim to accurately represent the studio online, specific furniture, props, layouts or styling pieces shown in previous imagery are not guaranteed to remain available indefinitely unless specifically agreed as part of the booking.

If a particular set, item or configuration is essential to your production, please confirm availability with Havana Haus before booking.

25. AUSTRALIAN CONSUMER LAW

Our services come with guarantees that cannot be excluded under the Australian Consumer Law. Nothing in these Terms & Conditions is intended to exclude, restrict or modify rights or remedies that cannot lawfully be excluded.

26. AGREEMENT

By completing an online booking, paying an invoice, accepting a proposal or otherwise confirming services with Havana Haus, you acknowledge that you have read and agreed to these Terms & Conditions together with any package-specific terms, quote, licence or production agreement supplied for your booking.

Where a signed or accepted custom proposal contains terms specific to a project, those project-specific terms apply to that project to the extent they supplement these general Terms & Conditions.