Policies, Agreements & SOPs

Canonical reference synthesized 2026-05-06 from 24 source docs in ~/trc-drive-exec/Policies, Agreements & SOPs/. Newer docs supersede older where they conflict.

Overview

This document covers TRC's operational policies, staff guidelines, vendor and event contracts, liability waivers, facility SOPs, and standard procedures governing studio operations, membership, finances, and administration. Legal entity: Tiny Room Studios LLC, d/b/a The Recording Club by Tiny Room Studios. Address: 1660 9th Street, Santa Monica, CA 90404.

Note: The Member Agreement and Code of Conduct are stored in the Membership Management folder, not in this policy bundle. [Member Agreement and Code of Conduct are in Membership Management Folder.docx, 2024-12-07]

1. Booking, Payment & Cancellation Policies

Outside Client Bookings

• Full payment required at time of booking to secure dates. [Studio Standard Operating Procedures.docx, 2024-09-08]
• A refundable security and damage deposit is also required; amount depends on rental. [Studio Standard Operating Procedures.docx, 2024-09-08]
• Cancellation window: If client cancels more than 2 weeks before scheduled session → 50% of session fee refunded. After that date → full fee is non-refundable. [Studio Standard Operating Procedures.docx, 2024-09-08]
• Unplanned overtime billed at 150% of the effective hourly rate. [Studio Standard Operating Procedures.docx, 2024-09-08]
• Invoices for overtime must be issued within 24 hours of session completion. Follow up on unpaid invoices after 7 days past due. [Studio Standard Operating Procedures.docx, 2024-09-08]

Member Bookings

• Hours tracked and subtracted from member's hour bank. Additional hours charged at time of booking. [Studio Standard Operating Procedures.docx, 2024-09-08]
• Reservations confirmed via email or phone within 24 hours of request. [Membership Standard Operating Procedures.docx, 2024-09-06]
• Members may modify or cancel reservations up to 48 hours before event. Cancellations within 24 hours are subject to a fee. [Membership Standard Operating Procedures.docx, 2024-09-06]

Partnered Events

• Overtime rates (applicable when client/guests are in building before or after agreed hours): [Partnered Event Contract.docx, 2026-01-02]
  • Live Room: $180/hr
  • Audio Engineer: $30/hr
  • Video Engineer: $35/hr
  • Lighting Engineer: $50/hr
• All rates doubled for any time after 12:00 AM. [Partnered Event Contract.docx, 2026-01-02]
• All agreed fees paid in full prior to event unless otherwise specified in writing. [Partnered Event Contract.docx, 2026-01-02]
• Additional charges (overtime, damages) invoiced and due within 7 days of receipt. [Partnered Event Contract.docx, 2026-01-02]
• Equipment damage: client reimbursed in full within 7 days of incident. [Partnered Event Contract.docx, 2026-01-02]

2. Music Lessons Program

Effective Date: 11/14/2025 | Applies to: All music lessons coordinated through TRC. [Music Lessons SOP.docx, 2025-11-14]

Pricing & Compensation

• Student charged: $100/hr
• Instructor compensation: $70/hr (Zelle preferred, paid biweekly)
• Club margin: $30/hr (covers room usage and admin overhead)
• Charges applied to student's credit card at end of lesson

Platinum Member Benefit

• Platinum members receive one free 1-hour lesson per week
• Instructor is still paid $70/hr; the Club absorbs the full cost
• No credit deduction for room time during Platinum lessons

Scheduling Rules

• Lessons scheduled through Club's official calendar or booking system
• Only approved member-instructors may provide lessons
• All lessons on-site at TRC unless otherwise approved
• Cancellations/no-shows reported immediately

3. Event Referral Commission Agreement (David Hazan)

Executed: 11/12/2025. [David Hazan Event Referal Contract - The Recording Club.docx, 2025-11-12]

• Commission: 10% of gross booking fee = $500 per qualifying event
• Qualifying event: referred directly by David Hazan; full booking rate of $5,000 paid in full; event confirmed and executed
• Commission paid within 15 business days of receipt of full client payment
• Events booked at discounted rates or through other channels are not eligible unless agreed in writing
• Term: commences on signing; terminates with 30 days written notice from either party
• David Hazan is an independent contractor; no employment relationship created

4. Alcohol Guidelines & BYOB Policy

[Alcohol Guidelines and Policies.docx, 2024-09-20]

• TRC does not sell, serve, or provide alcohol. BYOB only.
• No corkage fees, bottle service, or alcohol-related charges
• Consumption permitted only during private, invitation-only sessions or events (not open to public)
• Legal drinking age: 21+. Members responsible for ensuring guest compliance
• 36 private events per calendar year may include alcohol consumption (California ABC compliance). TRC maintains a log.
• No open containers in common areas or hallways
• Excessive drinking/disruptive behavior: TRC reserves right to ask individuals to leave
• Any damages caused by intoxicated individuals billed to the member who booked
• Staff may not directly serve alcohol to anyone

Private Events Rider

• Members hosting events assume full liability for guest conduct and any ABC violations
• No alcohol sales or indirect sales (tickets, admission) permitted
• TRC may require security personnel at member's expense for large events
• Studio must be vacated and all alcohol removed by agreed-upon time

5. Wellness & Fitness Waiver and Release of Liability

[Wellness and Fitness Waiver and Release of Liability.docx, 2024-09-20]

• Applies to: use of fitness equipment, outdoor shower, sauna, cold plunge, fitness classes, personal training sessions
• Participants assume all inherent risks; release TRC, owners, employees, agents from all claims
• Studio is not responsible for the content, safety, or results of trainer-led sessions
• Trainer's outside clients granted access solely for booked training sessions
• Governing law: California
• Participants must affirm good physical health before participating

6. Dress Code Policy

[TRC Dress Code Policy.docx, 2025-10-07]

• Standard (all events): Smart Casual — dress pants, skirts, blouses, button-downs, blazers, coordinated sets. Tank tops and crop tops acceptable when styled appropriately.
• Elevated events (dinners, galas, special performances): Cocktail or formal attire — suits, cocktail dresses, dressy jumpsuits.
• Not permitted (or may not be permitted depending on event):
  • Athletic wear, sweatpants, hoodies
  • Flip-flops or slides
  • Ripped or distressed denim
  • Graphic tees or lounge clothing
• Attire not meeting event dress code may result in denied entry

7. Staff Policies

Time Off Requests

[Staff Time Off Requests.docx, 2026-01-13]

• All time off requests must be submitted at least one month in advance
• Submitted via Work Force app → Time Off → Vacation → Add Day → Send Request
• Note: Vacation days are not paid at TRC (despite "paid" label in app)
• Approval/denial communicated via email by a senior staff member
• No response within one week → follow up at: info@therecording.club
• Requests evaluated based on studio needs, staffing levels, and event schedules; approval not guaranteed

Staff Personal Session Guidelines

[TRC Staff Personal Session Guidelines.docx, 2025-09-11]

• Member and external client bookings always take precedence
• Sessions must be approved in advance by: Greg, Ari, or Jacob (via email)
• Approved sessions entered into Staff Session Calendar
• If a member requests the same slot, the staff session must be rescheduled without exception
• Engineers may only support staff sessions if it does not interfere with member/client obligations; their time is not billable
• Studio must be reset to original state upon completion
• Penalty structure:
  • 3 reset failures = 6-month personal session probation
  • 1 additional failure post-probation = permanent ban from personal sessions
• Contractors: No open use; no exceptions. Personal use requires accruing studio time credit at 50% discount by designating work time. Study time: submit request with proposed plan.
• Damages incurred during staff sessions billed directly to the responsible staff member; theft liability falls on hosting staff member

Purchasing & Payments Policy

[TRC Purchasing & Payments Policy.docx, 2025-01-28]

• All purchases must align with TRC's goals, budget, and ethical standards
• Competitive pricing required for all purchases exceeding $5,000 (minimum 3 quotes unless exclusive vendor, limited availability, or time constraints)
• Approval authority:
  • Employees: up to $1,000 without prior approval (documentation required)
  • President: up to $2,500
  • CEO: must approve purchases exceeding $2,500 or outside approved budget
• Purchases over $1,000: recordable approval (email or text) from CEO or President required
• Purchase request required for all items/services over $1,000; must include description, justification, estimated cost, suggested vendors, quotes
• Contractors: Must have signed Independent Contractor Agreement, provide detailed invoice before payment, and provide W-9 before first payment
• Receipts/invoices must be submitted within 3 days of purchase date; must include description and purpose (and names of attendees for meals)
• Expense reimbursement requests must be submitted within 30 days of purchase date
• Unauthorized purchases will not be reimbursed without explicit approval
• Non-compliance may result in disciplinary action up to and including termination

Staff Scheduling

[Business and Administrative Standard Operating Procedures.docx, 2024-09-06]

• Schedules prepared and released at least two weeks in advance
• Vacation requests must be submitted at least 30 days in advance
• Management provides approval/denial feedback within one week of vacation request submission
• Payroll processed bi-weekly

8. Damage & Repair Protocol (Client-Caused Incidents)

[Internal: Damages/Repairs .docx, 2025-08-12]

1. Document damage with photos; send group text to Lalo (Maintenance: 310-994-9129) with Greg included
2. Coordinate repair time with Lalo; must not conflict with studio bookings
3. Request invoice from Lalo after repair completion
4. Email invoice to client; request direct payment to Lalo; ask for payment confirmation

• If client requests itemized invoice: inform them itemized breakdowns are not provided; reassure Lalo is a trusted vendor

9. Privacy Policy

[TRC Privacy Policy.docx, 2024-12-07]

• Information collected: name, email, phone, billing address, payment details; membership details; usage data (IP, browser, device, activity); cookies/tracking data
• Data uses: process memberships; provide services/studio bookings; communicate about events/marketing; analyze usage; comply with legal obligations
• TRC does not sell personal information
• Data shared only with: service providers (payments, bookings, hosting); legal compliance; with explicit consent
• Data retained only as long as necessary; deletion may be requested
• Member rights: access, correction, deletion, opt-out of marketing
• Contact for data rights: info@therecording.club
• Address: 1660 9th St, Santa Monica, CA 90404 | Phone: (213) 537-3107
• Policy may be updated at any time; changes posted with updated effective date

10. Emergency Procedures

[Emergency Procedures.docx, 2024-12-21]

General Emergency

• Emergency Services: 911
• Primary Exit: Front Door | Secondary Exit: Back Door
• Do not use patio as egress route
• Assembly point: Parking lot in front of the animal shelter
• Roles: Person A (Lead) — directs evacuation, clears all rooms; Person B (Support) — assists guests, calls 911

Fire (R.A.C.E.)

• Rescue → Alarm → Confine → Extinguish or Evacuate
• Verbal alarm: "Please remain calm. There is a fire and everyone should begin evacuating the building."
• Use PASS technique for fire extinguisher: Pull, Aim, Squeeze, Sweep
• Person A: Clear studios, mezzanine, kitchen, lounge. Close doors to contain fire
• Person B: Clear bathrooms, office, bar area
• Conduct headcount at assembly point; do not re-enter until cleared by emergency personnel

Earthquake

• "Drop, Cover, and Hold On" under sturdy furniture or against interior wall
• Avoid windows, hanging objects, heavy equipment
• Post-quake: check injuries, inspect for damage/gas leaks, evacuate if necessary

Other Scenarios

• Medical emergency: Call 911; first aid if trained
• Power outage: Stay calm, in place; use flashlights from emergency kit if needed
• Hazardous material: Isolate, prevent access, evacuate if fumes present, call 911
• Threat of violence: Lock front and back doors; everyone find secure hiding spots (studios, mezzanine storage); silence phones; call 911 immediately; only emerge when authorities declare safe

Event-Specific Additions

• Event Lead coordinates evacuation via event sound system when available
• Maintain attendee headcount using guest lists or event registrations

11. Building Operations SOPs

Entry / Door Policy

[Building Operations Standard Operating Procedures.docx, 2024-12-19]

• Door remains locked at all times; entry via doorbell answered within 30 seconds
• All members and guests must check in digitally (front desk concierge or iPad)
• First-time members/guests must register and sign waiver
• Guests without reservations must provide ID and be registered upon arrival
• Digital log of all entries maintained (check-in times, special requests)
• Individuals intoxicated, aggressive, or violating policy: keep at front, notify management immediately

Beverage Service

• TRC staff are prohibited from directly serving alcoholic beverages
• Age verification (21+) required before allowing alcoholic beverage consumption
• Monitor for intoxication; if observed, discreetly suspend alcohol privileges
• Glass water bottles provided to each guest (labeled with erasable marker, sanitized daily)
• No paper plates; only glassware
• Prohibited kitchen items: single-use individually packed crumbly items (e.g., chips)
• Food in fridge labeled with name and date; items older than 2 days discarded (in Building Ops SOP) or 3 days (in Operations Handbook SOP) — see open questions

Facility Maintenance Standards

[notes for operations handbook.docx, 2024-12-20]

• Kitchen: all dirty dishes immediately into dishwasher; no dishes left in rack or on counter
• Fridge items labeled name + date; nothing older than 3 days except condiments
• Bathroom: toilet paper stocked with 2 backup rolls at all times; hand towel basket never less than half full; soap dispensers refilled if less than half full
• Sauna towels: 6 total, 3 on each side, tightly rolled, stripe side up, edges aligned
• Cold plunge: lid properly closed when not in use
• Kitchen supplies checked twice a week
• Fire extinguisher tested monthly
• Security camera recordings stored minimum 30 days
• Thermostat: 72°F (cool) as standard
• Robot vacuum (J.R.) docked when not in operation; run as part of closing protocols
• Laundry completed daily
• Candles extinguished after use; windows secured when building is unattended

Studio-Specific Maintenance

• All items not belonging to a room removed to correct location, lost and found, or workbench
• Always record isolated video stems during client sessions; ask client if they want them at session end; if yes, offload and store; if no, delete. Never delete without checking with client. [Items to Add to SOP's.xlsx, 2024-10-20]
• Mixers covered when not in use; cables neatly organized
• Backups every 30 minutes during sessions (local + cloud)
• Session file naming: [Project Name][Date][Version]

Security

• Surveillance cameras active and monitored at all times; recordings stored minimum 30 days
• Restricted areas (office, kitchen, staff-only zones) accessible via keycards or digital codes — authorized staff only
• Incident log: time, individuals, nature of issue; serious incidents (theft, assault) escalated immediately to management and authorities

12. Content & Social Media SOPs

YouTube SOP

[YouTube SOP.docx, 2025-10-07]

• Best posting time: 8–9 AM (verify via YouTube Studio → Analytics → Audience → "When your viewers are on YouTube" over past 28 days)
• Always upload/select custom thumbnail (do not use YouTube auto-generated)
• Thumbnail A/B test available via "Test & compare" feature (tests run a few days to two weeks)
• Select "No, it's not made for kids" for audience setting
• Include call-to-action for membership sign-up in description
• Subtitles: add for accessibility and broader reach
• End screens and cards: add to promote additional content
• Copyright checks: address before publishing; note initial checks are not conclusive
• Comments on; moderation: basic; sort by: top
• Video visibility: most likely Public

AI-Assisted Short-Form Content SOP (v1.1.0)

[SOP - AI assisted short-form content (1.1.0).docx, 2026-02-07]

Effective: 09/20/2025 | Department: Social Media

• Tool: Adobe Express Clip Maker (use Professional account — not Educator account)
• File requirements: 1 minute to 2 hours long; under 1GB; MP4
• Settings: Aspect ratio — Reel/Story; captions on
• Select 4–6 quality shorts per session; look for strong hooks
• Do not close tab or turn off computer during clip generation
• Audio adjustments (if needed) done in Premiere Pro or DaVinci Resolve after download
• Quality check: check on mobile device; check brightness, quality, audio levels, subtitle errors
• Upload finished videos to Google Drive; send to: info@therecording.club and ari@therecording.club
• Feedback on procedure: josh.e.baldwin@gmail.com

Revision history:

• v1.0.0 (09/02/2025): Initial document
• v1.1.0 (09/20/2025): Changed clipping software from OpusClip to Adobe Express

Post Production Contractor SOP

[Post Production SOP.docx, 2025-07-18]

Note: Document header says "IGNORE UNTIL FURTHER NOTICE" — status unclear; content recorded for reference.

• Time tracking via Toggl Track (workspace: The Recording Club)
• Project naming: "ClientName_ProjectName_Date"
• Submit Toggl and Work Log on same day as post-production work
• If post-production takes more than 4 hours, check in with manager before continuing
• Send follow-up email to: ari@, alexschindler@, andrew@, greg@, jacob@ (all @therecording.club) with recap, technical issues, file transfer details
• Invoicing: send full name and email to jacob@therecording.club for Google Sheets hour-tracking setup

13. Drum Setup SOP

[Proper Drum Setup SOP.docx, 2025-10-14]

• Setup area: minimum 6 ft x 5 ft
• Never mix cymbal stand brands (e.g., Yamaha arm to Yamaha post only)
• Standard mic placement:
  • Kick drum: Beta 52A or D112; place halfway inside hole (2–6 inches in) or just outside front head if no hole
  • Snare: SM57; 2–3 inches above rim, angled ~45°
  • Toms: 2–3 inches above drumhead, ~45° to reduce bleed
  • Overheads: matched condenser pair, 3–4 feet above cymbals; measure equal distance from snare
  • Hi-hat (optional): small diaphragm condenser, 4–6 inches above hi-hat edge, pointing at outer edge
  • Room mic (optional): 6–10 feet in front, ear level or higher

14. Administrative & Financial SOPs

Signature Authority

[Business and Administrative Standard Operating Procedures.docx, 2024-09-06]

• Only designated senior managers or department heads may sign contracts or authorize purchases
• Purchases over the designated limit escalated to upper management or board

Credit Card Use

• Only specific authorized staff members may hold or use company credit cards
• Cards stored securely and not shared with unauthorized personnel
• Lost or stolen cards reported immediately

Data Security

• Passwords updated every 3 months, stored in secure password management system
• Multi-factor authentication enabled where possible
• Access to sensitive member/client data limited to authorized personnel only
• Compliance with GDPR and CCPA required; regular audits conducted

Escalation

• Issues that cannot be resolved at department level, or involving serious operational/financial/safety concerns, escalated to senior management
• Urgent issues (safety violations, major disputes) escalated immediately via direct communication
• Critical incidents documented immediately; post-incident review conducted to prevent recurrence

15. Membership Management SOPs

[Membership Standard Operating Procedures.docx, 2024-09-06]

• Greeting standard: Greet each member and guest within 5 seconds of arrival; use member's name where possible
• Complaints: aim to resolve within 15 minutes where possible; log all complaints
• Membership renewal notice: sent 30 days before subscription expires; follow-up reminder after 1 week if payment not received
• Service animals: permitted per ADA and California law; staff may only ask whether animal is required due to disability and what task it performs; escalate disputes to management
• All new members must be added to membership management system with accurate details
• Cancellations: all outstanding payments settled; account marked inactive in system

Key Facts at a Glance

• Address: 1660 9th Street, Santa Monica, CA 90404 | Phone: (213) 537-3107
• Contact for data/privacy issues: info@therecording.club
• Cancellation (outside clients): 50% refund if cancelled >2 weeks out; no refund after that
• Cancellation (members): Free if >48 hrs; fee applies within 24 hrs
• Overtime rate (outside clients): 150% of effective hourly rate
• Partnered event overtime: $180/hr Live Room; doubles after 12:00 AM
• Equipment damage: client pays full reimbursement within 7 days
• Music lessons: $100/hr to student; $70/hr to instructor; Platinum members get 1 free/week
• Event referral commission (David Hazan): 10% of $5,000 booking = $500; paid within 15 business days
• BYOB limit: 36 private events/year with alcohol (CA ABC compliance)
• Purchase approval thresholds: $1K (employee self-approve with docs); $2.5K (President); $2.5K+ (CEO)
• Receipt submission deadline: 3 days from purchase; expense reimbursement within 30 days
• Time off requests: minimum 1 month advance notice; vacation days are unpaid
• Staff session reset failures: 3 → 6-month probation; 1 more → permanent ban
• Session backups: every 30 minutes, local + cloud
• Security camera retention: minimum 30 days
• Maintenance issues: addressed within 24 hours (immediately if hazard)
• Damage repair contact: Lalo at (310) 994-9129

Open Questions / Contradictions

1. Food expiration in fridge: Building Operations Standard Operating Procedures.docx (2024-12-19) states food older than 2 days should be discarded; notes for operations handbook.docx (2024-12-20) states 3 days (except condiments). The newer doc (operations handbook) wins by 1 day, but the discrepancy should be resolved.

2. Post Production SOP status: The Post Production SOP.docx (2025-07-18) contains a header explicitly stating "IGNORE UNTIL FURTHER NOTICE." It is unclear whether this SOP is currently active, superseded, or pending revision. Clarification needed before relying on its procedures.

3. Member Agreement and Code of Conduct: The doc Member Agreement and Code of Conduct are in Membership Management Folder.docx (2024-12-07) was a placeholder only — no actual policy text was in the file. These documents must be consulted separately in the Membership Management folder.

4. Membership cancellation fee amount: Membership Standard Operating Procedures.docx (2024-09-06) states cancellations within 24 hours are "subject to a fee, as outlined in club policy" but does not specify the fee amount. The actual fee is not captured in any source document in this bundle.

5. Partnered Event Contract scope: The contract template (2026-01-02) covers events at "The Recording Club, Santa Monica, CA" but does not specify which rooms are included in the base event fee or what the standard full booking rate is (as contrasted with the David Hazan referral agreement's $5,000 rate). These may differ by event type.

Sources