Operations & Processes

Canonical reference synthesized 2026-05-06 from 60 source docs in ~/trc-drive-exec/Processes and Operations/. Newer docs supersede older where they conflict. Voiceover script content (Spanish/English) and the Turing consent form are omitted as non-operational bulk content.

Overview

The Recording Club (TRC) operates four studio rooms (Live Room + Mixing Room, Recording Room, Rehearsal Room, Podcast Room), shared common areas (Lobby/Lounge, Mezzanine, Kitchen, Patio), and a hybrid membership/event venue model. Daily operations span opening/closing facility management, room turnover after every booking, engineer scheduling, booking and billing workflows, cash handling, file management, event preparation, and ongoing member communications. Staff roles include managers, engineers (audio/video/lighting), floaters, and front desk concierges.

Address: 1660 9th Street, Santa Monica, CA Company phone: (213) 537-3107 Primary email: info@therecording.club Booking platform: app.therecording.club

1. Daily Opening Checklist

Responsibility: Opening staff / manager Frequency: Every operating day before guests arrive Source: Opening Checklist.docx [2025-11-20]

General

• Tell Alexa: "Alexa, turn on the lights in The Recording Club"
• Roll trash cans back from road (only if emptied)
• Restore welcome mats to positions by front door and patio door
• Remove chains from back parking lot
• Water plants (if Jon Q. not present — usually Saturdays/Sundays):
  • Mist workout-area plants with hose mister
  • Water patio, front-of-studio, and other non-succulent plants with watering can

Patio

• Put out seat cushions
• Sweep patio; check and clean ashtrays
• Spray & wipe down seating and tables
• Inspect grill for cleanliness
• Clean shower area (walls, seat, mirror)
• Check sauna (cleanliness, function) — 6 towels, 3 per side, tightly rolled, stripe side up
• Check cold plunge for cleanliness and function
• Inspect workout area for cleanliness and proper equipment storage

Kitchen

• Make coffee
• Ensure robot vacuum is in dock; put away electric fly trap
• Put away clean dishes (dishwasher, drying rack, counters)
• Load any dirty dishes into dishwasher
• Coffee machine: empty grounds, check water, check liquid well, check bean levels
• Clean sink if used since closing
• Wipe stovetop; check oven
• Fridge: check cleanliness, discard items older than 3 days (except condiments), all items must be marked with name and date
• Check counter stock: coffee beans, Splenda, tea, stirrers, sugar, honey
• Check water station, dump excess water

Tuesday & Friday: Cabinet restock check — add to shopping list as needed: coffee beans, teas, sugar, Splenda, honey, stirrers, labels, markers, dry-erase markers, sponges, dish soap, dishwasher detergent, Lysol, Windex, Mrs. Meyers, paper towels, cling wrap, plastic baggies, Reynolds wrap, wax paper, parchment paper

Sunday mornings: Spray & wipe front of cabinets

1st of the month: Test fire extinguisher

Lounge

• Open window shades
• Turn on jazz music via iPad on Spotify through Lounge Cells or Sonos
• Check-in desk: wipe down, set out 2 iPads (one for check-in, one for front desk use), log in to Wix/contact page
• Check-in process: have guests fill out form via QR code or iPad; verify identity; check ID if suspicious and photo to Google Drive > Client/IDs
• Inspect all furniture for crumbs, stains; spray & wipe coffee tables
• Check both front and back bar for spills; spray & wipe
• Remove any studio/miscellaneous items; store appropriately

Bathrooms

• Tuesdays only: execute full evening cleaning routine (see Closing Checklist)
• Replace full trash bags; inspect and clean toilet; restore to "lid up seat down"
• Top off hand towels (rolled, tags tucked, frilly ends up); check soap dispensers (refill if under half); check tissues; verify 3 backup rolls toilet paper (top-facing roll)
• Inspect and clean floor

Thursday: Spray & wipe baseboards and wall edges

Mezzanine

• Check charge on cocktail lamps; set them out; store chargers out of sight
• Clean bar, tables, and sofa
• Ensure chairs are in a line; bar stools evenly distributed and facing forward
• Pool table: lint roll, reset balls in rack, cues in "X" at far end

Hallways

• Walk through to back door; spot sweep/clean floors and rugs; remove random items

Studios (Opening)

Podcast Room:

• Say "Alexa, turn on the Podcast Room"
• Clean out any leftover items; ensure furniture properly set
• Check iPad charge; restock hand wipes
• Turn on room (engineer on duty); test video and audio under headphones
• Ensure room is set for 2 people unless single person scheduled; air out room with fan

Recording Room:

• Remove leftover items; confirm equipment properly set (coordinate with engineer)
• Check iPad charge; restock hand wipes
• Dust piano with spray and microfiber cloth

Mixing Room:

• Remove leftover items; confirm equipment set; check chairs and sofa for cleanliness/damage

Live Room:

• Remove leftover items; dust piano; spot clean floors

Rehearsal Room:

• Remove leftover items; confirm furniture and equipment set; check chairs; check iPad charge

General (End of Opening Checklist)

• Store all cleaning equipment properly
• Check plants and pull dead leaves
• Roll and store clean hand towels, outdoor towels, kitchen & bar towels for the day

2. Daily Closing Checklist

Responsibility: Closing manager / floater Frequency: Every operating day, before last person leaves Standard overnight thermostat setting: AUTO – COOL – 72°F Source: Closing Checklist 2025.docx [2025-11-22]

Studios — Closing

Rehearsal Room:

• Return miscellaneous items to proper homes
• Reset furniture intentionally
• Confirm equipment off (see Rehearsal Room Standard Setup Sheet)
• Cameras: lenses on, all cameras off
• Sweep/vacuum/mop as needed
• Set thermostat to overnight setting; remove and replace trash

Live Room:

• Return miscellaneous items
• Sweep/vacuum/mop
• Confirm equipment off and properly set (see Live Room Standard Setup Sheet)
• Cameras: lenses on, cameras off; extend tripods for camera stability
• Ensure keyboards/mice plugged in/charging; iPad on charger
• Set thermostat to overnight setting; remove and replace trash

Mixing Room:

• Return miscellaneous items; reset furniture
• Confirm equipment off (see Mixing Room Standard Setup Sheet)
• Check chairs/sofa for cleanliness or damage
• Sweep/vacuum/mop; set thermostat; remove and replace trash
• Turn off Spatial Audio speakers

Recording Room:

• Return miscellaneous items; reset furniture
• Power down in order:
  1. Turn off Furman (power button on top ONLY — this also turns off speakers and subs)
  2. Put computer to sleep
  3. Turn off mic in vocal booth if on
• Cameras: lenses on, cameras off
• Cable management and cleaning; sweep/vacuum/mop; set thermostat; remove and replace trash

Common Areas — Closing

Patio:

• Put seat cushions in bin
• Empty and clean ashtrays; empty ashtray garbage
• Propane heater: confirm off
• Shower: put dirty towels in wash, remove trash/misc items
• Sauna: restock towels (6 total, 3/side, tightly rolled stripe-side up), confirm off, put dirty towels in wash, wipe seats
• Cold plunge: confirm lid properly closed
• Sweep patio; put up yellow chain in back parking lot once all cars out (Greg's Tesla excluded)
• Lock kitchen/patio door

Kitchen:

• Table/chairs: clean and stack chairs on either side of patio door
• Turn off fireplace; sweep/mop under kitchen table
• Espresso machine breakdown:
  • Remove portafilter, rinse/dry, purge grouphead, gently scrub with towel, replace portafilter
  • If steam wand used: purge, soak in hot water, wipe off with towel
  • Remove and rinse espresso tray; remove and rinse water tank — leave both out to dry
• Coffee machine: empty grounds/water, rinse parts, leave to dry overnight
• Clean microwave interior/exterior
• Check stove/oven: confirm off; clean if needed
• Fridge: toss items older than 3 days (except condiments); clean shelves/drawers/exterior
• Water station: dump/dry excess water; wipe down
• Counters: declutter, clean with purple spray
• Sink: wipe down with hot water
• Dishes: put away clean dishes; load dirty dishes into dishwasher; hand wash wooden/oversized items
• Start dishwasher; flip indicator to CLEAN
• Scrub entirety of sink; empty, rinse, and clean drain strainer
• Remove and replace trash; clean exterior; turn on electric fly trap

Lobby/Lounge:

• Close shades
• Clear and clean bar counter; flip bar chairs onto bar counter; flip ottomans onto white chairs
• Clean coffee tables; return studio items to proper place; turn off TV
• Turn off mixer, sub, and power strip to turn off Kali speakers
• Sweep/vacuum/mop floors; clear/clean front desk; charge iPads overnight
• Remove and replace trash

Mezzanine:

• Clean tables thoroughly
• Cocktail lights: check charge (tap 4x), charge if dim
• Bar: wipe down; reset seating (chairs aligned, stools facing forward)
• Pool table: reset balls in rack; brush with brush from inside bench; dust off chalk marks
• Clear all items (trash → bin; dishes → dishwasher; studio items → proper place; lost items → lost & found)
• Turn off TV; sweep/vacuum/mop; remove and replace trash; set thermostat

Bathrooms:

• Empty trash; clean sink; clean entire toilet (tank, lid, seat); close lid
• Restock hand towels (tightly rolled, tags tucked, in basket); remove used towels to laundry
• Check toilet paper (3 backup rolls minimum; top-facing); close all windows

Laundry:

• Collect all dirty towels (sauna, workout, shower, bathrooms)
• Empty lint trap in dryer after every dry cycle
• Washer: fill no more than halfway, set to Bulky Items + Deep Rinse, confirm water starts

General Closing Steps

• Set welcome mats on top of stacked kitchen chairs
• Blow out candles
• BEFORE starting robot vacuum, close ALL doors: Podcast Room, Recording Room, Rehearsal Room, Live Room/Mixing Room. Then start vacuum.
• Store all cleaning equipment properly
• Tuesdays: Roll trash cans out to street (must be off property)
• Sundays: Mop all floors; deeper clean/vacuum each individual studio
• When last person out: "Alexa, turn off all the lights in The Recording Club"
• IMPORTANT: Mic closet light and office light must be turned off manually
• Splash a bit of bleach in trash cans every EOD to deter pests

3. Floater Duties (Always-in-Motion Guide)

Source: TRC_Floater_Checklist.docx [2025-11-19]

Core Responsibilities (Non-Negotiable)

• Confirm all recording rooms are reset and fully functional
• Verify all cables are taped and safe (no trip hazards)
• Reset any room immediately after use
• Offer solutions before escalating issues

Rotational Sweeps (Every 20–30 Minutes)

• Restrooms: wipe counters, restock TP/towels/soap, empty trash, check candles, clean mirrors
• Live Room/Recording Rooms: collect trash/cups, coil cables, reset stands/chairs, check AC temp
• Lobby + Kitchen: wipe surfaces, remove old drinks, do dishes, sweep/swiffer, organize, empty trash
• Outside Area: pick up/empty trash, empty ashtrays, laundry

Proactive Tasks (When Otherwise Done)

• Label any unlabeled cables; organize cable wall
• Clear SD cards/drives (if approved)
• Clean/organize fridge; keep trash under 75% full
• Clean coffee station; remove clutter and boxes; tidy green room/rehearsal room

End-of-Shift Reset

• Reset every room to default state (stands, chairs, cables)
• Power down amps, keyboards, monitors; turn off cameras and recorders
• Return all gear to correct storage locations
• Clean coffee gear or load dishwasher; sweep lobby + studio floors; final bathroom check

4. Live Room Procedures

4A. Live Room Turn-On

Source (canonical): Live Room Audio Engineer Checklist.docx [2026-05-06], Live Room Turn On/Off Procedures.docx [2026-02-19], Live Room Turn On_Off Procedures_Reformatted.docx [2025-10-19]

Audio:

1. Set thermostat to Cool at 68°F
2. Turn on stage box in mic closet
3. Turn on SQ-7 (power button on back of board)
4. Turn on FOH speakers via Furman switch in rack at stage right; also switch on sub at stage left
5. Turn on monitors and drum sub
6. Load "TRC Factory Default" preset on SQ-7 (first Scene in "Scenes"), or your own preset
7. Turn on computer (password: tinyroom)
8. Open Ableton; save session as [Date + Client Name] to desktop
   • For Piano and Wine: use template "Piano and Wine 2026"
   • Otherwise: use "TRC Preset" (default)
9. Verify routing: first 32 channels on Layer A route inline to Ableton (ch 1 = input 1 in DAW)
   • Double-check via I/O button → IP Direct Outputs tab → USB tab
10. Press Record in Ableton
11. For significant sessions (known/major artist): set up Pro Tools in mixing room for redundant recording

Routing Trident into streaming computer:

• Trident feed is in Local 21/22 of the Allen & Heath (channel labeled ST3, inputs 37–38 in Ableton by default)
• Create stereo Ableton channels, label "Pro Tools L and R," set inputs 37–38, pan L/R
• Solo the Pro Tools tracks in Ableton while still recording individual tracks for redundancy
• Note: this is the Pro Tools output — solos in Pro Tools solo in Ableton and OBS as well

Video:

1. Plug in IEC cable for ATEM (behind switcher)
2. Turn on all cameras; remove lens caps (store caps behind SQ-7)
3. Ensure recording is set to External SD drive (colored blue on Multiview); if not, press SWITCH button
4. When ready to record: press REC button on right side of board

Lights:

1. Flip on STAGE LIGHTS breaker in mic closet (grey switch box on left, halfway in)
2. Power on GrandMA3 (switch on back near power input)
3. Turn on lighting computer (right side; password: tinyroom)
4. Open GrandMA on PC; wait ~60 seconds
5. Push last five faders up — all lights come on
6. Current show file: "Show 2 08.28.25" (reformatted doc 2025-10) / "The Ari Special" (older ref)

OBS:

1. Open OBS on audio computer
2. Right-click image → Fullscreen Projector
3. Always use extended display via HDMI (not AirPlay)
4. Mirror to Sony TV behind you: select Sony TV (set input to HDMI)
5. Mirror to LED wall: select NOVA HDMI
6. Mirror to lobby TV: AirPlay to UR TV (extended display) → right-click image → Fullscreen Projector → select UR TV
7. Press Start Recording in OBS

How to Stream:

1. Open Chrome; log into tinyroominglewood Google account
2. Navigate to Restream.io (should auto-log in via Google)
3. Select most recent show at top of list
4. Click title in top-left to rename the stream; add description
5. Ensure correct channels selected (typically TRC YouTube and Twitch)
6. When ready: press Start Streaming in OBS (above Start Recording button)

4B. Live Room Turn-Off

Audio:

1. "Collect all and save" in Ableton before closing
2. Shut off FOH speakers via Furman at stage right; flip switch on back of sub at stage left
3. Turn off all monitors and drum sub
4. Turn off SQ-7 board
5. Turn off stage box

Video:

1. Turn off all cameras; replace lens caps
2. Unplug IEC from back of switcher
3. Extend tripod legs for camera stability
4. Check Ethernet connection (Settings → Network; verify green/active; if not, check cable at Live Room wall connector and trace to Office)

Lights:

1. Move all faders down to 0 (all lights off)
2. Leave off for at least 5 minutes to cool
3. Close GrandMA software (click X in top-right) — DO NOT SAVE
4. Turn off lighting computer (press power button)
5. Turn off the board
6. Once lights cooled: flip "STAGE LIGHTS" breaker in mic closet

Post-Booking Room Reset (Live Room):

• Assess room condition; if in disarray and reset fee unpaid: take photos, text (213) 537-3107 BEFORE resetting
• Power down: monitors/subs (rear switch), Furman, SQ-7 (rear switch); ensure iPad charging; turn off stage box
• Video: cameras off, lens caps on; unplug ATEM
• Lighting: faders to 0 → GrandMA software closed (Do Not Save) → desktop off → GrandMA3 off → wait 5 min → flip breaker
• General: return excess items (cables → workbench; mic stands → locker in Mixing Room or Mic Closet; hard drives → office; dishes → kitchen); vacuum (especially drum area); replace trash bags
• Stage: no empty stands on stage; basses/guitars neatly placed; drums organized (sticks ready, toms not touching); cables returned to alcove; FOH table completely clear
• Mixing Room (if used): power down in order: Trinnov (red light ON) → Hearback Pro Hub OFF → Crown Amps OFF → Trident Power Supplies (2) OFF → all outboard gear OFF; room tidy: carpets vacuumed, chairs pushed in, no clutter; all mics/keyboards connected to computer; battery drawer stocked; in-ear drawer neat; desk cables routed through back holes; overhead lights OFF
• Thermostat: Cool, 72°F, Auto
• General ethos: floors/carpets vacuumed; no random objects; cable management clean; only necessary gear out; use black extension cords; room must look professional and performance-ready

4C. Live Room Input List (FOH)

5. Studio A (Mixing Room) Procedures

Source: Studio A Procedures & Protocols.docx [2026-02-19]

Turning On

1. Turn on Trident (two large silver power supplies under mixing desk)
2. Turn on two Orion Interfaces
3. Turn on Hear Back Pro Hub (rack under console)
4. Turn on computer if not already on
5. Turn on speakers:
   • Ocean Way Speakers: 4 switches total — 2 speaker power sources (one next to each speaker), 1 processor (left speaker, switch on back), 1 sub power source (under bottom-left of mixing desk); Antelope's power switch on back of each speaker
   • Unmute speakers on board; make sure 2-TRK 1 is selected in monitor section
   • For Antelopes: press Alt Mon. 2 button in monitoring section

Recording

• Inputs 1–24: wall panel to right when entering live room
• Inputs 25–40: stage box in far back corner of stage
• Inputs 41–48: ISO booth wall panel (hardwired through outboard pre-amps/compressors directly into DAW, unless cross-patched)
• Vocal booth patching: Preamp out → ch rtn using patchbay; activate insert button on the channel (in EQ section)
• Load TRC preset in your DAW; inputs should be pre-assigned

Headphone Monitoring

• Sends labeled HEAR 1–16 in Pro Tools
• If different DAW or labels not found: outputs 9–24 correspond to Hear 1–16
• Template sends start all the way down — turn up to desired level

Turning Off

1. Turn off speakers
2. Turn off Hear Back Pro Hub
3. Turn off console (press buttons on power supplies)
4. Put computer to sleep

Video Operation

• SDI cable runs for all 8 cameras come out of the bottom of each truss structure — match label on end of cable to input/output label on switcher
• Never unplug or repatch existing wiring from back wall or video switcher without calling Alex, Eric, or Greg first
• If couplers touch, they send signal to each other — do not misdiagnose as a broken cable

6. Recording Room Procedures

Source (canonical): Recording Room Procedures 2026.docx [2026-03-20], Recording_Room_Standard_Setup_Quick_Reference.docx [2025-10-06], Recording Room Procedure.docx [2025-07-24]

Turning On

• Flip switch on top of Furman rack to turn on gear and speakers
• Login as "Client" — password: tinyroom
• Save all sessions to external hard drive (e.g., "HD 11") — must be plugged in; sessions backed up to Dropbox weekly
• Open CONSOLE app; confirm "recroom2026" is loaded (default)
  • Troubleshoot: if no audio in CONSOLE, go Settings → I/O Matrix → I/O Presets → load "rec room 2026 UA IO"

Room Routing (2026 spec)

• 26 total channels via UAD Apollos: Apollo 1 (1–8), Apollo 2 (9–16), Apollo 3 (17–24), Apollo Twin (aux/bluetooth L/R)
• Mic tie line/stage box (channels 1–24) at back of room next to bass amp
• Channels 11, 12, 16, 19, 20 taped off (reserved): 11–12 = Rhodes L/R, 16 = Moog, 19–20 = vocal booth (hardwired into Aphex preamp)
• DI inputs: plug directly into front of Apollos (1–2, 9–10, 17–18); channels 9, 10, 17, 18 left open for DI by default; plugging into 1 or 2 overrides kick/snare mic inputs
• Speaker monitor controller: white PMC monitor controller — Combo A button down = computer audio via Apollo system (Apollo Twin monitor level ~halfway up); Combo A not pressed = Esinkin Bluetooth adapter
• Talkback: built into Apollo Twin (press "TALK" to activate/deactivate)

Headphone Monitoring (2026 spec)

• All via Hearback system
• Default template sends stereo mix to Hearback channels 1–2; adjust channel 1 for monitor level
• Talkback routed to Hearback channels 3–4; adjust channel 3 for talkback level
• Channels 5–8 open for DAW routing

DAW Templates

Pro Tools — template "Rec Room Template 2026"; click track sent to "Hear 5"; individual hearback channels 5–8 available by creating new sends Logic — template "Rec Room Template 2026"; Apollo 9–16 = Logic inputs 33–40, Apollo 17–24 = Logic inputs 59–66, Twin 1–2 = Logic inputs 85–86; Outputs 7–10 = Hearback 5–8 Ableton — template "Rec Room Template 2026"; click track = return track "Hearback 5"; individual channels via return tracks labeled Hearback 5–8

Using Personal Laptop with TRC System

1. Take white Thunderbolt cable from back of TRC Mac; plug into laptop
2. Install UA Connect → download UAD Software Installer and UAD Console app
3. macOS: after install, go to System Settings → Privacy & Security → click "Allow" for Universal Audio software (within 30 minutes of install); Apple Silicon may require Recovery mode with Reduced Security
4. Airdrop "Rec Room Materials 2026" folder from TRC desktop computer
5. Open recroom2026.uaconsole.uadmix
6. In CONSOLE app: Settings → I/O Matrix → Open → load rec room 2026 UA IO.uaudio
7. Open DAW template of choice; Pro Tools: also import I/O settings file and select "Apply to all tabs"

Post-Booking Reset (Recording Room)

1. Assess room — if disarray and no reset fee paid: photo and text (213) 537-3107 BEFORE resetting
2. Confirm all inputs in assigned spots (both ends labeled)
3. Turn off Furman (top of rack ONLY) — do NOT power off other gear
4. Shut down desktop
5. Neatly organize desk; remove excess items; coil and velcro all cables
6. Vocal booth mic: press red illuminated button on power box (floor of booth); if Lewitt: flip switch on rear, confirm all lights off
7. Power off all amps (rear switch); place coiled ¼" cable neatly on top
8. Confirm all instruments properly placed
9. Grand piano: cover keys, push in bench, wipe exterior with microfiber + lens cleaner (stored in bench)
10. Remove excess: cords → cubby; mic stands → behind front door; headphones & hard drives → mixing room; dishes → kitchen
11. Carpets stretched flat; cable runs along walls only
12. Vacuum (include vocal booth, under piano, behind drums); Swiffer/mop hardwood
13. Thermostat: Cool, 72°F, Auto
14. "Hey Alexa, Turn off the Recording Room"
15. If inputs/instruments changed: email info@therecording.club with what changed, before/after photos, client name, session date/time

Final 5 before leaving: All gear down; piano cleaned/covered/bench in; no dishes or food; lights off via Alexa; room looks better than you found it

Recording Room Input List (backline)

Audient 1–8: Kick Out, Snare Top, Snare Bottom, Tom 1–3, OH L/R | Apollo 1: Bass | Apollo 2: Moog | Apollo 3–4: Nord L/R | Apollo 5–6: Piano L/R | Apollo 9: Talkback | Apollo 10: GTR | Aphex 1–2: Booth 1–2

7. Rehearsal Room Procedures

Source: Rehearsal_Room_Standard_Setup_Quick_Reference.docx [2025-10-02], Rehearsal Room Procedure.docx [2025-07-20]

Pre-Session

• Ensure room is powered on
• Take photos (whole room, drum kit, amps, drum booth) and text to Google Voice

Post-Booking Reset

1. Assess room — if disarray and no reset fee paid: photo and text (213) 537-3107 BEFORE resetting
2. Turn off Furman (use ONLY power switch)
3. Turn off Midas (rear switch)
4. Shut down computer
5. Turn off all amps (rear switch); coil ¼" cable neatly on top
6. Confirm all instruments are present and match reference photos
7. Remove excess: cords → hooks above workbench; mic stands → mixing room locker; headphones & hard drives → mixing room; dishes → kitchen
8. Vacuum entire floor including drum booth; Swiffer/mop hardwood
9. Thermostat: Cool, 72°F, Auto
10. "Hey Alexa, Turn off the Rehearsal Room"

Final 5 before leaving: trash removed; all cables labeled and returned; surfaces wiped clean; no personal belongings left; lighting/doors/curtains reset to default

Rehearsal Room Input List

8. Podcast Room Procedures

Source (canonical): Podcast Room Procedures.docx [2026-04-15], Podcast_Room_Standard_Setup_Quick_Reference.docx [2025-10-02], Podcast Room Procedure.docx [2025-07-20]

Pre-Session Setup

• At start of day, check calendar for podcast sessions
• 30 minutes prior: set lounge thermostat to 68°F; have fan blowing into podcast room to cool it down
• Computer should already be on; if not, power button is on back bottom-right (password: tinyroom)
• Say "Alexa, turn on the podcast room" — turns on all lights and video switcher
• Turn on all cameras; remove lens caps; set camera exposure via ATEM:
  • CAM 2, 3, 4: WB 4k3 / Shutter Speed 1/60 / Iris 3–3.2 / Gain 6
• Turn on all TVs; cast to all TVs including Lounge TV via screen mirroring on desktop
  • OBS: right-click OBS screen → Open Source Projector → Beyond TV
• Open required programs:
  • Google Chrome → Bitfocus Companion: wait for site to load; click ATEM device; select ATEM Television Studio HD8 from "DEVICE" dropdown; save
  • Ableton: File → Save Live Set As → [Client Name Podcast - Date]; navigate to TRC → The Recording Club → Clients → [client folder] → create [Client Name Podcast - Date] folder with AUDIO, VIDEO, SYNC subfolders; save Ableton file in AUDIO
  • OBS: right-click image → fullscreen projector → select Guest TV; hit record when time comes
  • Loopback: remove LG TV (select, then Ctrl+Delete); re-add via "+" icon

Streamyard (Virtual Guest Podcast)

1. Login and "enter studio"
2. Set video device: BlackMagic; audio device: LIVE
3. Click "Add to studio" on client's video
4. Click "create" → "Recording" if recording; label with date + client name
5. Add guest to stage in StreamYard
6. In OBS to add 2nd person: "+" → MacOS Screen Capture → OK → change Display to Window Capture → select Chrome/StreamYard window → resize; trim using option+drag to show only the person; drag to bottom-left and resize

Recording (General)

• Press record in Ableton (red = recording in top/middle), OBS ("Start Recording" bottom-right), and ATEM ISO (REC button top-right; stop button below it)

2-Person Podcast

• Turn AC on at beginning
• Position people: middle of table, 4 inches from mic, looking at each other
• Camera positioning:
  • Guest camera: guest on left side, upper chest to head
  • Host camera: host on right side, same size as guest
  • Center camera: backs of both participants
• Check focus; check Apollo mix console for equal mic levels (no low-shelf filter)
• Set up Streamdeck (pull to floor, check camera switching via Bitfocus Companion if not working)
• Plug in external hard drive; select it in ISO by pressing SWITCH on ATEM; press ISO record (REC); confirm countdown; confirm >2 hours available

Closing Podcast Session

• Stop recording on OBS, Ableton, ATEM, and Streamyard
• Download Streamyard recording (once processed)
• Upload ISO and OBS files to client's Google Drive folder (or follow file management protocol)
• Airdrop podcast files to clients (set to "Receive Airdrop from Anyone" for 10 minutes)
• Record EOD log: client in/out times, total hours, engineer bill (hours × $20)
• Reset room:
  • Camera back to neutral; re-zoom for 2-person; quit Ableton/OBS/Chrome; put lens caps on
  • Say "Alexa, Turn Off the Podcast Room"
  • Reset table; pack in-ears to mixing room; spray & wipe table; move chairs; wrap cables; straighten carpet; re-angle table symmetrically; hang headphones; position mics symmetrically
• Reset thermostat outside Podcast Room door

Post-Booking Reset (Standard)

• Assess room — if disarray and no reset fee paid: photo and text (213) 537-3107 BEFORE resetting
• Wipe table clean; straighten chairs; fix mic & headphone orientation; tidy all cords
• Ensure room looks pristine and symmetrical
• Camera setup: positioned so guests appear to face each other; white balance 4300k; camera order: 1 floater, 2 center, 3 left, 4 right
• Turn off rear TV (button on bottom); overhead lights OFF
• Keyboard and mouse plugged into computer

Podcast Room Input List

• Left Mic
• Right Mic
• Sync & Bluetooth adaptor (x2)

Troubleshooting — Camera Flickering

• Check cables in back of the Blackmagic Switcher — they often come loose; tighten all of them

Buzzing Issues

1. Identify channel
2. Try switching to different mic pre
3. Make sure mic pre is set to MIC
4. Try switching the cable
5. Recommend client remain within 6 inches of mic; move mic if they need to move

9. Live Room Zoom Streaming Setup

Source: Live Room Zoom Streaming Setup.docx [2026-02-03]

Two Separate Audio Feeds (Critical Concept)

Required Naming (Use Exactly)

• Loopback virtual devices: Loopback_Zoom, Loopback_OBS
• Ableton template: TRC_Zoom_Stream_Template.als
• OBS scene collection: TRC_Stream_Scenes

Absolute Rules

DO: Zoom mic = Loopback_Zoom | OBS audio = Loopback_OBS | Zoom speaker out = SQ7 USB return | Download all videos locally, play via QuickTime | In Loopback: TURN OFF "Mute when capturing"

DON'T: Include Zoom return audio in Zoom Send | Let OBS capture Desktop Audio + Loopback simultaneously | Rely on streaming YouTube videos for playback

Pre-Show Setup (In Order)

A. Assets: Create /TRC_EVENT_VIDEOS/ folder on streaming computer; download all videos as .mp4; verify each plays in QuickTime with audio

B. Hardware Power-On: SQ7, stagebox, streaming computer, LED wall, cameras, network switch; confirm Ethernet

C. Loopback Setup:

• Loopback_Zoom: Sources = Ableton (Zoom Send bus) + QuickTime Player; CRITICAL: Turn OFF "Mute when capturing" for device AND all sources
• Loopback_OBS: Sources = Ableton (Stream Mix/Master) + QuickTime Player; CRITICAL: Turn OFF "Mute when capturing"

D. Ableton Setup: Open TRC_Zoom_Stream_Template.als; confirm SQ7 inputs on correct channels; two buses: ZOOM SEND (mics + program audio only) and STREAM MIX/MASTER (final mix); master chain: Compressor (light control) → Limiter (catch peaks, never clip)

E. Zoom Setup: Microphone = Loopback_Zoom; Speaker = SQ7 USB return; Enable Original Sound for Musicians when music/video matters

F. OBS Setup: Audio Input Capture = Loopback_OBS; Desktop Audio = OFF; start local recording first, then stream

G. LED Wall: HDMI out from streaming computer → LED wall; display full-screen Zoom window OR full-screen QuickTime

Final 5-Minute Test

1. Mic → Ableton → Loopback_OBS → OBS meters
2. Mic → remote hears; remote speaks → room hears via SQ7
3. QuickTime video → remote hears audio + stream hears audio + LED wall shows video

Troubleshooting

Post-Show (10 Minutes)

• Stop stream + recording; confirm recording file exists and plays
• Save Ableton set: TRC_Show_YYYY-MM-DD.als
• Upload assets (recording, chat, videos used)
• Note issues + fixes for next time

10. Piano and Wine Setup

Source: Piano and Wine Setup 2026.docx [2026-04-08]

CRITICAL WARNING: This setup uses 2 Coles 4038 Ribbon Microphones. DO NOT SEND PHANTOM POWER to these microphones or they will break. YOU WILL BE HELD LIABLE for breaking a Coles microphone.

Step 1: Turn on Live Room (in this order)

1. Turn on stage box in mic closet
2. Turn on SQ7
3. Press "Scenes" → load scene "Piano and Wine 2026"
4. Turn on Furman
5. Turn on 3 subs

Step 2: Turn on Mixing Room (in this order)

1. Turn on Trident
2. Turn on Orion interfaces
3. Turn on speakers
4. Confirm phantom power is NOT on for any channel

Step 3: Microphone Setup

• Channels 25–26, labeled "dpas": 2 DPA small diaphragm condensers for hammers
• STOP: CONFIRM phantom power is NOT on for channels 13–14 on both SQ7 and Trident before proceeding
• Channels 13–14, labeled "coles": 2 Coles 4038 ribbon mics for piano body
• Channel 30, labeled "greg": 1 wireless mic for Greg's vocals

Step 4–5: Greg's Monitor

• Use Aux 9 for monitor line; position per reference photo
• Confirm monitor levels with Greg; make adjustments (reverb in monitor, etc.)

Step 6: Ableton Session

• Open Ableton on FOH computer; load template "Piano and Wine 2026"
• Confirm audio in all channels; adjust live mix as needed

Step 7: Pro Tools Session

• Open Pro Tools on Mixing Room computer; load template "Piano and Wine 2026"
• Unmute channels 13–14, 25–26, and 30 on Trident
• Begin recording a couple minutes before show starts (cannot monitor recording in Pro Tools during show)

Lighting

• House lights: OFF for duration of performance
• Overhead lights: OFF
• Active: Spots and MAVs only
• Goal: soft halo effect — light from behind and slightly in front of Greg; gentle separation from background
• LED wall: display visuals as directed by Greg; ensure brightness complements lighting

Video

• Close-up of Greg's face (¾ angle or straight-on)
• Close-up of piano keys
• Face shot looking into piano
• Medium-wide shot — Greg and full piano frame
• Check exposure balance between LED wall and subject lighting; frame/light test during soundcheck

Event Checklist (2 hours before)

• AC down to 68°F; review setup list with crew
• Video: hands, face, wide piano/LED wall shots; all shutters 1/60
• OBS: project to FOH TV; stream to Recording Club YouTube, Weekly Piano YouTube, Greg Spero YouTube, Greg Spero Facebook
• Lights: pull up "Piano/Wine" show file; dim front lights; halos/backlights; slight fog; LED wall on Synestesia
• Audio: Ableton open with Piano/Wine Night template; piano and voice through speakers; some reverb on piano; dim venue lights to party mode
• Accommodations: make cookies; lay out 2 bottles of Elysium Fields wine

11. Restream.io Streaming Instructions

Source: Restream.io Instructions.docx [2025-10-13], Live Room Turn On/Off Procedures.docx [2026-02-19]

For a Specific Event (Public Link)

1. Log in to @TheRecordingClubSantaMonica YouTube channel
2. Select "Create" → "Go Live"
3. Name stream; schedule for Live Room start time
4. Go to Restream.io → "Create Channel" → "Custom RTMP"
5. Name channel to match YouTube stream name
6. Copy YouTube stream key → paste into Restream.io; copy YouTube stream URL → paste into Restream.io

To Watch in Lounge

1. Find scheduled stream in YouTube channel (signed in as @therecordingclubsantamonica)
2. Go to Channel Content → Live → 3 vertical dots → "Watch on YouTube"
3. Select 3 horizontal dots → Save → Save to "Streams"

Day-of Streaming

1. Start streaming in OBS
2. Find active stream in Restream.io home page (Standard Stream); select it
3. When stream ready: turn on event stream in Restream.io
4. Click "Go Live" in YouTube Studio

Multiple Streams at Once

1. Follow above steps to create RTMP custom stream for TRC channel
2. Update titles for the alternative stream
3. Select both in Restream.io; this goes live on alternative and cues TRC stream
4. Click "Go Live" in YouTube Studio
5. After stream: end live in YouTube; turn off both streams in Restream.io; re-update titles to "Standard Stream"

12. Ableton to Stream Deck (Podcast Room)

Source: Ableton to Stream Deck for Podcast Room.docx [2026-02-27]

1. Open Podcast Audio Recording Template from desktop (can save as new for client)
2. Enable "Remote": Settings/Preferences → Link, Tempo & MIDI → find IAC Driver MIDI Input → ensure "Remote" box is checked
3. Enter MIDI Map Mode: click MIDI button top-right in Ableton (turns blue/purple) or Cmd+M (Mac)
4. Teach the Mapping: click Record button in Ableton → press corresponding button on Stream Deck → Ableton maps the MIDI signal
5. Repeat for additional buttons

Troubleshooting: Ensure "Generic MIDI" is connected in Bitfocus Companion (green checkmark); confirm Audio Rec button (4th button on Stream Deck) is configured correctly in Bit companion

13. Booking Workflow

Source (canonical): NEW: Booking Protocols (Invoices Included).docx [2026-02-06]; OLD: Booking Protocols.docx [2025-10-31]; Booking (Jammed).docx [2025-04-30]

Booking Process

• All bookings come through app.therecording.club (platform replaced Jammed)
• Incoming booking automatically forwarded to info@therecording.club and populates calendar
• Member discount code TRCMEMBER (100% off room rate); additional charges for personnel and guest fees ($10/person over 6 people) billed after session

Key Rules

• Customers must pay upon booking
• If a customer breaks gear: notify and charge immediately upon session end — no exceptions
• Guest fee policy: $10/person after first 6

Hiring Engineers/Contractors

• For any session where client pays for engineer or videographer: hire a contractor
• Use TRC Contractors sheet; have contractor sign Recording Club Contractor Guidelines
• Once hired: write contractor's name in calendar event for that session (to avoid double-hiring); remind them to fill out Contractor Time Log immediately (sessions not confirmed until entered and approved by Greg)
• Initial communication: staff member who finalizes booking sends email to "TRC Engineer Thread" with: session date, client name, session specs, engineer(s) required, engineer(s) scheduled time
• Ari contacts listed engineer(s) to confirm availability; must confirm within 48 hours of official booking (immediately if session is booked less than 48 hours out)
• Ari replies in thread to confirm hiring; Ari enters confirmed engineer(s) names into session block on shared calendar

Engineer Pre-Session Protocols

• Once Ari contacts you, log session details in your personal calendar
• Check TRC calendar for session breakdown (inputs, instrumentation, band members)
• If no session information available 48 hours before session: proactively reach out to client via phone number listed
• Come 30 minutes early to set up room; review any stage plots and details with team

Post-Session Admin

• If session extends: edit booking in app.therecording.club to adjust credits
• Head engineer updates booking log with correct hours and engineer times; emails Jacob when done
• Update Members CRM: credits, engineer fees, guest fees
• Update platform with proper session start and end times (auto-changes calendar)
• Check off in booking log (Post CRM Column) that CRM has been updated

Billing — Members

1. Log in to TRC's stripe.com account
2. Billing (left sidebar) → Invoices → Create Invoice → find customer
3. Cross-reference unpaid fees in Members CRM
4. Add items; fill memo:

   Name - Room - Date - Time
   Engineer Fees: # [Type] Engineer - $30/hr - [Hours] - Total: $
   [other items as applicable]
   GRAND TOTAL: $

5. Autocharge if card on file; otherwise request payment
6. CUSTOMER MUST PAY BEFORE SESSION BEGINS — if unpaid at start time, session cannot happen

Billing — Non-Members

• Use Quickbooks

Platinum Member After-Hours Bookings

• Require at least 24 hours before booking: names of every guest, room to be used, equipment setup needed, engineer confirmation
• Outside engineer: must understand TRC system; no support/troubleshooting available off-hours
• TRC engineer: normal charges apply
• Credits do not apply
• Mondays only bookable if staff available

Blocking Rooms for Events

• Go to info@therecording.club calendar and add an event for each room to block — automatically blocks in booking platform
• Partial block (e.g., Shabbat dinner < 25 people in Live Room): only block Live Room
• Exclusive full-facility event: block all rooms

14. Engineer Scheduling

Source: Scheduling Engineers & Hours.docx [2025-02-05], Hiring Contracters Protocols.docx [2025-09-26]

Staffing Targets

• Kaury Hooper is lead engineer; if scheduled > 50 hours/week, book replacement engineers
• No replacement engineer > 40 hours/week or > 8 hours/day
• Engineering pays $20/hour (internal); client rate 20–30/hour depending on engineer

When to Book Additional Engineer

• Kaury is over 50 hours in a week (bring in engineer for easiest parts of sessions, 6–8 hour blocks)
• Kaury is at 10 hours in a given day and a session gets booked beyond that block
• A session gets booked in another room while Kaury is already engineering

Process

1. Communicate with client about engineer needs per room/function:
   • Audio: FOH and Mixing Room
   • Video: Switcher and cameras
   • Lighting: Lighting board
2. Match engineer from Engineer List for Clients to room + capabilities
3. Once chosen, add to digital systems:
   • Add engineer to description of booking in calendar (e.g., "Engineer: Lorenzo Siciliano")
   • Booking Log: add engineer name and rate to "Engineer Fee" column
   • Members CRM: add engineer name/rate to Supplementals columns
4. Report to client on who will be working their session
5. 2 days before session: reach out to all engineers with run of show, task list, closing checklist instructions, and any session details (stage plot, personnel list)
6. Day before: remind each engineer about the session
7. Day of: calculate actual hours worked; log in Members CRM and Booking Log; charge engineer fees via Stripe

15. Member Application Process

Source: Accepting Applications.docx [2025-04-22]

Pre-Acceptance

1. Check info@therecording.club for incoming applications
2. Log in to Typeform via LastPass
3. Go to Results → Responses → download CSV
4. Copy row into Membership Applications spreadsheet in master drive
5. Notify Greg

Accepted Applicants

1. Go to Mailchimp; add person to contacts with "approved" tag
2. Mark "this person gave me permission to email"
3. Go to Automations → All Journeys → Approved Applicant (general)
4. Click "contact is added manually" → paste email addresses → "Add contacts" (this triggers welcome email)
5. Mark row yellow in Membership Applications (email sent)
6. Call 24 hours after email to finalize; if email not received, have them check spam for hi@therecording.club
7. Update Sales Pipeline

16. File Management Protocol

Source (canonical): File Management Protocol.docx [2026-01-10]; File Storage & Data Management.docx [2025-05-25]; Migrating away from Google Drive.docx [2025-04-26]

After Every Session — Upload Procedure

1. Ask client for email they want files sent to
2. Grab SD Drive from back of video switcher; plug into audio computer
3. "Collect all and save" in Ableton (ensures all audio files are included)
4. Drag Ableton session onto SD Drive → subfolder "AUDIO"
5. Drag OBS file onto SD Drive → subfolder "SYNC"; rename: "Today's Date + Client Name + OBS"
6. Video ISO files should already be on the switcher's SD Drive; rename "ISO" subfolder to "VIDEO"
7. Eject SD Drive; plug into file transfer laptop in office
8. Open Finder → navigate to "Clients (Internal Links)" in The Recording Club Dropbox
9. Find or create client folder (first and last name)
10. Use FreeFileSync: drag SD Drive to left column, drag client's Dropbox folder to right column → Compare → Synchronize (ask Ari or Alex if unsure)

File Structure (Dropbox)

The Recording Club Dropbox > Clients > [Client Name] > [Date + Client Name] >
  AUDIO/
  VIDEO/
  SYNC/

Client File Delivery

1. Open Dropbox website; find client session folder; hover → "..." → "Copy"; add copied folder to "Clients (External Links)"
2. In "Clients (External Links)": hover → "..." → "Manage Permissions" → "Link for viewing":
   • Who has access: Only people invited
   • Expiration: one week from current date
   • Allow downloads: ON
3. Hover → Share → add client's email
4. Copy folder link; email client noting link expires in 7 days
5. If sending from personal email, CC alexschindler@therecording.club
6. Once uploaded, place SD Drive files in trash but do NOT empty trash

Post-Session Email

Include in post-session email: how session went; file status (e.g., Ableton in trash, ISO still transferring, which drive) Send to: alexschindler@therecording.club, greg@weebid.app, ari@therecording.club, miles@therecording.club, jacob@therecording.club, info@therecording.club

Synology (Current File Storage Target)

Structure: TRC (Synology) > The Recording Club > Clients > [client name] > [session date] > OBS / ATEM / Ableton / Pro Tools

Google Drive rules:

• All new documents must be created/owned by info@therecording.club; stored in relevant folder in Executive Drive
• Before creating a new document, check if a document already exists in Executive Drive to add to

Steven Sideroff Podcast — Additional File Steps

After every Sideroff podcast:

1. Go to Sideroff Google Drive folder
2. Create folder with day's date
3. Upload OBS file and ATEM stems from hard drive

17. EOD (End-of-Day) Manager Report

Source: End-of-Day (EOD) Manager Report.docx [2025-12-22]

When: End of day, before leaving the building Where: Email to info@therecording.club Subject Line: EOD – [Your Name] – [MM/DD/YYYY] Format: Short bullet points only; 1–2 sentences per section; takes less than 5 minutes

Template

EOD – [Name] – [MM/DD/YYYY]

Clocked Hours:
- Start time:
- End time:
- Total hours:

1. Today:
–

2. Issues / Blockers:
–

3. Ongoing Studio Issues:
–

4. Support & Improvements:
–

5. Tomorrow (if applicable):
–

6. Flags for Management (if any):
–

Section Purposes

• Today: 1–3 most important things completed (outcomes, not play-by-play)
• Issues/Blockers: anything that slowed work, broke, or needs follow-up (include workarounds)
• Ongoing Studio Issues: repeat problems to fix at systems level (equipment, process, communication, space)
• Support & Improvements: proactive ideas for improvements (not a complaint section)
• Tomorrow: top 1–3 priorities for next workday
• Flags for Management: urgent operational risks, client/member concerns, staffing/safety issues, sensitive situations

If section does not apply, write "None today."

18. Cash Handling Guidelines

Source: TRC Cash Handling Guidelines.docx [2025-12-23]

Core Rules

• Only one Cash Manager per day
• Cash Manager is responsible for: all physical cash, all spreadsheet entries, nightly cash count
• Every time cash moves, log immediately
• Physical cash must always match spreadsheet

Spreadsheet

• Link: Cash Handling Spreadsheet

TAB 1 — CASH PAID (use when cash is RECEIVED by a manager):

• Date Received, Recipient, Amount, Total (running)

TAB 2 — CASH RECEIVED (use every time cash is PAID OUT — all payouts must be CEO-approved):

• Name, Amount Paid, For (reason), Date, Manager, Total Paid, Cash on Hand, Notes

Balance Formula

Total Cash Received − Total Paid = Cash on Hand (must match physical cash at all times)

Nightly Cash Check (Required)

• Count all physical cash; compare to Cash on Hand in sheet
• If matches: add note "Nightly count complete – balanced"
• If doesn't match: DO NOT adjust numbers silently; add explanatory note; notify CEO immediately

Manager Handoffs

• Count cash together; incoming manager logs amount in CASH RECEIVED with note "Handoff from [Name]"
• Outgoing manager does NOT log a payout

Security

• Cash must remain locked when not in use; only Cash Manager may access it; no personal money mixed with house cash

19. Reporting Guidelines (to CEO)

Source: Reporting Guidelines.docx [2026-01-13]

Reports should be:

• Concise — readable and verifiable in under 1 minute
• Include: numbers/facts of exactly what was delivered; links for verification; invoices sent (if relevant)

Example format:

In total, we delivered 167 files. (113 English & 54 Spanish)
16 of these files came from Turing (3 English and 13 Spanish)
[Link: English files] [Link: Spanish files]
[Link: Master Spreadsheet] [Link: Invoices folder]

20. Temporary Manager Onboarding Protocol

Source: Temporary Manager Onboarding Protocol.docx [2025-12-23]

When This Applies

• Covering another manager's shift; acting as interim or short-term coverage

Steps

1. Start group text thread: include temporary manager, on-duty team members, leadership contact; first message states who is managing, time range, escalation contact; add to Google Voice app; instruct to answer calls with "The Recording Club, this is X"
2. Send required protocols: EOD Manager Report policy + relevant studio protocols; confirm they understand they are responsible for submitting EOD report
3. Review day's schedule: session schedule, staffing coverage, known priorities/sensitivities; call out busy periods and likely downtime
4. Set downtime expectations: downtime = check ClickUp, work from Unassigned tasks, ask questions in group text
5. ClickUp instructions: open ClickUp during downtime; select Unassigned tasks; update task status and notes; flag unclear tasks in group text or EOD report
6. End-of-day accountability: submit EOD Manager Report noting issues, open items, and how downtime was used

21. Member and Venue Policies (November 2025 Update)

Source: Processes and Procedures Updates - November 2025.docx [2025-11-11]; Draft Processes and Procedures 9/30/25.docx [2025-09-30]

Room Rates (Per Hour)

Customization Fees (Setup + Reset)

Reset Fees (If Room Not Returned to Standard Setup)

• Live Room: $50
• All other rooms: $30

Parking Policy

• Back lot reserved exclusively for active bookings
• Violations result in $50 penalty immediately
• Parking per booking: Live Room = 4 spots; Recording, Rehearsal, Podcast Rooms = 2 spots each
• Additional parking (QR code in back lot): $20/day non-booking members/member guests/gym; $50/day general public
• Non-booking visitors (including employees and gym guests): use street parking on 9th or 10th Street

After-Hours Booking Policy (Members Only)

• Available at standard outside booking rate
• Mondays only bookable if staff available
• All bookings require staff availability and confirmation
• Credits do not apply

Outside Engineer & Equipment Policy

• All outside engineers must be approved by TRC staff in advance
• First-time engineers: member must also book a TRC engineer for at least 2 hours to train them
• At staff's discretion, TRC engineer may be required for full session
• Using member's own computer/interface: must be discussed and approved before session
• Members remain fully liable for equipment damage regardless of who operates it

Session Timing

• Room access begins at scheduled start time
• If session runs past booked end time: additional charges in 30-minute increments
• Billing includes all time until everyone (including engineer) exits
• Engineer time is billable regardless of what they're doing (mixing, transferring files, resetting)

Kitchen/Fridge Use Policy

• Members clean up after themselves
• All fridge items must be labeled with name and date
• No member food left overnight — all discarded at end of each day
• Cleaning fee if member's food causes fridge spills

WhatsApp Guidelines

Members Group: TRC discussions, events, brainstorming, collaborations at the Club only; no personal messages; outside events must be free for members to attend, creative-focused, exclusive (flexible), brief/direct

Not allowed in Members Group: paid engagements, general advertisements, non-community outside initiatives

General Group: Less restrictive; non-members can join; outside artist shows; community engagements not directly at TRC; Santa Monica community content

London Group: Discussions for upcoming TRC London location — invite potential members, collaborators, especially London contacts

22. Employee Protocols

Source: EMPLOYEE PROTOCOLS.docx [2025-07-27]

• All employees clock in/out using QuickBooks time tracking while physically on-site
• Enter hours for following week into Deputy by 5pm Friday before that week
• Bring your own food/drinks; label all items; may store in fridge/liquor closet
• Employees may eat company food during member meals/brunches (buffet-style, during 1–4pm Sunday brunches)
• Employees must clock out for any meal break; no eating while on clock
• Alcohol: never consume or take company alcoholic beverages at any time, including events
• Honor Bar: employees may purchase items; fill out purchase sheet each time; invoiced weekly; theft (without logging) = $50 fine per item deducted from paycheck
• No personal social media while on clock; clock out for social media breaks
• File management: all new Google Drive docs created/owned by info@therecording.club in Executive Drive; check for existing docs before creating new

Exception

Sunday Brunches (1–4pm): staff and members may eat and socialize simultaneously while handling work deliverables

23. Mixing and Video Editing Services

Source: Mixing and Video Editing Services.docx [2025-05-04]

• Remote projects: engineer works on personal laptop; TRC handles all client billing
  • Client rate: $35/hour; TRC pays engineer: $20/hour
• In-studio projects: clients charged for both studio room (credits) and engineering fee
  • Client rate: $35/hour (studio credits); TRC pays engineer: $20/hour
• Named engineer requests: contact TRC for personalized pricing

24. Honor Bar

Source: TRC Honor Bar Menu.docx [2025-06-18]

Menu

Beverages: Boujee Water $7 | Yerba Mate $6 | Curious Elixir $8 | Goko Sparkling Coconut Water $7 | La Croix $3 | Fever-Tree Ginger Beer $3

Snacks: Barebell Protein Bar $5 | Kar's Sweet & Salty Trail Mix $3 | Jack Link's Beef Jerky $5 | SkinnyPop Popcorn $3 | That's It Fruit Bar $3 | Hershey's $3 | Reese's Peanut Butter Cup $3 | Almond Joy $3

Operations

• Payment: card reader + iPad combo
• Restock: weekly employee stock count + expiration date check, followed by bulk Amazon order for low items

25. Sunday Brunch Protocols

Source: Sunday Brunch Protocols Checklist.docx [2026-01-11]

• Pick up from Mel's ~12:30 PM
• Event: 1:00–4:00 PM (leave food out longer if guests still eating)
• Leave 10% tip; total after tip ~$220; get receipt + photo; email to: tiny_room_studios_llc+expenses@assist.intuit.com with subject: "Mel's Brunch Receipt – [Date]"
• Table: lay out 1 white towel/tablecloth on kitchen table; 3 bowls (syrup, butter, ketchup); label food containers; add tongs/spoons; small plates, nice maple syrup, Cholula, glass container with forks & knives
• Guests eat before staff
• Cleanup: consolidate leftovers into labeled containers/freezer bags (food name + date); wipe down table and counters

26. Party Preparation

Source: Party Prep (official).docx [2024-12-23]

Day of Setup

• Check invitation for attendee count (determines prep scale)
• On way in, go to Ralphs for supplies: cucumber (for cucumber water), 2 gallons water, 1 gallon lemonade, juice for lemonade mix, lavender simple syrup, 4 bags ice, 3 kinds of chips, cheese platter, veggie platter, crackers, red pepper hummus, 4 bottles cheap red/white wine (Ralphs card: 6362190820)
• Arrive and set up rooms; ensure outside area is clean and set up; set up coffee machine; restock water bottles; take out all trash; put towels in bathrooms; clean microwave; sauna on if requested

2 Hours Before

• Get large liquid containers from cabinet (bottom far right facing TV)
• Cut cucumbers; make lemonade mix ("The Pink"); fill with ice
• Move two bar chairs to right wall by bar; set containers and wine in that area
• Set out cups and napkins; lay white fabric on table
• Arrange food: veggies/ranch in white food divider, cheese/crackers on large cutting board, chips in bowls (around studio too)
• Set out lights (table lights on marble and upstairs tables); set up check-in iPad (link: therecording.club/checkin)

During Party

• Ensure everyone checks in (required)
• Greet everyone; ask their name; welcome to Recording Club; ask if been before; give rundown; point out bathrooms; sell tours
• Every 30 minutes: sweep the space, throw away trash, converse with guests
• Be yourself and schmooze

Closing

• Reference Closing Checklist

27. Voiceover Project

Source: Voice Over Manager Overview.docx [2025-12-22]; Voice Acting Guidelines - Audio Engineer.docx [2025-12-17]; Voice Acting Project.docx [2025-12-10]

VO Manager Role

• Admin: https://trcvoice.replit.app/admin-login (login: admin / TRCAdmin25)
• Engineer scheduling: ensure two engineers booked daily 9 AM to close
• Appointment confirmation: call confirmed appointments 2 hours prior
• Talent recruitment: ask VO talent to refer friends; post sign-up links on Instagram; email past participants
• No-show management: track and follow up immediately (text or call to reschedule)
• Weekly deliverables: confirm English and Spanish recording needs for Turing; meet those goals

VO Manager Daily Checklist

• 8:30 AM arrival; print 15 consent forms; ensure 3 scripts in both English and Spanish
• Check-in VO talent in TRC check-in system
• Confirm consent form signed and photo ID provided before recording
• Send Jacob or Ari names/phone numbers of people needing payment; they mark "Paid" in admin app
• Coordinate file transfers to Alex and Miles
• Closing: lock all doors; in lobby say "Alexa, turn off The Recording Club" (may need multiple attempts)

Audio Engineer — VO Session

1. Confirm voice actor signs consent form before recording
2. Record in low-noise environment with condenser mic (AKG C414); use pop filter
3. Use laptop/iPad for actor to read script (not printed paper)
4. Close all studio/ISO booth doors
5. Avoid clipping or distortion
6. Export as one long audio file: 48kHz, 24-bit, mono WAV
7. Organize into folder with your name + date; transfer files to Miles
8. Avoid: squeaky chairs, noisy furniture, audible movement sounds, repeating background noise

28. Studio Equipment Inventory

Source: Studio Equipment.docx [2025-10-01]

Live Room + Mixing Room — Microphones (key items)

Lewitt LCT 1040, LCT 840, 2x LCT 640 TS | Neumann U87 Ai | 3x Lewitt 340 REX | 4x Lewitt DTP 340 TT | DPA KIT-4099-DC-10R (Drum Mic Set) | 10x Lewitt MTP 440 DM | 4x Lewitt MTP W950 | 2x Shure Beta 91 | 3x Shure KSM8, 2x KSM27, KSM44 (Matched Pair) | 2x Shure Wireless KSM8 ULD | 1x Solomon SubKick | 2x B&K 4011 | 3x AKG C414, 2x AKG C214 | 4x CAD C98 | 2x Coles 4038 ribbon | Sennheiser e902, e816s, MKE 440 | 11x Shure SM57, 6x Shure Beta 58

Live Room — Lighting

4x Chauvet Rogue R2X Wash | 6x Chauvet Maverick Force S Spot | 6x ETC Source Four LED Tungsten | 2x Chauvet Intimidator 360 | 10x Chauvet Colorband T3bt | GVM LED Soft Light

Live Room — Video

6x BlackMagic Design Studio 6K | BlackMagic Television Studio HD8 ISO

Live Room — Console/Outboard

Trident 88 40-Channel Console | Allen & Heath SQ-7 | Antelope Orion 32+ Gen 4 | Manley Dual Mono Mic Pre | 4x AEA TRP 3 | Manley ELOP+ | Demeter Stereo VTMP-2B | 2x Drawmer 1968 MKII (Stereo) | Apple Studio 2024

Live Room — Instruments

Yamaha Enspire EN PRO DCX7 Grand Piano | Yamaha CP88 | Moog Sub37 | NORD Electro 2 Sixty One | 2x Studiologic Numax Piano | StudioLogic Numax GT | KORG Grandstage X | KORG microKORG | Scherl and Roth Fully Carved Upright Bass | Fender 5-String Jazz Bass | Fender 4-String Jazz Bass | Schecter 5-String Fretless Bass | Godin ACS Slim Acoustic Guitar | Yamaha Acoustic Guitar | 2x Fender Stratocaster American Pro II | Gibson Electric Guitar | Ovation Celebrity Standard | Gold Starclassic Tama 10-Piece Drum Kit

Recording Room — Key Gear

Yamaha C2 Grand Piano | Yamaha 5-Piece Custom Birch Drum Set | Mac Mini 32GB | Audient ASP800 | APHEX Model 1100 Stereo Mic Pre | Drawmer 1968 MKII | Antelope Audio Orion 32+ | Allen & Heath ME-U, ME-500, M-Dante | Yamaha HS-8 + HS-8S monitors | Fender Rumble 500 bass amp | Fender Tone Master guitar amp | B&K 4011, Shure Beta 58, AKG C414, C451, C214, KSM27, D112 | Manley Ref C | Audix Drum Mic Kit

Rehearsal Room — Key Gear

Midas M32 mixer | Turbosound PA | Mac Studio | YAMAHA 4-Piece Custom Birch and Gretsch 6-Piece Catalina Maple drum sets | Fender Rumble 500 and Hot Rod Deluxe 4 amps | Moog Sub37, Hofner Custom Bass, Roland XP 30, Roland FP30 | 4x Chauvet Intimidator 360x, 4x Chauvet SlimPar 6, 4x Colorband T3BT | 2 AKG C414, 3 Shure KSM8, 3 Shure Beta 58A, CAD Drum Mic Kit, Shure Beta 52A

Podcast Room — Key Gear

Apollo 8 interface | Kali nearfields | 3x Shure SM7B | 4x BlackMagic Design Studio 6K | BlackMagic Television Studio HD8 ISO | 2x Canon C70 Cameras | Neewer Soft Boxes (app controlled) | 2024 iMac

29. Front Desk Management

Source: Front Desk Management.docx [2025-04-14]

Before Opening

• Start with Opening Checklist
• Check today's sessions; review session details
• Room prep: if prep fee paid, engineer sets up 1–2 hours before; if no prep fee, room must be reset perfectly using room reset checklist — take photos and send to Greg if anything is off
• 10 minutes before client arrives: take room photos; check if client has received policy update

When Client Arrives

• If they haven't seen 2025 policy update: hand them a printed copy; mark "Y" in "New Policy" column in CRM

30. Troubleshooting Guide

Source: TRC Ultimate Troubleshooting Guide.docx [2025-10-08]; Podcast Room Procedures.docx [2026-04-15]; Live Room Zoom Streaming Setup.docx [2026-02-03]

ATEM to Blackmagic Camera Issues

• Problem: SDI output running into camera but ATEM camera control not working; red indicator light not lighting up.
  • Try: Select proper ATEM Camera ID from camera Setup menu: Settings → Setup → page 3 → select ATEM Camera ID matching SDI input number
• Problem: Camera control not working; camera feed not showing on ATEM Multiview.
  • Try: Unplug and switch Input and Output SDIs on Blackmagic camera
• Problem: SDI input running into camera; camera receives control commands but feed not showing on Multiview.
  • Try: Change SDI Output resolution: Settings → Monitor → page 5 → change "SDI Output" to 1080p

Audio Issues (Podcast Room)

• Buzzing on a channel: try different mic pre (set to MIC), switch the cable, check client mic positioning (6 inches recommended)

Zoom/Streaming Issues

• (See Section 9 troubleshooting table)

Studio A / Trinnov Issue

• If Trinnov not working: check if it got unplugged; solution: use a better power strip or tape cables to power strip

31. Session Post-Mortem Reference

Source: Jesus Molina Session: Post-Mortem.docx [2024-11-30]

Key learnings from first major session:

• Strengths: Video quality (Manny Amaya, videographer, +1 818-602-5068, $35/hr); live room sound/tracking
• Issues and solutions:
  • Headphones not set up: verify gear orders and card payments well in advance
  • Trinnov getting unplugged: tape cables to power strip or use better strip
  • Facility too chaotic during events: need dedicated facilities person (stay by door, check rooms on 30-min schedule); no food/drink in studio areas
  • Door unmanned: always have door person; every guest must check in with email/information captured
  • Should stream video to lounge/mezzanine TVs during sessions (make standard protocol for all sessions)
• Items to buy: eight 100' SDI cables; two Blackmagic Pocket 6K Pros

Key Facts at a Glance

Open Questions / Contradictions

1. Recording Room routing discrepancy: Recording Room Procedures 2026.docx (Tab 1, 2026-03-20) states stereo mix to Hearback channels 1–2 with talkback on 3–4; Tab 2 of the same document states stereo mix to Hearback channels 7–8 with talkback on 5–6. These are contradictory. Tab 2 may reflect a routing update — confirm with engineer before next session.

2. Engineering rates inconsistency: Processes and Procedures for TRC Members; April 2025 Update [2025-09-30] lists entry-level engineer rate as $30/hr; `Draft Processes and Procedures 9/30/25` lists rate as "$20–$30/hour depending on engineer" for client-facing copy. Internal pay per Scheduling Engineers & Hours.docx is $20/hr. Need clarity on which client-facing rate is current.

3. Booking platform name: Older docs reference "Jammed" (Jammed.app); newer docs reference app.therecording.club. Confirm if migration to app.therecording.club is complete or if Jammed is still in use for any workflow.

4. Podcast Room file management: Podcast Room Procedures.docx (2026) notes "Execute file management procedure WORK IN PROGRESS" — file management after podcast sessions is not yet fully documented.

5. Client file delivery from Synology: File Storage & Data Management.docx notes a future plan to let clients download directly from Synology; currently still using Dropbox for external delivery. This workflow is pending.

6. GrandMA show file name: Live Room Turn On/Off Procedures.docx [2026-02-19] references "The Ari Special" as the current GrandMA scene; Live Room Turn On_Off Procedures_Reformatted.docx [2025-10-19] references "Show 2 08.28.25". Newer doc applies; confirm current show file name with lighting team.

7. Studio A vs. Live Room + Mixing Room terminology: Some docs refer to the combined Live Room + Mixing Room as "Studio A." This may cause confusion with new staff — confirm canonical naming convention.

8. Podcast room camera calibration: Opening Checklist notes "calibrate cameras" and "calibrate audio" tasks but adds "this task needs to be more clearly specified—until it is, don't feel bad ignoring it." These procedures need to be documented.

Sources

All 60 source documents, newest-first by mtime: