Booking & Rental Agreement

THE UPSTATE ROOTS STUDIO — RENTAL AGREEMENT

Welcome to The Upstate Roots Studio
Nestled inside our lovingly preserved 1832 cobblestone home, The Upstate Roots Studio offers a space where history, artistry, and modern creativity meet. Its original creaky floors and time-worn stone have carried nearly two centuries of footsteps, its walls have witnessed generations of stories, and its creaky charm is part of what makes the space so special.

Because it is historic, it requires extra care, respect, and understanding. The following policies are designed to protect its character, ensure the safety and comfort of all who enter, and maintain a professional, welcoming environment for every Renter and guest.

The Upstate Roots Studio is offered solely as a thoughtfully preserved setting for photography and videography sessions. All artistic services — including photography, videography, styling, and equipment — must be provided and managed by the Renter.

By booking, you agree to honor the spirit and structure of this unique home and to uphold the guidelines that preserve it for years to come.

SECTION 1: Booking, Payment, & Communication

All bookings for The Upstate Roots Studio are made for specific, reserved time slots. The Renter is responsible for ensuring that the correct date and time are selected at the time of booking. Rescheduling will not be granted for booking errors.

Booking Minimum
The Upstate Roots Studio requires a non-negotiable 2-hour minimum for all reservations. The home's size, layout, and historic character make shorter sessions impractical, and this minimum ensures the space is used with the care and pacing it deserves. By booking, the Renter acknowledges and agrees that the 2-hour minimum applies to every session without exception and will be billed in full, regardless of late arrival, early departure, or unused time. We highly encourage grouping bookings together to take advantage of our half-day or full-day session so you can enjoy the property fully for an extended period.

Payment
Payment in full is required at the time of booking. All payments are non-refundable.

Credit Card Authorization
By submitting this Agreement, the Renter acknowledges and agrees that The Upstate Roots Studio will securely retain the credit card information provided at the time of booking. The Renter authorizes The Upstate Roots Studio to charge the stored card for any additional fees incurred, including but not limited to:

— Damages to studio property, furnishings, décor, equipment, or fixtures
— Cleaning fees resulting from misuse of the space or failure to follow studio policies
— Fees associated with violations of any studio rules, prohibited activities, or rental terms
— Overtime charges or key-return fees as outlined in this Agreement

The studio will provide the Renter with an itemized statement of any such charges. By booking, the Renter agrees that all charges processed under this provision are valid, enforceable, and constitute lawful authorization of payment.

Communication
The Upstate Roots Studio's primary method of communication is email. All non-urgent questions, updates, or requests must be sent to Becki@upstaterootsdesign.com. The business line shall be used for all emergencies, which include the inability to access the property through the designated door, being locked out for any reason, injuries, fire, flooding, or plumbing issues. Any incidents occurring on-site that affect our furnishings, flooring, or décor must be reported via email upon leaving. By booking, the Renter agrees to follow these communication guidelines.

SECTION 2: Entry & Exit Procedures

Renters will receive a one-time code to use at the SIDE DOOR off the driveway for studio entry (this is the door with three steps, not the garage door). The studio must be vacated promptly at the end of the scheduled session. The door locks automatically once closed. If a Renter locks themselves out due to failure to follow instructions, The Upstate Roots Studio is not responsible for re-entry.

If assistance is available, a $50 inconvenience fee will be charged. Do not attempt to open the lockbox before your scheduled start time, as this may disrupt your code. The Renter agrees to NOT share the provided code with anyone else. For assurance, lock the property by pressing the lock button on the keypad upon departure.

The home's front door is not for actual use. Renters may open the front door for lighting opportunities but must not open the glass door at any time. The second-floor exit is not for physical use; it can be opened only for lighting and must not be used except in an emergency. All doors must be fully closed and locked upon departure.

SECTION 2: Studio Accessibility Limitations

Stair & Accessibility Notice
The Upstate Roots Studio is located within a historic home. Entry into the property requires climbing three exterior steps. The first-floor rooms are accessible to guests who are able to manage these exterior steps.

The studio also includes three additional rooms located on the second floor, which require the full use of an interior staircase. These upper-level rooms are not accessible to individuals who cannot safely climb a full stairwell.

Because the home is historic and operates by appointment only, certain accessibility limitations are inherent to the property. By booking, the Renter acknowledges these structural limitations and accepts full responsibility for ensuring that all guests, clients, and participants are able to safely navigate and use any stairs required for the areas they intend to use.

SECTION 3: Studio Set-Up & Climate Control

The Property's Spaces
The Upstate Roots Studio is a lived-in historic home, and its rooms may be refreshed or rearranged from time to time. Furniture, décor, and styling elements are subject to change without prior notice. Renters must review the studio's most current layout and room styling before their session; this information is available on our official social media channels. By booking, the Renter acknowledges that the studio's appearance may vary slightly from previous visits or posted images and accepts the space in its condition at the time of entry.

The door leading to the basement which is currently blocked by a seating area is prohibited for use. These stairs are unsafe for anyone to use at any time and the doorway is blocked off with clear signage indicating it should not be used. Upstate Roots Studio will not be held accountable if anyone goes against the request.

The connected garage area is unavailable for use or exploration. This is private property, and the rooms available for rent have been clearly defined. Any exploration outside these spaces will violate this agreement and is subject to a fine.

Windows & Ventilation Policy
The Upstate Roots Studio is located within a historic 1832 cobblestone home. As part of its preserved structure, none of the windows in the studio are operable. These windows are original to the home's construction and are not designed to be opened, adjusted, or manipulated in any way.

For the safety of all guests and to protect the integrity of the historic property, Renters and all participants are strictly prohibited from attempting to open, force, unlatch, or otherwise handle any windows within the studio. Any damage resulting from attempts to open or manipulate the windows will be the Renter's financial responsibility and will be billed in accordance with the Damages section of this Agreement.

The studio provides climate control through heating and air conditioning systems, and Renters agree to utilize these systems exclusively for temperature and airflow needs during their rental period.

Heating & Air Conditioning
The studio will have the heat or air conditioning set upon your arrival. Renters are welcome to adjust the thermostat during their session, but settings must be returned to 68 degrees before departure. Failure to reset the thermostat may result in an additional fee.

SECTION 4: Shoes & Floors

The Upstate Roots Studio contains original flooring and finishes that have endured more years than any of us have. To preserve these historic surfaces, all guests are required to remove their shoes upon entry or use the provided shoe covers. Any shoes worn for photographs must be clean, unworn outdoors, and free of debris before being brought into the studio.

Living in Western New York means snow, mud, salt, and seasonal debris are a part of daily life, and these elements can cause significant damage to historic floors. For this reason, strict adherence to our shoe policy is required at all times.

Shoes that leave marks, scratches, residue, or damage of any kind may result in cleaning or repair fees at the discretion of The Upstate Roots Studio. By booking, the Renter accepts full responsibility for ensuring that all guests, clients, and participants comply with this policy.

SECTION 5: Food & Drinks

To protect the historic surfaces and furnishings within The Upstate Roots Studio, food and drinks are not permitted in the main shooting areas unless they are being used as intentional props. Any beverages or snacks brought for personal use must remain in the designated kitchen area. Spills, stains, or damage caused by food or drink may result in cleaning or repair fees at the discretion of The Upstate Roots Studio.

Renters are responsible for ensuring that all guests, clients, and participants follow this policy throughout the duration of the booking.

The Kitchen area is available only for storage in the refrigerator and use of our coffee bar. Do not use or open any cabinets. Neither the oven nor the stove area is available for use and should not be touched. The bar area is purely for decoration; do not touch or consume any items seen here.

SECTION 6: Children

Children are welcome at The Upstate Roots Studio, but they must remain under the direct supervision of a parent or guardian at all times. The studio contains historic features, delicate furnishings, and decorations that can be easily damaged, and it is not child-proofed. Running, climbing, or unsupervised play is not permitted. There is no door at the top of the stairwell; therefore, children of all ages should always be accompanied by an adult when using the stairwell and watched closely in the upper studios. 

The Renter accepts full responsibility for the safety and conduct of any children present.

SECTION 7: Furry Friends

Furry friends are welcome at The Upstate Roots Studio, provided they are well-behaved and fully supervised. Because the studio contains historic floors, delicate furnishings, and curated décor, all animals must remain leashed, crated, or held unless actively being photographed.

Any accidents, damage, or messes caused by a pet will be the responsibility of the Renter to address and report, plus a $100 cleaning fee.

SECTION 8: Smoking & Vaping

Smoking, vaping, and the use of any open flame or smoke-producing device are strictly prohibited inside or around The Upstate Roots Studio. Any violation may result in immediate termination of the session and cleaning or restoration fees.

Renters are responsible for ensuring all guests comply.

SECTION 9: Damages, Inventory & Property Responsibility

Once occupying the studio, the Renter assumes full responsibility for all studio inventory, furnishings, décor, and property. Any cleaning, repair, or replacement required due to the Renter's use of the space — or the actions of their clients, guests, or participants — will be billed to the Renter.

Minimal damages or any cleaning beyond standard use will incur a $150 cleaning and restoration fee. Damage to furniture, décor, or any studio property will be billed at replacement cost, plus an additional $100 inconvenience fee for sourcing, transport, and restoration time.

Please note that several items within the studio have excessive value. If broken, damaged, or missing, the Renter will be responsible for full replacement.

Photographers are responsible for the actions of their paying or non-paying clients. If a client, child, guest, or participant damages the space, the photographer (Renter) is financially responsible.

Any damage caused during the Renter's session — including scratches, stains, broken items, or harm to the floors, walls, or décor — will be assessed by The Upstate Roots Studio, and repair or replacement costs will be determined at the studio's discretion.

SECTION 10: Prohibited Items & Activities

To protect the historic integrity of The Upstate Roots Studio and ensure a safe, respectful environment for all Renters, the following items and activities are strictly prohibited:

— Dragging or sliding any studio furniture, including couches, the bed, chairs, or props
— Use of or entering the Basement is prohibited due to safety concerns regarding the stairs
— Use of lit candles, open flames, or heat-producing décor
— Confetti, glitter, paint, powder, or any material that disperses residue
— Alcohol consumption
— Smoke bombs or any smoke-producing device
— Sexual activity of any kind
— Smoking, vaping, or the use of tobacco or other substances (inside or around the property)

Violation of any prohibited item or activity will result in a $100 fee per occurrence, assessed at the discretion of The Upstate Roots Studio.

Furniture Movement Policy
For sessions lasting four hours or longer, Renters may request that a piece of furniture be moved. Requests must be submitted at least one week prior to the session start time. Approval is not guaranteed and will depend on whether the item can be safely moved without risk of damage. If approved, the item will be moved by studio staff only.

The following items must not be moved under any circumstance:
— The couch or any of the credenzas and shelving units in the living room and sitting room
— Any pieces in the dining room (table, antique hutches, and mail-card piece)

Moving any of these items will result in a $250 fee, in addition to any repair or replacement costs if damage occurs.

SECTION 11: Clean-Up

The studio must be left in the same condition in which it was found. All furniture, décor, and props moved during the session must be returned to their original placement. All personal items and trash must be removed. We request that the Renter conduct a final walkthrough of the entire property to ensure all items have been collected and the home is left in the condition it was found. Other Renters may be following you, so out of respect to your community and our home, all pillows, decorative pieces, and items must be left exactly as found. Any items left behind will be held for pickup for up to two weeks; communicate via email to retrieve them. After two weeks, the studio is no longer responsible for holding those items.

Additional cleaning or reorganization may result in a $150 cleaning fee.

SECTION 12: Emergency Procedures

In the event of an emergency, the Renter and all participants must prioritize personal safety and follow all applicable emergency protocols. Emergencies include, but are not limited to: fire, flooding, medical incidents, structural concerns, or any situation that poses immediate danger.

If an emergency occurs during the rental period, the Renter agrees to:
— Immediately evacuate all individuals from the studio if the situation requires it.
— Contact emergency services (911) when appropriate.
— Notify the Studio Manager by phone as soon as it is safe to do so.

There are four exit points across the property. On the first floor, there is one window at the front, one on the side, and one at the back of the house. The second floor of the property has one exit point that will allow for a safe evacuation down the back stairwell. Please take a moment upon arrival to make yourself and your clients familiar with all four exit points.

The Renter is responsible for ensuring that all guests, clients, and participants are aware of emergency exits, stairways, and the layout of the space upon arrival.

SECTION 13: Overtime, Cancellations & Rescheduling

Cancellations must be submitted in writing via email or the business line.

— Cancellations within 48 hours of the session are non-refundable.
— Cancellations more than 48 hours in advance may be rescheduled once, subject to availability.
— No-shows (arriving more than 30 minutes late without communication) forfeit the session without refund.

Overtime
All bookings must begin and end at the reserved times. Any use of the studio beyond the scheduled end time — including packing up — will be billed as overtime at $75.00.

Renters must plan accordingly to avoid additional charges by allowing enough time to pack all items and clear the home by the end time.

Seasonal Considerations
The Upstate Roots Studio is a historic home with unique architectural features, original flooring, and curated décor. Seasonal weather in Western New York — including snow, mud, rain, and salt — may affect entry conditions. Weather conditions may affect lighting or outdoor accessibility. Sessions proceed as scheduled regardless of weather. Rescheduling due to weather follows the same policies. Renters are expected to plan accordingly and follow all footwear and clean-up policies to protect the space as noted in Section 4.

SECTION 14: Assumption of Risk

The Renter acknowledges and agrees that the use of the rental studio space, furnishings, décor, equipment, and any items provided by The Upstate Roots Studio ("Studio") involves inherent risks of damage, injury, or loss. By entering into this Agreement and choosing to utilize the Studio, the Renter voluntarily assumes all risks, whether foreseeable or unforeseeable, associated with the use of the premises and any activities conducted therein. The Renter agrees to communicate all studio rules, policies, risks, and responsibilities to any individuals participating in or present during the rental period. The Renter assumes full responsibility for ensuring that all participants comply with studio policies and acknowledges that the Renter is financially and legally responsible for the actions of all individuals they bring into the space.

Release of Liability
The Renter hereby releases, waives, and forever discharges The Upstate Roots Studio, their owners, employees, agents, contractors, and representatives (collectively, "Released Parties") from any and all claims, demands, causes of action, damages, losses, liabilities, or expenses arising out of or related to:

— The Renter's use of the Studio
— The actions or conduct of the Renter's guests, participants, or clients
— Any injury, damage, or loss sustained on the premises
— Any use of studio furnishings, décor, equipment, or property

This release applies to all claims, whether known or unknown, anticipated or unanticipated, and includes claims arising from negligence except in cases of gross negligence or intentional misconduct as defined by applicable law.

Indemnification
The Renter further agrees to indemnify, defend, and hold harmless the Released Parties from any claims, damages, or liabilities asserted by any third party — including the Renter's own clients, guests, or participants — arising out of or related to the Renter's rental, conduct, or use of the Studio.

SECTION 15: Studio Rights

The Upstate Roots Studio reserves the right to refuse service, cancel a session, or end a booking early if policies are violated or if behavior becomes unsafe or destructive. No refund will be issued in such cases.

The Upstate Roots Studio also reserves the right to use any social media posts for marketing purposes of the space. Photographers working within our property for styled shoots or events agree to credit @Upstaterootsstudio in all photos published or used for other media purposes.

SECTION 16: Agreement & Acceptance

By booking a session at The Upstate Roots Studio, the Renter acknowledges that they have read, understood, and agreed to all policies in this document.

Renter Acknowledgments
By booking, the Renter confirms:

— I have read and agree to all terms outlined in this Agreement.
— I authorize the secure retention of my payment information and consent to charges for any breach of studio policies.
— I confirm that I selected the correct date and time for my session.
— I understand the phone number provided is for emergencies only.
— I understand I must ensure the property is locked at all access points upon my departure.
— I understand all individuals must remove their shoes or wear shoe covers unless being photographed.
— I understand the studio requires the use of stairs and that all guests must be able to safely navigate them.
— I agree to vacate the studio at the end of my scheduled time and understand that overstaying will result in an additional hour being charged.