File Delivery & Storage Policy
At Video Photo Studio (Gatsby Stage), we offer several ways to receive your photo, video, and audio files. This policy explains how files are organized, uploaded, stored, and transferred after a studio session or production.
Our goal is to make the handoff clear and predictable, especially for projects that involve multiple cameras, separate audio recording, or a large volume of photo and video files.
Table of Contents
- Cloud File Delivery
- File Upload Time
- Included Cloud Storage
- Seven-Day File Retention
- How Video Production Files Are Organized
- How Photography Files Are Organized
- Additional File Sorting
- Delivery to Your Own Hard Drive
- Client Responsibility After Delivery
- Post-Production Is Separate
- Questions About File Delivery?
Cloud File Delivery
Standard delivery is handled through Google Drive or Dropbox.
After the production, we prepare, organize, and upload the recorded materials to cloud storage. Once the upload is complete, you’ll receive a unique download link to access your project files.
You may also have us deliver to your own storage. If you’d like files uploaded directly to your Google Drive, Dropbox, company server, or another supported location, please provide access information before or immediately after the production.
File Upload Time
Uploading production files typically takes one to two business days.
Actual transfer time depends on the total amount of recorded material, file sizes, the number of cameras and audio recordings, and available upload bandwidth.
Large multi-camera productions can generate hundreds of gigabytes of data and may need additional time to prepare and upload.
Upload time covers file transfer and organization only. It does not include video editing, photo retouching, color correction, audio post-production, or any other post-production services.
Included Cloud Storage
Each project includes the following:
100 GB of Cloud Storage — Included
Up to 100 GB of cloud storage for file delivery is included at no additional charge.
Projects that exceed 100 GB are billed for additional storage at the following rate:
$50 per Additional 100 GB
For example:
| Project Size | Cloud Storage Charge |
|---|---|
| Up to 100 GB | Included |
| 101–200 GB | $50 |
| 201–300 GB | $100 |
| 301–400 GB | $150 |
| 401–500 GB | $200 |
For productions expected to generate a large amount of data, you may prefer to provide your own cloud storage destination or a physical hard drive.
Seven-Day File Retention
The studio stores uploaded production files free of charge for up to seven days after delivery.
You are responsible for downloading and backing up your files during this period.
After seven days, project files may be permanently deleted from studio storage without further notice, so we strongly recommend downloading all materials promptly and making your own backup copies.
Extended Storage
If you need the studio to keep your files for more than seven days, contact the studio manager before the standard retention period ends.
Extended storage may be available depending on the amount of data, our storage capacity, and the retention period requested. Terms and any additional charges must be agreed upon separately.
How Video Production Files Are Organized
For multi-camera video productions, files are organized into separate folders by recording source.
For example:
Project Name
│
├── Camera 1
│ └── Video Files
│
├── Camera 2
│ └── Video Files
│
├── Camera 3
│ └── Video Files
│
└── Audio
└── Audio Recording FilesIf more cameras are used, we’ll create additional numbered camera folders.
Externally recorded audio goes into a separate Audio folder, so editors can easily tell the original camera footage apart from the sound recordings.
This structure gives editors, producers, agencies, and in-house post-production teams a clean, practical handoff.
How Photography Files Are Organized
For photography projects, files are typically delivered in two main folders:
Project Name
│
├── RAW
│ └── Original Camera Files
│
└── JPEG
└── JPEG FilesRAW files contain the original camera data, while JPEGs offer a universally compatible format for viewing and selecting images.
If your project requires a different folder structure, naming convention, image selection system, or other organization, please discuss it with us before the shoot.
Additional File Sorting
Standard delivery includes basic organization by camera, audio source, or photo file type. Any further sorting is not included by default.
Please discuss these requirements with the studio before production. Custom organization may require additional production or data-management time.
Delivery to Your Own Hard Drive
You’re welcome to bring your own external hard drive or SSD to the studio.
We can copy files directly to your drive instead of, or in addition to, cloud delivery. For large productions, this is often one of the fastest ways to receive original camera files.
Important — File Copying Takes Time
Copying large amounts of video or photo data can take a significant amount of time.
If files are copied to your drive during your booking, the transfer time counts toward your studio rental or production time.
For example, if recording wraps at 5:00 PM but the transfer takes another hour, your booking may need to extend until the copy is complete.
If you plan to use physical-drive delivery, be sure to allow enough time at the end of the production.
Client Responsibility After Delivery
Once you receive the download link, or files have been copied to your drive, please confirm that everything arrived successfully.
We recommend keeping at least one independent backup of all important production materials.
Video Photo Studio is not a permanent archive for completed projects. The standard seven-day storage period is meant to give you enough time to download and secure your materials.
Post-Production Is Separate
File delivery refers only to the transfer of original production materials.
Unless specifically included in your estimate or production agreement, services such as video editing, multicamera synchronization, color correction, sound mixing, photo retouching, titles, graphics, captions, social media versions, and final mastering are billed separately as post-production.
We’re happy to provide a quote based on your project’s specific needs.
Questions About File Delivery?
If your project is likely to generate a large volume of data, or if you need extended storage, custom file organization, or delivery directly to your company’s cloud environment, please talk with the studio manager before production.
That way, we can arrange the right storage, transfer method, and production schedule in advance.