STUDIO POLICIES
STUDIO TIME
Your session begins and ends within the reserved time slot. To ensure a smooth experience for all guests and allow time to prepare the studio for the next booking, we kindly ask that all guests arrive and depart within their scheduled time
PAYMENT
All Bookings must be paid in full at the moment of booking
CAPACITY
For photography, video, and social media content bookings, capacity is limited to a maximum of 10 people per booking.
For safety and operational reasons, exceeding this limit without prior written approval is not permitted.
If the number of guests exceeds the approved capacity, an additional fee of $50 per extra person may apply.
The studio also reserves the right to reduce the group size or end the session early without refund if capacity limits are not respected.
If you are interested in renting the space for a private event or non-production use, please contact us to discuss available options by emailing thecollectiveoakville@gmail.com
OVERTIME POLICY
Additional studio time may be extended subject to availability.
If you require extra time, please submit your request by email to thecollectiveoakville@gmail.com
or via sms at (647) 222-2052, at least 45 minutes before your booking ends.
Approved extensions may be scheduled in 30-minute increments at a rate of $60, or for longer durations at the studio’s standard hourly rate, depending on availability.
If an extension is not approved, the studio must be fully vacated by the end of your scheduled booking to ensure that subsequent reservations are not delayed or disrupted.
Any overtime that is not requested or approved in advance will be considered unannounced overtime and will be charged at double the regular rate.
Overtime is monitored through the studio’s security system
STUDIO MONITORING
Please note that our studio uses security cameras to help maintain a safe environment for both guests and staff, as well as to protect studio equipment and property.
These cameras are used only for security purposes and for no other reason. All footage is stored securely and can only be accessed by authorized personnel when necessary.
By booking a session at our studio, you understand and agree that the premises are monitored.
We kindly ask all guests to behave respectfully while in the studio. In the event of any incident or concern, security footage may be reviewed to help clarify the situation
PAYMENTS, CANCELLATIONS & RESCHEDULING
All bookings must be paid in full at the time of booking. All bookings are non-refundable.
Cancellations & Rescheduling:
Cancellations or rescheduling requests made 48 hours or more prior to the scheduled session will incur a 20% penalty. The remaining balance will be issued as studio credit, which may be applied toward a future booking.
Cancellations requests made within 24 hours or less of the scheduled session will result in forfeiture of the full booking amount, and no credit will be issued.
All cancellation or rescheduling requests must be submitted by email to thecollectivestudio@gmail.com.
Studio Credit:
All studio credits are valid for 90 days from the date of issuance and are non-transferable.
Unused Time:
Unused booking time, late arrivals, or early departures are non-refundable and not eligible for credit
LIABILITY
Renters are responsible for securing appropriate insurance coverage. The Collective Studio is not liable for any injury, loss, damage, or theft that occurs during your session
LIGHTING
The studio primarily uses natural light, which varies throughout the day. Guests are welcome to bring their own lighting equipment. Additional lighting equipment may be available and can be selected as add-ons at the time of booking
PETS
Pets are welcome but must be supervised at all times. A $50+HST cleaning fee will be charged for pet photography sessions to cover additional cleaning. Please select the pet fee add on at time of booking
FOOD
Food is not permitted in the studio. If food is brought in, a $50+HST cleaning fee will be charged.
NOISE
Please be considerate of other tenants and keep noise levels reasonable, as the studio is not soundproof.
OUTDOOR SHOES POLICY
Outdoor shoes are permitted inside the studio; however, they must be clean and dry upon entry.
During snowy or rainy conditions, we strongly recommend either removing outdoor footwear or using shoe covers to help maintain the space in clean condition.
Shoe covers are available at the studio entrance for your convenience.
Our goal is to keep the studio clean and well-maintained for all guests, and we appreciate your cooperation
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SECURITY DEPOSIT
No security deposit is required for the use of the studio space.
However, the Client agrees that in the event of any damage to the studio, equipment, or property, they will be fully responsible for covering the cost of repairs or replacement necessary to restore the affected items to their original condition.
PROHIBITED ACTIVITIES & RESTRICTED USE
To maintain a safe, respectful, and professional environment, the studio may not be used for any content or activity that is considered inappropriate, unlawful, or harmful.
The following types of content are strictly prohibited: Pornographic or sexually explicit material. Violent or graphic content, Racist, hateful, or discriminatory content.
Any content that promotes harassment or discrimination based on race, gender, sexual orientation, disability, age, or any protected characteristic.
The Collective Studio reserves the right to refuse or terminate a session if the content being produced is deemed inappropriate or in violation of these guidelines.
ALCOHOL , SMOKING & SUBTANCES
The consumption of alcohol is not permitted on the premises.
If your shoot includes alcoholic bottles or beverages as props, only new, sealed, and unopened containers may be brought into the studio.
Smoking, vaping, and the use of recreational drugs are strictly prohibited anywhere on the studio premises.
If any member of your party appears to be intoxicated or impaired, the studio reserves the right to ask that individual to leave immediately, without refund.
STUDIO RESTRICTIONS
For safety and building compliance, nothing may be hung, attached, or suspended from the exposed ceiling pipes.
The use of the following items is not permitted:
Candles, sparklers, open flames, smoke machines or dry ice., glitter, confetti, or any items that shed glitter or fine particles.
Food and drinks are not permitted inside the studio.
Sealed bottles or containers may be brought in only if they remain unopened and in their original packaging.
If your photo or video session requires food or beverages outside of their original packaging, prior written approval must be requested by emailing thecollectiveoakville@gmail.com before your session.
The possession or use of illegal items or substances is strictly prohibited at all times.
STUDIO INSPECTIONS
Our team may conducts a final inspection at the end of each booking to confirm that the studio has been returned to its original condition. We kindly ask that all furniture and props be placed back in their designated locations before the end of your session.
During your booking, our team may check in if we hear unusually loud noise, furniture being moved improperly, or if there is reason to believe that studio rules or safety guidelines are not being followed. Whenever possible, we will provide a notice or warning before entering the studio.
CLEANING
Basic cleaning supplies (paper towels, dustpan, brush,) are available in the studio. If additional cleaning is required or if furniture needs to be returned to its original arrangement, a minimum $50 fee will be applied.
DAMAGED OR MISSING ITEMS
Renters are fully responsible for any damage, loss, or breakage involving studio furniture, décor, or equipment during their session.
Any item that is lost or damaged will incur a replacement or repair fee determined by the studio, based on the item’s value.
If the cost of repairs or replacement exceeds the security deposit, the renter will be billed for the remaining balance.
Renters are also accountable for any harm caused to the studio space itself, including walls, floors, furnishings, and props.
Any expenses beyond the security deposit related to damages will be charged directly to the renter.
