Rental Policy & Terms 

These Studio Rental Policy & Terms apply to all standard studio bookings at The Portrait Loft Studios. Please review them before completing your reservation.

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By completing a booking, the Client agrees to these terms and the full Studio Rental Agreement & Waiver, which is available for review before payment.

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1. Booking & Payment

Standard studio rentals are available for a minimum of 1 hour and may be booked online for up to 6 hours.

Current hourly rates are:

Studios 1, 

4: $110 per hour

Studio 3: $95 per hour

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Applicable taxes are additional.​

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Full payment is required at the time of booking. A reservation is confirmed once payment has been successfully processed and a booking confirmation has been issued.

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Rentals longer than 6 hours, events and large productions must be arranged directly with the Studio.

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2. Rental Time

The booked rental period includes all setup, photography or filming, cleanup, packing and removal of personal belongings and equipment.

Clients must be fully cleared from the studio by the scheduled end of the rental. For example, a booking from 1:00 PM to 3:00 PM requires the studio to be cleared by 3:00 PM.

Clients are encouraged to arrive 10-15 minutes before the scheduled start time for parking, unloading and check-in. Access to the booked studio begins at the confirmed start time. Early arrival does not guarantee early studio access.

Late arrival does not extend the scheduled rental period.

A 30-minute turnover period is reserved by the Studio following each booking. This period is for Studio operations and is not additional client rental time.

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3. Extensions & Overtime

Extensions may be requested and are subject to studio availability. Any extension must be approved before the scheduled end of the rental.

Clients who remain in the studio beyond their scheduled end time without an approved extension may be charged overtime in 30-minute increments. Any portion of a 30-minute period may be charged as a full increment.

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Overtime rates are:

• Studios 1, 2 & 4: $75 per 30 minutes

• Studio 3: $65 per 30 minutes

Overtime is subject to availability and cannot interfere with another reservation. Where additional time is required, clients are encouraged to extend or modify the booking in advance where possible.

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4. Cancellations

All studio bookings are final and non-refundable.

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Cancellations made more than 24 hours before the scheduled booking will receive a full studio credit, valid for 90 days from the original rental date.​

Each booking also includes one complimentary reschedule, provided at least 24 hours' notice is given. Rescheduling is subject to availability, and the new booking must take place within 90 days of the original rental date.​

Cancellations made within 24 hours of the booking, including no-shows, are not eligible for a refund, studio credit or reschedule.

In exceptional circumstances, a one-time exception may be considered at the Studio's discretion, provided the cancellation request is received before 8:00 PM on the evening prior to the booking.​

Studio credits have no cash value and cannot be redeemed for cash. All terms are subject to applicable consumer protection laws

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5. Studio Credits

Studio credits issued under the cancellation policy are valid for 90 days from the original rental date.

The replacement rental must take place within that 90-day period and is subject to availability.

Studio credits have no cash value, are non-refundable and cannot be applied retroactively to an existing reservation.

 

6. Rescheduling

Each booking is eligible for one complimentary reschedule when at least 24 hours' notice is provided.

The new rental is subject to availability and must take place within 90 days of the original rental date.

Once a booking has been rescheduled, it cannot be rescheduled again.

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7. Studio Access

A reservation provides access only to the specific studio booked.

Clients and their guests may not enter, use, photograph or film in another studio without prior approval, regardless of whether that studio appears to be vacant.

Common areas may be used only for their intended purpose unless otherwise approved.

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8. Occupancy & Guests

Each studio has a maximum occupancy, which is listed on the applicable studio page or booking information.

Maximum occupancy includes all persons attending the booking, including photographers, videographers, clients, models, assistants, hair and makeup artists, stylists, vendors, children and guests.

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The person making the reservation is responsible for the conduct of all persons attending under their booking and for ensuring that the maximum occupancy is not exceeded.

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9. Children & Pets

Children are permitted in the studio and must remain under appropriate adult supervision at all times. Children may not climb on furniture, equipment, windows, sets or other items not intended for that purpose.

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Pets are permitted and must remain supervised and under the control of their owner or handler. Clients are responsible for cleaning up after their pets and for any additional cleaning or damage caused by an animal.

Service animals are accommodated in accordance with applicable law.

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10. Food, Beverages & Alcohol

Food, non-alcoholic beverages and alcohol are permitted during standard studio rentals.

Clients are responsible for removing or properly disposing of all food, beverages, containers and related waste before the end of the rental. Clients are also responsible for spills, stains or damage resulting from food or beverages.

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Alcohol must be consumed responsibly and in accordance with applicable laws. The Studio does not provide, sell or serve alcohol as part of a standard studio rental.

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Food-based, messy or specialty shoots should be disclosed to the Studio in advance.

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Permission to have food, beverages or alcohol during a standard rental does not permit the studio to be used as an unapproved event or party space.

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11. Furniture, Props & Studio Property

Furniture and props may be moved within the booked studio where reasonable and must be returned to their original locations before the end of the rental.

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Furniture, props or other Studio property may not be moved between studios without prior approval.

Heavy, fragile, fixed or specialty items should not be moved without assistance or approval from Studio staff.

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Clients are responsible for damage resulting from misuse, negligent handling or unauthorized movement of Studio property, beyond ordinary wear and tear.

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12. Cleaning & Condition of the Studio

Clients are expected to leave the studio in substantially the same condition in which it was received.

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All personal belongings, equipment, food, beverages, decorations, props and waste brought into the studio must be removed or properly disposed of before the end of the rental. Studio furniture and props must be returned to their original locations.

Normal cleaning associated with ordinary studio use is included.

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Where additional cleaning is required because the studio has not been left in the condition received, a $150 additional cleaning fee will apply.

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Additional cleaning may include excessive garbage, food or beverage spills, stains, pet-related mess, prohibited materials or failure to clean up and restore the studio following use.

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The cleaning fee is separate from any overtime charges or repair and replacement costs resulting from damage.

 

13. Damage & Card on File

The person making the reservation is responsible for damage to, loss of or removal of Studio property caused by themselves or persons attending under their booking, beyond ordinary wear and tear.

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Any damage or accidental breakage should be reported to Studio staff as soon as possible.

A valid credit card is required for studio reservations. In accordance with the full Studio Rental Agreement, the card on file may be charged for properly due amounts, including:

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• Unauthorized overtime

• $150 additional cleaning fee

• Repair or replacement of damaged property

• Replacement of missing or removed property

• Approved additional rental time, services or add-ons

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Where repair or replacement is required, the Client is responsible for the reasonable documented cost. Where reasonably practicable, the Studio will provide details of post-rental charges and the reason for the charge.

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Standard studio rentals do not ordinarily require a separate security deposit. The Studio reserves the right to require a refundable security deposit or credit-card pre-authorization for certain events, productions or higher-risk rentals. Any such requirement will be disclosed before the applicable rental is confirmed.

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14. Prohibited & Restricted Activities

The following are not permitted during a standard studio rental:

• Smoking or vaping indoors

• Fireworks, pyrotechnics or smoke bombs

• Glitter or loose confetti

• Illegal activity

• Hazardous materials

• Drilling, nailing, screwing or permanently attaching items to Studio surfaces

• Materials or activities likely to permanently stain or damage walls, floors, windows, furniture, props or equipment

• Entering or using a studio that is not included in the reservation

• Exceeding the maximum occupancy

• Using a standard studio rental for an unapproved event or party​

Prior approval is required for activities involving candles or open flame, fog or haze machines, paint or significant liquids, large or specialty props, substantial set construction, messy shoots or specialty equipment.

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The Studio may stop an activity that reasonably presents a safety risk, may damage the premises, materially disrupts another renter or falls outside the approved use of the space.

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15. Events, Gatherings & Large Productions​

Standard online studio rentals are intended primarily for photography, videography and content creation.

A group photography or content session is not automatically considered an event. However, where the primary purpose of the rental is for guests to gather, socialize, celebrate, attend a program or participate in an organized function, the booking is considered event use and must be arranged directly with the Studio.

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This includes private parties, birthday celebrations, bridal or baby showers, engagement parties, receptions, workshops or classes, networking events, launches, pop-ups, corporate gatherings and similar functions.

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Events, large commercial productions, significant crews, multi-studio productions and rentals longer than 6 hours require prior approval and may be subject to different rates, rental minimums, security deposits, insurance requirements and booking terms.

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Food & Alcohol: Outside catering and food service are permitted for approved private events. Alcohol may be permitted with prior Studio approval and the appropriate Special Occasion Permit (SOP) or other legally sufficient authorization, where required. Additional insurance and responsible service requirements may apply.

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Event Agreements: Approved private events require a separate Private Event Rental Agreement & Liability Waiver, which outlines the applicable rental conditions, payment and cancellation policies, guest responsibilities, permitted activities and liability provisions.

Where event-specific terms differ from our standard studio rental policies, the signed Private Event Rental Agreement will govern the applicable booking, subject to applicable law.

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Submitting an inquiry does not reserve a date. An event or production is confirmed only after Studio approval, receipt of the signed agreement and completion of the required payment arrangements

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16. Safety & Responsibility

Clients are responsible for using the studio safely and for ensuring that all persons attending under their reservation comply with these terms and any reasonable safety instructions provided by Studio staff.

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Studio use may involve ordinary and inherent risks associated with photography and production environments, including lighting stands, cables, electrical equipment, furniture, props and temporary sets.

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The Studio may stop or terminate activities that reasonably present a risk of personal injury, property damage, unlawful activity or significant disruption to other occupants.

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17. Liability & Assumption of Risk

By booking and using the Studio, the Client acknowledges that photography, videography and related studio activities may involve inherent and reasonably foreseeable risks.

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To the extent permitted by applicable Ontario law, the Client accepts and assumes the ordinary and inherent risks associated with their use of the Studio and the activities they choose to conduct during their rental.

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The full Studio Rental Agreement & Waiver contains important provisions relating to assumption of risk, Client responsibility, release and limitation of liability, indemnification, personal property and third-party vendors.

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Clients should review the full Agreement before completing a reservation.

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Nothing in these Terms is intended to waive, restrict or exclude any right, remedy or liability that cannot lawfully be waived, restricted or excluded under applicable Ontario law.

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18. Acceptance of Terms

By completing a reservation, the Client confirms that they have reviewed and agree to:

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These Studio Rental Policy & Terms

The full Studio Rental Agreement & Waiver

Any additional terms disclosed for their specific booking

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The person making the reservation is responsible for ensuring that all persons attending under their booking are aware of and comply with applicable Studio rules.

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Questions regarding a booking, event or proposed studio use should be directed to the team at clientservices@theportraitloft.ca or TEL:  +1 - 256 - 244-8914 / 416 - 900 - 4739  before completing the reservation.