Belair Suites

—- Studio Policies & Useful Information

REGULAR AND AFTER-HOURS BOOKING

• All rentals must be paid in full at time of booking.
•  All suites can conveniently be booked online using our booking system. The system displays availability in real time and automatically applies any applicable discounted rates.
• Once a booking is completed, you will receive:
  1. A confirmation email containing the details of your booking
  2. An email receipt to keep for your records.
• Please check your junk mailbox should you not see these emails in your inbox.
• A liability waiver will be required to be completed at your time of visit.

Additional Time

• If the time slot after your original allocated time is available, you can purchase additional hours as needed by booking it through the online booking system. You can purchase time in a different available suite should that be a suitable alternative.
• Additional time must be booked prior to continued use. Please advise an attendant should you book additional time.
• Please book an additional hour if you are bringing confetti, fake snow, or feathers into the suite, to be used by our staff to vacuum and cleanup before the next booking. (No glitter)
• Please factor in additional time into your booking for setup and takedowns.

Booking Changes

• To change the booking time or date, please email us at [email protected] so that we can provide you with your best option depending on the change required.Please note: You can login to your account and cancel the booking in question for a credit, (no refunds are issued), then re-book based on availability at the current set rates. However, store credit is issued manually so it is recommended that you contact us prior to cancelling.
• Please ensure to make all changes before the 72-hour cut-off window to obtain full credit.

Booking Entire Studio

• Please email us at [email protected] if you need to book the entire studio.
• OPTION 1 – Full Day (15 hours):
  o   8 a.m. to 11 p.m. – $3900.00
  o   Includes cleaning crew
• OPTION 2 –  Partial Day (4 hours):
  o   8 a.m. to 12 p.m. – $1720.00
  o   1 p.m. to 5 p.m. – $1720.00
  o   6 p.m. to 10 p.m. – $2180.00
  o   Includes cleaning crew

REGISTRATION

• First time bookings will require registering a new client account.
• You alternatively can create an account by clicking Login in the main menu bar, then clicking Register.
• After completion of the registration process, you will receive a registration confirmation email containing your login details for your safe keeping.
• Please check your junk mailbox should you not see these emails in your inbox.

PAYMENTS

• All payments must be made through the online booking system. We neither accept nor carry any cash.

LIABILITY WAIVER

• You must have a valid completed general liability waiver on file to be permitted on the premises.
• This form waves certain legal rights, including the right to sue. It is therefore highly recommended that you carry the appropriate insurances to your business.
• This form needs to be completed at the time of your visit and may be required to be renewed periodically.

INSURANCES

• By signing the general liability waiver, you are assuming all responsibility for inherent risks associated with visiting and using Belair Suites.
• As a professional it is recommended that you obtain a comprehensive insurance policy that includes but is not limited to:
  o   Commercial General Liability Insurance
  o   Professional Liability Insurance (Errors & Omissions)
  o   Equipment Liability Insurance
  o   Commercial Property Insurance
  o   Cyber Liability Insurance
  o   Drone Liability Insurance (If licensed to operate a drone)

All professionals should be covered with the right insurance policy to safeguard from the potential lawsuits against them or their business.

PARKING

• Please do no park behind the building, your vehicle will be ticketed and could be towed.
• There is a metered Westmount City parking lot behind the hardware store at the corner of Victoria Avenue and Sherbrooke Street West.
• There is free 2 hour limited parking east of Grosvenor Avenue on Sherbrooke Street West.
• West of Grosvenor Avenue on Sherbrooke Street West is metered parking.
• There is also free parking starting partial way up many of the side streets, however pay close attention to the residentially zoned areas to avoid being ticketed.

ELEVATOR AND ACCESS

• There is a main entrance common use elevator that you are welcome to use.

Elevator Dimensions:

• The elevator door clearance is 36”W x 83”H.
• The interior is 65”W x 90”H x 45”D

Alternative Staircase:

• There is an alternate staircase at 4831 Sherbrooke West, that leads up to the studio floor. It is usually locked from the exterior but can be opened from the interior by first coming up to the 1st floor using the elevator.
• The door clearance is 33 ½” W x 80 ½”H.

DELIVERY AND STORAGE

• Please email us at [email protected] if you need to arrange for delivery or storage of items ahead of your shoot. (Subject to additional fees)
• We are not responsible for loss or damage of items left in the studio or common areas of the building at any time.

Wi-Fi

• Our studio has free Wi-Fi for all guests. The username/password for the Wi-Fi is located at the reception desk.

PETS

• Small pets are welcome in our studios for shoot related purposes only.
• Small fish tanks or caged birds are permitted.
• Reptiles and arachnids are not permitted, neither are animals that are known to be vicious nor animals that slobber.
• We reserve the right to refuse any pet. If uncertain whether you can bring your pet, or need to bring multiple pets, please email [email protected] prior to booking.
• We reserve the right to ask you to leave with your pet if it is misbehaving or disruptive in any way.
• Arrangements must be made for your pet to be brought only when needed and taken home as soon as the shots with your pet are completed.
• Our studio is a family-friendly environment so please ensure your pets are not on the furniture or left unattended at any time.
• A $350 preauthorized hold on your credit card will be collected upon booking and then released within 2-5 business days, less any fees for damages incurred.
• Should your pet make a mess on our studio floor there will be a $50 charge and if your pet makes a mess on the furniture, there will be a $300 charge which will be deducted from your $350 security deposit.
• Please notify an attendant immediately should there be any incidents.

CANCELLATIONS AND RESCHEDULING

• Belair Suites offers studio credit for cancelled bookings. We do not issue refunds.
• To cancel a booking, simply login to your account and cancel the booking in question for a credit.
• Cancellation fees will be charged as follows:
  o   No cancellation fee if cancelled 72 hours or more before your start time.
  o   A 20% fee applies if cancelled within 48 to 72 hours of your start time.
  o   A 50% fee applies if cancelled within 24 to 48 hours of your start time.
  o   You are responsible for the full amount if you are a no-show or cancelled within less than 24 hours of your start time.
• To reschedule the booking, simply login to your account and cancel the booking in question for a credit, (same cancellation fees apply), then re-book based on availability at the current set rates. Your credit will be applied towards your new booking.

GENERAL STUDIO RULES

• We recommend arriving at our studio no more than 15 minutes before your booking to check in with an attendant.
• Outdoor shoes are not permitted in the suites. Please ensure that all parties bring indoor shoes or wear clean/ new shoe coverings.
• An attendant may visit your suite during your session if there’s any reason for concern, such as loud noises, dragging of furniture, or suspected violation of studio rules and/or safety. (As a courtesy, they will knock and identify themself before entering.)
• Please be advised that cameras are installed in all common areas.
• Bathrooms are located next to the elevator in the main hall and require a code. Please ask an attendant for the code.
• Please keep the noise level to a reasonable minimum, including any playing of music. Explicit content is prohibited. If the noise becomes too loud, we will ask you to turn it down.
• Pornographic shoots are not permitted. However, boudoir is acceptable as long as it is kept discreet and professional.
• Open flames, dry ice, sparklers, smoke machines, and glitter are prohibited.
• Food and beverages are not permitted in the suites, with exception of “L’Atelier” (Prep kitchen), “Le Marché” (Kitchen), and for cake smash shoots (see precautions section). Otherwise please restrict all food and beverages to the common areas.
• We reserve the right to refuse any member of your party. Anyone who is disrespectful, intoxicated, high, violent, rude or disruptive in any way, will be asked to leave the premises, and may result in a permanently banned from Belair Suites.
• Smoking (including recreational drugs) is not permitted on studio premises nor in the building.
• Your booking is only for the suite that you rented. If you would like a tour of the other suites, kindly ask our reception staff and they will be happy to assist you should the suites be vacant.
• Please note that failure to respect the studio rules, studio staff, or other bookers, will result in immediate termination of your booking and can result in a permanent ban from Belair Suites.

SUITE INSPECTION, PRECAUTIONS, CLEANING AND DAMAGES

• Please do a walk through of your suite to ensure the condition of the room is picture perfect prior to starting your shoot and report any issues to an attendant.
• Please do not step on the furniture with shoes on.
• Please lift furniture and all other items, should they need to be moved, to avoid damaging them or the floors. If you require assistance to move an item, please ask an attendant.
• No open flame, dry ice, sparklers, smoke machines, or glitter are permitted in the studio. If you absolutely require it for your shoot, please email us at [email protected].
• If you need to attach anything to the walls, please email us at [email protected].

Cake Smashes:

Cake smashes are permitted at the studio under the following conditions:

o   Client and cake should be in the middle of the room, with seamless paper protecting the floor, and away from all walls and furniture.

o   Please ensure to bring your own seamless floor covering.

o   You must factor in additional time to your booking for clean up.

o   An additional cleaning fee may apply.

•  An attendant will visit your suite approximately 10 minutes prior to the end of your booking to ensure that the room is left in its original condition. (All furniture and props returned to their original place and all garbage removed.)
• If the suite is left untidy at the end of the booking, a $50 cleaning fee will be added to your booking if there is no scheduled booking right after your shoot, and a $100 cleaning fee will be added to your booking if the next client’s booking is delayed.
• Broken furniture leg damage fee is $200, floor damage and deep scratches can range from $100- 500 depending on the extent of the damage, furniture damage is subject to $100-500 damage fee.

VIDEO AND AUDIO SENSITIVE PRODUCTION

• Our suites are not soundproofed. But they do have drop ceilings and full height walls. For sound sensitive shoots please contact [email protected] prior to booking.

COMPLEMENTARY ITEMS

• Available on first come, first serve basis.
  o   Reflectors
  o   Fan
  o   Clamps
  o   Sandbags
  o   Clothing Racks (10 Hangers Incl.)
  o   Clothing Steamer
  o   Foldable Tables
  o   Foldable Chairs
  o   Extension Cords
  o   Step Stool

MAKEUP TABLES AND CHANGING ROOMS

• We offer bookable makeup stations through the online booking system.
• Each station has a capacity of 3 people. (The Talent, The Makeup Artist and The Hairstylist)
• There are 2 changing rooms available free of charge on a first use basis. As they are shared, please do not leave any items in the changing rooms.

FEATURED CREATIVES

Belair Suites offers 2 types of optional complimentary features on our Creatives page to qualified clients, based on their spend.

Either:

1. A basic feature, which consists of an image and a title, or;
2. A full feature, which includes:

• A headshot
• A Title/ Occupation
• Your name
• Your logo
• A short bio
• Your email address
• A link to your website
• An image gallery

The terms and conditions of being featured are as follows:

•   Being featured as a creative is optional, complimentary, and restricted to creatives only.
•   Being featured is reserved for Creatives for-hire. Corporations and brands are excluded from being featured.
•   Qualifying as a creative is determined by Belair Suites and is at our sole discretion.
•   Qualification is based on your 6-month rolling total studio spend, which is calculated on a monthly basis. To qualify for the basic feature requires maintaining a $750 6-month rolling spend, and the full feature requires maintaining a $1200 6-month rolling spend. Belair Suites reserves the right to modify these amounts from time to time.
•   Notifications will be sent when you are nearing qualification status, or risking disqualification.
•   You will refrain from promoting any other studios, and as such, will submit content that either was created using our studio, and/or that (as much as possible) does not denote or depict any other studios.
•   Content submitted by you for the purposes of becoming a featured creative, which may include but are not limited to images, copy (including external links), audio or video files, and other digital works, are subject to our approval.
•   Belair Suites may, from time to time, at our sole discretion, ask you to modify, change, or update certain provided works, and reserves the right to remove such works that it may deem not, or no longer appropriate for any reason. Belair Suites reserves the right to suspend or remove, at any time and at our sole discretion, any featured creative that we deem damaging to our reputation or for any other reason.
•   You may request to update your featured creative content once every 6 months.
•   You may request to have your account suspended or deleted at any time..
•   Accounts that fall out of qualification status as a featured creative will automatically be put into suspension until it once again qualifies. You will not need to resubmit your content.