General Care & Conduct

• All clients are expected to treat the studio space with care and respect at all times, including all furniture, props, equipment, fittings, and set pieces and installations. Kanvas Studios prides itself on operating a premium facility and appreciates your cooperation in maintaining this standard.

• The client is responsible for the conduct, safety, and behaviour of all guests and must ensure the studio is used in a safe and appropriate manner at all times.

Studio Use & Furniture Handling

• All furniture, props, and equipment may be moved and used as required. However, all items must be returned to their original layout and condition prior to the end of the booking.

• Heavy furniture, props, or equipment must not be moved from the ground floor to the mezzanine level. Any items moved to the mezzanine level must be returned to the ground floor and placed back in their original position prior to the end of the booking.

• If moving furniture, all items must be lifted from the base using clean hands. Dragging, pushing, or pulling furniture is strictly prohibited. Do not step on furniture with dirty shoes. Appropriate protective measures must be used where necessary to prevent damage when placing equipment, props, or footwear on or near furniture.

• No items are to be affixed to any backdrop walls, floors, or studio surfaces without prior written approval. This includes, but is not limited to, tape (including gaffer and double-sided tape), adhesives, nails, screws, pins, or any fixing materials that may cause damage or leave residue.

Studio Cleanliness & Condition

• Kanvas Studios ensures the studio is cleaned, disinfected, and maintained following each standard booking.

• The client must maintain the space respectfully throughout their booking and return the studio in a clean and tidy condition. If excessive cleaning, rearranging, or waste removal is required to restore the studio to its original condition, Kanvas Studios reserves the right to charge an additional cleaning fee starting from $250+GST.

• Food and beverages are strictly limited to the designated dining area. Food and drinks must not be consumed on furniture, props, or within the cyclorama area at any time.

• Smoking, open flames, glitter, powders, confetti, and hazardous materials are strictly prohibited unless prior written approval is given.

Cyclorama Use

• The cyclorama wall must be treated with care at all times. No persons, props, or equipment are permitted on the curved sections. All items must be lifted when moved, dragging or sliding items across the cyclorama surface is strictly prohibited. Any damage to the cyclorama wall will be repaired by Kanvas Studios, and all associated repair costs will be charged to the client.

• While every effort is made to maintain the cyclorama, normal wear and tear may occur between bookings. A fresh coat of paint on the cyclorama wall can be arranged for an additional fee of $300+GST. Kanvas Studios reserves the right to apply this charge where excessive damage or marking is left after the booking, including but not limited to stains (makeup, self-tan, oils), scuff marks, rubber marks, scratches, or lifted paint.

• Footwear must be managed appropriately when using the cyclorama. Shoe covers are provided in the studio and are strongly encouraged when using this area, or shoes should be removed where appropriate. Talent footwear should be taped where possible to minimise marking.

Movable Walls Use

• Movable backdrop walls may be repositioned with care and must not be forced, dragged, or handled in any way that may cause damage to the structure, finishes, or flooring.

• Movement must be carried out safely and must not involve climbing on, leaning against excessively, or using the structures for weight-bearing purposes.

• All movable walls and set features must be returned to their original position and condition prior to the end of the booking.

• Any damage, instability, or marking resulting from improper handling or misuse will be the responsibility of the client and charged accordingly.

Equipment Use

• All photography equipment provided by Kanvas Studios is included in the booking, excluding items located on the equipment shelf beside the dining area and backdrop paper rolls. These items are strictly for hire only and must not be used unless pre-booked. Any unauthorised use will be charged accordingly.

• All equipment must be used safely and strictly in accordance with its intended purpose. The client is responsible for supervising all use of studio equipment at all times by themselves, their team, and any third parties.

• Any equipment faults, damage, or issues must be reported to Kanvas Studios immediately during the booking period.

• All equipment is provided in good working condition and is to be used at the client’s own discretion and risk. Any damage, loss, or malfunction resulting from misuse or improper handling will be charged to the client.

Backdrop Paper Rolls Use

• Backdrop paper roll hire must be requested, confirmed, and paid prior to use.

• Kanvas Studios prepares and checks paper rolls based on confirmed hire requests only. As we do not routinely inspect or replenish every paper roll, checks are carried out once the requested colours have been confirmed and payment has been received.

• Unauthorised use of backdrop paper rolls is not permitted. Clients must obtain confirmation from Kanvas Studios prior to using any paper rolls not included in their confirmed booking.

• If paper rolls are used without prior confirmation, Kanvas Studios cannot guarantee the remaining length, condition, or availability of the rolls. Any paper roll used during a booking will be considered accepted for hire and standard backdrop paper roll hire fees will apply.

• Any concerns regarding the suitability, length, or condition of a paper roll must be raised with Kanvas Studios prior to use. Concerns raised after use cannot be accepted.

Studio Hours & Overtime

• Studio hire time strictly includes bump-in and bump-out, including setup, pack-down, loading, unloading, and cleaning. Any time exceeding the booked duration will be charged as overtime at $250+GST per hour (stills), $300+GST per hour (stills+motion) and $350+GST per hour (motion), calculated in full hourly increments.

• Studio operating hours are 8:00AM – 6:00PM, Monday to Sunday. Half day bookings are 4.5 hours (8:00AM – 12:30PM or 1:00PM – 5:30PM). Full day bookings are 10 hours (8:00AM – 6:00PM).

• Additional hours may be added at the time of booking, subject to availability. All additional hours must be booked in advance prior to the booking date. Any extensions requested on the day of the booking will be charged at overtime rates.

Deliveries & Pick-ups

• Deliveries and pick-ups may be accommodated before or after bookings where possible, subject to prior notice and studio availability, and may not always be feasible.

Studio Access & Security

• The studio key is provided via a secure lockbox located at the main entrance for self-access bookings. The lockbox code and key must not be shared with any third party. Kanvas Studios provides an in-person studio tour or induction prior to the first booking to ensure proper use of the space.

• The client is responsible for ensuring all studio doors are securely locked upon completion of the booking, and that the key is returned to the lockbox unless otherwise instructed by Kanvas Studios. Failure to do so may result in additional charges or liability for any loss, damage, or security breach.

Fire Safety & Hazardous Effects

• The use of smoke, haze, fog, or any atmospheric effects that may activate fire detection systems is strictly prohibited unless explicitly approved in writing by Kanvas Studios.

• The client must notify Kanvas Studios in advance of any activity that may impact fire and smoke detection systems so appropriate precautions can be arranged.

• All costs arising from fire alarm activations, call-outs, or attendance relating to fire or smoke detection systems are fully chargeable to the client, including where prior approval has been granted or the activation results from non-compliance.

Studio Damage & Responsibility

• The client is responsible for any damage to the studio space, including all walls, floors, fixtures, fittings, furniture (including designer and styled pieces), props, equipment, and all styled or purpose-built set features (including backdrop walls and cyclorama surfaces), occurring during the booking period. This includes damage caused by the client, guests, or any third-party vendors.

• Any damage, including but not limited to breakage, staining, tearing, or misuse of the studio space or its contents, must be reported to Kanvas Studios immediately. The client will be charged for all repair or replacement costs as determined by Kanvas Studios following inspection.

• Any excessive cleaning, waste removal, or restoration required beyond standard studio use will be charged to the client. This includes, but is not limited to, spills, marks, residue, or any condition requiring additional cleaning or reinstatement. Kanvas Studios reserves the right to determine and recover all associated costs.

Insurance & Client Liability

• The client is responsible for ensuring that appropriate public liability insurance and any other required insurance coverage are in place for the duration of the booking, with a minimum coverage of $20 million. Such insurance must be valid for all persons attending the studio and all activities conducted during the booking, and must be sufficient to cover any incidents, including accidents, injuries, or death.

• Kanvas Studios is not liable for any injury, loss, or damage to any person during the booking. The client acknowledges that all equipment and facilities are used at their own risk and must be used responsibly at all times.

• The client is responsible for all guests and attendees, including their conduct, safety, and compliance with these terms.

Security & Surveillance

• Kanvas Studios does not accept responsibility or liability for any loss, theft, or damage to personal belongings or equipment brought onto the premises by the client or any associated parties.

• A security bond may be required for certain bookings at the discretion of Kanvas Studios. The bond may be applied towards any damage, additional cleaning, overtime, or other costs incurred and will be refunded following inspection of the premises.

• Kanvas Studios is monitored by video surveillance for security and operational purposes. Footage may be used to verify damage, theft, breach of booking terms, and unauthorised overtime.

• All studio hire bookings and additional services must be paid in full at the time of booking.

• Bookings are not confirmed until full payment has been received.

• Online Payments and Credit Card Payments are accepted, transaction fee applies. Bank transfer payments are also accepted with no transaction fee.

Date Holds

• Date holds are offered on a case by case basis. Kanvas Studios reserves the right to release any held dates to other clients if the booking is not confirmed within a reasonable timeframe, including where another client is ready and willing to proceed with immediate confirmation.

Additional Charges & Payment Terms

• Kanvas Studios reserves the right to invoice for any additional costs incurred as a result of the booking, including but not limited to overtime, additional cleaning, repairs, replacement of damaged items, additional hire items used during the booking, or any other charges arising from breach of these terms.

• The client agrees that all additional costs and amounts are payable in full immediately upon request.

Late Payment

• Any overdue or outstanding amounts not paid immediately upon request may incur a late payment fee and/or interest at the discretion of Kanvas Studios.

NO EXCEPTIONS NOR NEGOTIATION

• No refunds are provided for cancelled bookings. Studio credit will be issued for eligible cancellations and is valid for rebooking within 30 days from the original booking date, subject to studio availability.

• Cancellations/Rescheduling within 24 hours before the booking start time will incur 100% of the hire fee.

• Cancellations/Rescheduling within 3 business days before the booking start time will incur 75% of the hire fee.

• Cancellations/Rescheduling within 5 business days before the booking start time will incur 50% of the hire fee. 

• All other cancellations/Rescheduling outside of 5 business days before the booking start time, Kanvas Studios will issue studio credit in full hire amount, less an administration fee of $50.

• Bookings may be rescheduled a maximum of (1) time, subject to availability.

Studio Cancellation

Kanvas Studios reserves the right to cancel or reschedule a booking at its discretion where necessary, including but not limited to:

• studio maintenance, repairs, or upgrades

• safety, health, or operational requirements

• equipment failure or unavailability of essential facilities

• damage or prior misuse rendering the studio unsuitable for use

• events outside of reasonable control (including force majeure events)

In the event of a studio cancellation, the client will be offered either a full refund or studio credit for rescheduling, at the client’s choice and subject to availability.

Termination

Kanvas Studios may terminate any hire agreement immediately and without liability to the client where:

• the client is in material breach of these Terms; or

• Kanvas Studios is unable to provide the studio, equipment, or services due to circumstances outside of its reasonable control.

In the event of termination under this clause, Kanvas Studios is not liable for any loss, damage, or expense incurred by the client.

• Kanvas Studios is available for brand activations, product launches, PR events, media events, press previews, corporate gatherings, workshops, private celebrations, dinners and creative experiences, subject to prior approval.

• Event bookings are confirmed based on the approved event details, including event format, duration, guest numbers, setup requirements, suppliers and any specific operational requirements. Kanvas Studios reserves the right to apply additional conditions or fees where required.

Guest Numbers & Capacity

• Guest attendance must not exceed the approved number confirmed at the time of booking.

• Any changes to guest numbers, event format or requirements must be approved by Kanvas Studios prior to the event and may be subject to additional charges.

• Kanvas Studios reserves the right to refuse entry or suspend an event where guest numbers exceed approved capacity or create unsafe conditions.

Booking Period, Setup & Pack-down

• The confirmed booking period must include all event-related activities, including supplier access, deliveries, setup, styling, guest arrival, event duration, pack-down and clearing of the space.

• Additional access outside the confirmed booking period may be available subject to studio availability and will incur additional charges.

• For events requiring next day pack-down, the studio must be reserved exclusively during this period and additional hire fees will apply.

Alcohol, Catering & Food Service

• Alcohol may only be served at events with prior written approval from Kanvas Studios.

• The client is responsible for ensuring compliance with all applicable Responsible Service of Alcohol (RSA) requirements, licenses, permits and legal obligations.

• External catering, private chefs and food suppliers may be permitted with prior approval. The client is responsible for all catering operations, food safety requirements, supplier coordination, waste removal and any cleaning or damage arising from catering activities.

Music & Noise

• Background music through speakers is permitted where approved.

• DJs, live performances, amplified sound or any event involving elevated noise levels must receive prior approval.

• Kanvas Studios reserves the right to regulate sound levels, timing and operation to ensure compliance with building requirements and consideration of neighbouring tenants.

Decorations, Styling & Installations

• All decorations, styling elements, installations and external vendors must be approved prior to the event.

• No permanent alterations, fixings, attachments or modifications may be made to the premises.

• The use of glitter, confetti, powder-based decorations, smoke machines, open flames or any materials that may damage studio surfaces is not permitted without prior written approval.

Furniture, Cyclorama & Studio Features

• Studio furniture, props, equipment, architectural features, walls, flooring and the cyclorama must be treated with care.

• Furniture may only be moved with care and must be returned to its original position at the conclusion of the event.

• Additional cleaning, repainting, restoration or replacement charges may apply where damage occurs or additional work is required beyond standard use.

External Suppliers, Deliveries & Equipment

• External suppliers, including caterers, stylists, florists, furniture hire companies, production teams and delivery providers, are welcome subject to approval.

• All deliveries, installations and collections must occur within the confirmed booking period unless otherwise arranged.

• Large deliveries, vehicle access, specialist equipment, structures or complex installations must be discussed with Kanvas Studios prior to booking.

• Events involving vehicles, machinery, specialist production equipment or elevated operational requirements may require additional conditions, fees, insurance or supervision.

Cleaning & Venue Condition

• Standard post-event cleaning is included.

• The studio must be returned in a reasonably tidy condition at the conclusion of the booking.

• The client is responsible for:

Removing personal belongings

Removing decorations and event materials

Removing catering items and equipment

Disposing of waste appropriately

• Additional cleaning, waste removal, repairs or restoration may incur additional charges.

Security Bond & Insurance

• A refundable security bond may be required depending on guest numbers, event type, alcohol service, equipment requirements or operational considerations.

• The client may be required to provide evidence of appropriate public liability insurance depending on the nature and scale of the event.

• The client is responsible for obtaining any licenses, permits, approvals or insurance required for their event.

Client Responsibility

• The client is responsible for all guests, suppliers and contractors attending the event, including their conduct, safety and compliance with these Event Rules.

• The client is liable for any loss, damage or additional costs arising from the actions of their guests, suppliers or contractors.

Venue Rights

• Kanvas Studios reserves the right to refuse entry, suspend or terminate any event deemed unsafe, disruptive, overcrowded, damaging to the premises, or in breach of these Terms and Conditions.

• All Studio Hire Terms & Conditions apply in full to event bookings. These Event Rules are additional to, and do not replace, the general Studio Hire Terms & Conditions.

• By proceeding with an event booking, the client agrees to comply with all applicable Terms & Conditions and event-specific requirements.