Policies & Procedures

​Bookings:

1. We operate on a first come first serve basis. Your event date will be reserved for 48 hours following the receipt of the proposal. To secure your chosen Event Date, a 50% retainer is required. The remaining balance, along with any applicable cleaning fees and a refundable security deposit, must be settled at least 7 days prior to the event.

2. All PACKAGES booking include 1 hour prior to the event to set up and 30 minutes after the event to tear down. If you need additional time, please request it in advance (subject to availability and additional fees may apply).

3. A $250 REFUNDABLE DAMAGE DEPOSIT will be added to all bookings.

Cleaning:

1. A CLEANING FEE will be added to every booking, depending of the number of guests. This covers regular post-event cleaning.

2. The Customer is responsible for leaving the venue in the same condition in which it was received. If the venue is left in excessive distress (e.g., significant spills, damages, trash/debris left behind, or misuse of the property), the Customer may be charged an additional cleaning fee at the discretion of The White Lobby.

Cancellations:

    1. 30 days or more before Event:

For cancellations made 30 days or more prior to the event, any payments will be fully refunded after the cancellation fee is applied. 

    2. Between 8–29 days before Event:

Cancellations made between 8 and 29 days before the event will result in the forfeiture of 50% of Date Retainer payment and a cancellation fee is applied. A full refund of any additional payments (if applicable) will be issued.

    3. Within 7 days of Event:

Cancellations made within 7 days of the event will forfeit all payments made, including the Date Retainer.

    4. Cleaning Fee & Security Deposit:

The cleaning fee and security deposit, if already paid, will be fully refunded for any cancellation, regardless of timing.

    5. Cancellation Fee:

A $75 cancellation fee applies to all cancellations, regardless of notice period.

Rescheduling:

1. We understand that plans can change! You may reschedule your event once, with written notice at least 7 days before the original event date. Rescheduled events must take place within 6 months of the original date.

2. A $75 rescheduling fee applies.

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The venue:

1. Accessibility: Kindly be advised that the studio is located on the second floor and is accessible only by stairs. The beautifully renovated 1850 building does not offer wheelchair access.

2. Capacity: Per city permits, we cannot exceed stated maximum of 45 persons. Overcapacity may result in the termination of the event.

3. Parking: Available on-site at 15 spots. Street parking is allowed at Erie St, Guelph.

4. Music: Allowed at respectful levels. Noise must comply with local bylaws.

5. Bluetooth Speaker System: please handle it with care and use it according to the guidelines provided. We kindly ask that no adjustments be made without permission, and any damage caused by misuse will be the responsibility of the guest.

6. Venue Improvements: any alterations/improvements may be made to the venue at any time without notification to the customer.

7. Our studio space rental does not include linens, cutlery, food, beverages & cake (these are provided by the customer)

8. Bouncy Castle: No shoes, drinks or food allowed on the play area (including parents supervising their children)

9. Smoking, Vaping or Drug Use: Strictly prohibited inside the premises, including the lobby and the balcony.

10. Fireworks, Open Flames, Candles, and Cooking: This is not allowed on the property per strict city permits.

11. We’re so glad you're here and excited to have fun! However, to ensure everyone's safety and the cleanliness of our space, we kindly ask that face paint or any type of paint not be used, no glitter, no confetti filled balloons, and no silly string or slime allowed.

Food and drinks:

1. The Customer can bring their own food, drinks and decorations. Ask us how we can assist with some rentals.

2. We welcome outside vendors to cater your event. Please submit them for approval 7 days prior to the event date.

3. Alcohol: If you plan to serve alcohol, in Ontario you are legally required to obtain a valid Ontario Special Occasion Permit (SOP) from the Alcohol and Gaming Commission of Ontario (AGCO). This document must be submitted to The White Lobby no later than 7 days prior to the event date.

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We are here to help make your event as smooth and enjoyable as possible! If you have any questions or need assistance, don’t hesitate to reach out—let’s work together to make your event dreams a reality!