Rules & Policies

​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 and the refundable security deposit, must be settled at least ten (10) days prior to the event.

2. For events scheduled within fifteen (15) days of booking, full payment is required at the time of reservation to secure your event.

3. Essential Event Packages include 1 hour prior to the event to set up and 30 minutes after the event to tear down, free of change. If you need additional time, please request it in advance (subject to availability and additional fees may apply). Set up times many vary in other packages.

4. A $250 REFUNDABLE DAMAGE DEPOSIT will be added to all bookings. This deposit will be fully refunded on the first business day following your event, provided no damages or policy violations have occurred. In such cases, deductions may apply.

Cleaning:

1. A Standard cleaning fee will be added to every event booking. This fee covers routine post-event cleaning, including sanitizing washrooms, mopping floors, wiping surfaces, and general cleaning required after normal use of the venue.

2. The Customer is responsible for returning the venue in the same clean condition in which it was received. Before the end of the rental period, all personal belongings, decorations, food, beverages, and garbage must be removed or disposed of as outlined below:

   • The White Lobby provides two (2) garbage bags for each event. If additional garbage bags are required, the Customer is responsible for providing them. Any garbage that exceeds the capacity of the two bags provided must be removed from the venue by the Customer at the end of the event.

   • If the venue requires cleaning beyond normal post-event cleaning due to excessive mess, failure to follow venue policies, negligence, or misuse of the property, The White Lobby reserves the right to charge an additional Excessive cleaning fee. This fee may be deducted from the Customer’s security deposit and will be based on the additional time, labor, and materials required to restore the venue to its original condition.

3. The Customer will incur in Excessive cleaning fee due to the following, but not limited to:

   • The use of prohibited materials such as confetti (paper, metallic, or biodegradable), glitter, sequins, flower petals, rice, fake snow, or similar decorative materials.

   • Significant spills or stains requiring additional cleaning.

   • Excessive food waste, garbage, or debris left throughout the venue.

   • Garbage exceeding the two bags provided that is left at the venue.

   • Decorations, tape, adhesives, or other materials requiring additional removal.

   • Failure to remove personal belongings or dispose of waste as required. 

   • Any condition that requires cleaning beyond what is covered by the standard cleaning fee.

4. The Excessive cleaning fee starts at $100 + HST. Shall the actual cost of cleaning exceed this amount, the Customer will be responsible for the full additional cleaning costs. These charges may be deducted from the Customer’s security deposit.

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 40 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, Sparklers, Wax Candles, and Cooking: This is not allowed on the property per strict city permits. You may only use battery operated candles.

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, and no silly string or slime allowed. Please refrain from using confetti from any kind (paper, metallic, or biodegradable, confetti filled balloons, confetti cannon power, confetti poppers), sequins, flower petals, rice, fake snow, or any similar decorative materials.

12. Clients are welcomed to bring their own décor. However, tape, pins, nails, tacks, Command strips, or any adhesives are strictly prohibited on walls or other surfaces. Unauthorized décor installation may result in damage, and deductions from the security deposit may apply. We appreciate your cooperation in maintaining the venue’s condition for all guests. Thank you!

Food and drinks:

1. The Clients 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 10 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 10 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!