VIVA RECORDING STUDIOS — STUDIO POLICY

2186 Thurston Drive, Unit A, Ottawa, ON K1G6E1

 

Dear Clients,

These guidelines exist to keep things running smoothly for everyone. We've built Viva around quality, respect, and great experiences — and we ask that every client helps us maintain that standard.

Thank you for being here. Let's make something great.

Definitions

 

"Studio" refers to Viva Recording Studios, located at 2186 Thurston Drive, Unit A, Ottawa, ON K1G6E1. "Client" refers to the individual or company named on the booking message, invoice, or rental agreement, as well as any guests they bring with them to the session.

 

1. Rates & Payment

The Client agrees to pay for studio time at the rate in effect at the time of booking. A non-refundable deposit is required to confirm all bookings. Rates are subject to change without notice. Payment is due in full by the end of each session via cash or credit/debit. The Client is responsible for any legal costs incurred by the Studio in collecting outstanding payments.

 

2. Booking Minimums

Minimum session time is two (2) hours for all bookings, whether with or without a sound engineer.

 

3. Engineer Services

Unless otherwise instructed, the Studio will provide a recording engineer for the full duration of the session. Additional services including mixing, mastering, editing, or creating additional versions may require extra fees beyond the hourly rate.

 

4. Cancellations & Rescheduling

Cancellations or rescheduling requests made less than 48 hours before the scheduled session will result in forfeiture of the deposit. For sessions booked less than 48 hours in advance, the deposit is non-refundable under any circumstances. Deposits for promotional bookings are always non-refundable.

 

5. Late Arrivals

Session time begins at the scheduled start time regardless of the Client's arrival. Late arrivals will not receive extended time. If the Client is more than 15 minutes late, the Studio reserves the right to cancel the session and the Client forfeits all deposits paid.

 

6. Studio-Initiated Cancellations

If the Studio must cancel a session due to circumstances beyond its control such as engineer illness or emergency, the Studio will reschedule at the earliest mutually agreeable time. If no agreement can be reached, the full deposit will be refunded to the Client.

 

7. Early Endings & Time Reductions

All reserved time is billed in full regardless of early departure. The Client is not entitled to a refund or credit for unused reserved time. Time reductions may be requested at least 48 hours before the session start, provided the reduced time meets the two-hour booking minimum. Reductions cannot be made after a session has begun. Engineers are not authorized to negotiate time adjustments once a session is underway.

 

8. Session Extensions

Extension requests are subject to availability and must be paid in advance at the regular rate. Extensions to promotional bookings are charged at the standard rate in effect at the time of the session.

 

9. What Counts as Studio Time

Studio time includes setup, breakdown, and any breaks taken by the Client, artists, or engineer. For sessions of eight hours or longer, the engineer is entitled to a 30-minute meal break. All time is billable.

 

10. Refund Policy

No refunds will be issued once a session has been completed or files have been delivered to the Client. The Studio makes every effort to deliver the highest quality results. All studio rentals and services are non-refundable once rendered.

 

11. File Delivery

Session files will not be released until all outstanding balances are paid in full. Once payment is confirmed, files will be delivered to the Client via Google Drive, WeTransfer, or USB — whichever method is most convenient for the Client. All copyright in recorded material remains the property of the respective copyright holder.

Standard session deliverables include the mixed and edited files as discussed during the session. Full session stems are available free of charge but must be requested by the Client on the same day as the session. Stem exports are not a standard deliverable and will not be prepared unless specifically requested before the session concludes.

 

12. File Retention & Privacy

The Studio will retain session files for up to one year following the session date, after which all files will be permanently deleted from Studio systems. Clients are encouraged to ensure they have received and saved all required files within this period. The Studio takes client privacy seriously and will never share, sell, or distribute recordings without prior written consent from the Client.

 

13. Engineer-Free Rentals

Clients renting the Studio without an engineer accept full responsibility for the condition of the space and all equipment upon departure. The following terms apply strictly to all engineer-free rentals:

• The Client is fully responsible for any damage to the Studio, equipment, or property caused by the Client or any member of their party

• The Client agrees to leave the Studio in the same condition it was found — clean, organized, and undamaged

• Any damage, mess, or disrepair will result in the Client being charged all costs necessary to restore the Studio to its original condition

• Misuse of equipment, disrespect of the space, or any behavior deemed inappropriate by Studio management is grounds for immediate termination of the session with no refund

• Engineer-free rental clients are required to sign a separate rental agreement before accessing the Studio

• The Studio reserves the right to refuse future bookings to any client found in violation of these terms

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14. Personal Property

The Client is solely responsible for all personal items brought onto Studio grounds. The Studio holds no liability for lost, stolen, or damaged personal property.

 

15. Licensing & Copyright

The Client is solely responsible for obtaining all necessary licenses for any works recorded at the Studio in which they do not own the rights. The Client assumes full responsibility for any fees associated with licensing or ISRC code registration.

 

16. Conduct & Right to Refuse Service

Any violation of this policy by the Client or their party is grounds for immediate termination of the session. The Client and their party will be asked to leave the premises and all deposits will be forfeited. The Studio reserves the right to refuse service to anyone at its discretion.

 

17. Smoking Policy

Cigarettes, marijuana, and hookahs are strictly prohibited inside the Studio at all times. Vape pens are permitted but must be used a minimum of 9 feet away from all studio equipment at all times. Clients wishing to vape must step away from any equipment before doing so. Violation of this policy will result in immediate session termination and forfeiture of all payments made.

 

18. Promotional Use

With the Client's approval, the Studio may use photos, audio, video, or the Client's name and likeness for promotional purposes across social media and other platforms. The Studio will never sell or share recordings without prior written consent.

 

19. Track Exports

Clients requesting exported track outs for external mixing will receive raw, unprocessed files with no effects applied. If the Client wishes to retain the effects used during the session, the Studio kindly asks that the full mix be completed by Viva's engineers.

 

20. Governing Law

This agreement is governed by the laws of Canada and the Province of Ontario. Any disputes will first be addressed through mediation. If mediation is unsuccessful, the matter will be resolved through litigation in accordance with Ontario law. Legal costs will be borne by the party found to be at fault.

 

21. General

This policy constitutes the full agreement between the Client and the Studio. Any modifications must be made in writing and agreed upon by both parties. By completing a booking, the Client confirms they have read, understood, and agreed to all terms outlined above.