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After Hours Access Policy
Equipment Access Policy
Rate Structure Policy
Public Studio Rental Policy, Terms and Conditions

 

 

AFTER HOURS ACCESS POLICY

After hours access is only available to active members holding a PRODUCER membership, and who have demonstrated an ability to handle themselves independently. Access is granted at the discretion of the Equipment Coordinator. Edit Suites must be PRE-PAID and PRE-BOOKED prior to use. The member must sign an After Hours Agreement form before access is granted and any member found reporting false usage hours will be given one warning. A second infraction will result in revocation of media and privileges.

The applicant must leave a signed cheque in the amount of $50 before keys and code will be given.

After Hours Access is granted on a project by project basis, and keys and code are to be returned once the producer's project is complete. If keys and code are not returned WITHIN TWO WEEKS of the completion of the producer's project, we will cash your deposit.

Unless other arrangements are made, the only areas of access are the edit suites and hallway from the back door to the kitchen.

In the event of a false alarm, immediately call the alarm company using the Omni security ID# and register the false alarm.

Any costs incurred by VIVO Media Arts Centre due to false alarms caused by user negligence will be charged to the Member signing the After Hours Access Agreement. The minimum charge for a false alarm is $50.

Technical support is NOT available after hours unless previous arrangements have been made.

If there are unsolvable technical problems, shut down the systems immediately, or you will be charged for the time in the suite. VIVO offers a discount for time in suites when there is equipment failure, not when there is user error. During after hours it is difficult to assess the situation.

The member signing After Hours Access agreement is responsible for any damage or costs incurred as a result of their negligence.

Before setting the alarm, users are responsible for ensuring all doors and windows are closed and locked for the areas they have accessed, including the areas they are arming. Users must ensure alarm is armed before exiting.

After Hours Access can be withdrawn if the Member does not show respect and a sense of responsibility for equipment and VIVO facilities.

After Hours Access is on a first-come, first-served basis, except where Artists in Residence are concerned. An Artist in Residence will be given priority for After Hours Access.

Producers with Staff Access or Work Exchange privilages should pay cash for VIVO facilities when funding is available. Members are encouraged to make an effort to secure cash funding for VIVO services when applying for grants.

 

EQUIPMENT ACCESS POLICY

VIVO Media Arts Centre offers access to the general public at commercial rates, provided there is a deposit, proof of insurance, and photo ID.

We offer access to our equipment at Member and Artist Rates to qualified VIVO Members only. For membership information, please go here. For our Rate Structure Policy, please go here

Members must be in good standing and have completed all the relevant access workshops. Please allow a minimum of 1 week to process your file.

Members are liable for costs associated with any damage incurred to equipment and facilities while it is rented to them. (VIVO's insurance does not cover negligent use of in-house equipment or any loss or damage to equipment once it leaves the building.) ALL BOOKINGS MUST BE PICKED UP AND RETURNED BY THE MEMBER MAKING THE RENTAL.

It is the responsibility of both the Member and the technician on duty to ensure that the equipment being booked is in working order. Any damage should be noted with the technician during sign-out procedures before the equipment leaves VIVO. Once the equipment leaves the premises the renting Member must ensure that it is returned in the same condition (including batteries). Members may be charged a fee for returning equipment in a disorderly fashion.

Payment for rentals must be received in advance from the Member booking the equipment. The Member is responsible for paying all bills incurred by their booking. Any overdue amounts owing will be charged a 2% interest rate on the overdue amount. No second party bookings will be considered. Cancellations must be made 48 hours in advance. Failure to do so will result in a charge equal to half the initial rental charge. Following the third late cancellation, members will be required to pre-pay for their bookings.

Staff technicians are present to resolve equipment problems that arise during bookings, and, during specified hours, can assist Members who are learning to use the equipment. If you require editing assistance, a list of qualified available editors for hire is available. Contact VIVO's front desk to make a booking.

Management reserves the right to withdraw a Member's access if disrespect is shown to equipment, staff or members.

THE USE OF VIVO EQUIPMENT AND FACILITIES IS A FORM OF PRODUCTION ASSISTANCE TO THE ARTIST/PRODUCER AND AS SUCH, VIVO REQUIRES ACKNOWLEDGEMENT ON ALL PROMOTIONAL MATERIALS AND IN THE CREDIT AND/OR TITLE SEQUENCE OF ANY WORKS MADE WITH VIVO EQUIPMENT OR ASSISTANCE.

NOTE: Equipment rentals are only accessible between the hours of 11 a.m. and 6 p.m.

 

RATE STRUCTURE POLICY

VIVO Media Arts Centre offers a three tiered rate structure to its members. As we are a subsidized non-profit, our aim is to ensure that artists and activists have access to VIVO’s equipment and facilities at the fairest rates possible. Though access is a form of subsidization, we require no content or editorial control over the work. We do, however, require an acknowledgement in credit sequences and on all promotional materials for any production created using VIVO equipment or facilities at either the MEMBER or ARTIST rates. The rate breakdown is as follows:

  • The Artist Rate: The Artist Rate is the most highly subsidized rate offered by VIVO and is reserved for Producer Members who will maintain complete copyright and editorial control over the work from production to distribution, and whose purpose it is to make non-commercial work. As such, the Artist Rate is available only to qualified Producer Members through a formal application process.
  • The Member Rate: The Member Rate is a highly subsidized rate for Associate Members (individuals, organizations, institutions and production companies) who are working with limited budgets or have been hired by a third party, and are producing work with artistic, educational or social value, but who only have partial control over the final edit, copyright and distribution of the finished product.
  • The Commercial Rate: The Commercial Rate is applied to productions whose intention it is to make money with the finished product, either as a marketing tool, or to increase productivity in the workplace. In most cases it is an industry standard rate and requires proof of insurance prior to renting. This rate is for individuals, groups, institutions and production companies who have access to funding or investors, either from their own endeavors or from other outside sources. The Commercial Rate does not require membership, nor does membership guarantee non-commercial rates for all projects.

 

PUBLIC STUDIO RENTAL POLICY, TERMS and CONDITIONS

  • No All Ages Rentals
  • All Studio Rental arrangements are made through the Operations Coordinator only, Tuesday through Friday, 12pm - 6pm. Please call 604-872-8337 ext. 1 or email info(at)vivomediaarts(dot)com for more information.
  • We reserve the right to refuse any booking we deem a security risk, or to be of an inappropriate nature according to the aims of the Society.
  • Bookings need to be made at least three weeks in advance.
  • The facility is not considered booked until a security deposit is paid and the Studio Rental Contract signed.
  • Security deposit will be refunded within two weeks after the event. In case of facility damage, security deposit will be used to cover the costof repairs.
  • Rental fee must be paid at least two weeks prior to the event. Failure to do so will result in a loss of security deposit and the booking itself.
  • Cancellation of a booking will result in a loss of security deposit. If the cancellation is made later than two weeks before the booking date, a fine of $100 will be charged as well.
  • VIVO is not responsible for loss, theft or damage.
  • The Renter is responsible for ensuring the facilities are returned to the same condition they were found in, which also involves clean-up and removal of all garbage. Renters who don't wish to clean themselves have an option of arranging the cleaning through VIVO for a fee. The arrangement must be made in advance upon signing the contract.
  • The set-up and tear down of your event, as well as the clean-up, must occur within the hours of your booking. Should you go beyond the specified hours, a fee will be charged for the extra time: $60 / half hour for Day-time Studio Rental and $100 / half hour for Evening Studio Rental.
  • The Renter is financially responsible for any loss or damage to VIVO facilities; costs of repair or cleaning will be billed to the Renter.
  • The Renter is responsible for security and must provide security people.
  • It is the Renter's responsibility to make sure the fire regulations and public health and safety standards are not violated. Also, that alcohol and drug consumption does not take place anywhere around the facility or in the immediate vicinity. If the event has a potential of putting any such regulations at risk, the Renter is strongly encouraged to hire a professional Security Guard.
  • The capacity of the Studio is 100 people. If this regulation is not respected, the Renter will be charged a fine of $300 and the event will be shut down immediately.
  • Under no circumstances is anyone allowed to handle the in-house equipment and lighting without prior consent from the VIVO Technician on duty.
  • During the event, the Renter is responsible to the Venue Manger and the Event Technician.