Terms & Conditions

TERMS & CONDITIONS OF STUDIO RENTAL — STUDIO V

1. Purpose

These Terms & Conditions govern the rental of audiovisual studios, ancillary areas and equipment provided by Studio V (Vocis Imago SRL), hereafter “the Lessor”.
They apply to any activity carried out within the studios, including filming, recording, photo shoots, streaming or any audiovisual production.

2. Booking

Bookings may be made by e-mail, phone or any accepted digital method.

A quotation is sent to the Client for approval.
A booking is only confirmed once:

• written acceptance is received (signature or e-mail), and

• the full amount or the required deposit has been paid (see section 3).

A date option may be placed. If another client requests the same date, the Client has 48 hours to confirm or release the option.

3. Rates & Payment Terms

Rates are expressed in euros, excluding VAT.

3.1. Bookings ≤ €1,000 (excl. VAT)

→ Full payment upon booking, serving as confirmation.

3.2. Bookings > €1,000 (excl. VAT)

→ 50% deposit upon booking
→ Balance due within 72 hours after the end of the rental period

Late payments may incur statutory interest.
Payments are made exclusively by bank transfer.

4. Cancellation / Rescheduling

4.1. Cancellation by the Client

• One-day bookings or shorter: cancellation allowed free of charge up to 10 days before the rental date (D–10).

• Multi-day bookings: cancellation allowed up to 30 days before the first rental day (D–30).

After these deadlines:
→ 100% of the rental fee is due.
→ All options (technicians, equipment, transport, consumables…) are billed in full.

4.2. Rescheduling

Any rescheduling is treated as a cancellation followed by a new booking, unless agreed otherwise in writing.

4.3. Cancellation by the Lessor

In case of force majeure or major technical impossibility, the Lessor may cancel the booking.
Any amounts already paid will be refunded in full, without further compensation.

4.4. No-show

If the Client does not attend on the reserved date(s), 100% of the rental fee remains due.

5. Use of the Studio

5.1. General safety rules

The Client must comply with all safety instructions provided by the Lessor.

5.2. Hazardous & flammable materials

The following are strictly prohibited inside the studio:

• flammable or explosive materials,

• smoke bombs, fireworks, candles, pyrotechnics,

• solvents, hazardous liquids or wax,

• any undeclared atmospheric devices (smoke, haze, CO₂…).

The Lessor may immediately stop the session in case of non-compliance.

5.3. Food & beverages

Food and drinks are permitted only in the front area / backstage space.
No food or beverages are allowed inside the studio space or near the cyclorama.

5.4. Cleanliness & restricted materials

Confetti, glitter, fake snow, powders, sand or similar materials are prohibited unless explicitly approved in writing.
Any special cleaning or restoration required due to improper use will be billed at actual cost.

5.5. Cyclorama

Any damage to the cyclorama (shoe marks, stains, impacts, liquids, unauthorized paint…) will be billed.
Painting the cyclorama requires prior written approval.

5.6. Respect for the building

The Client must behave respectfully and discreetly within the building.
Equipment, crew and talent must move calmly and without disturbing other occupants.
Access routes must remain unobstructed at all times.

5.7. Hours of use

Rental is available in 4h, 8h or 10h blocks.
Any overtime is billed per hour started.
Start times before 08:00 and finishes after 21:00 may incur additional fees.

5.8. Condition of premises

A check-in and check-out inspection is carried out.
The studio must be returned in the same condition as provided.
Any damage, delay or restoration will be billed.

6. Logistics, Access & Parking

The Lessor does not handle the Client’s equipment, unless explicitly stated in the quotation.

A dedicated unloading zone is available directly in front of the studio.
No parking spaces are reserved for the Client; parking remains at the Client’s own risk.

The Client is responsible for transporting, loading, unloading and storing their equipment.

7. Electricity & Electrical Safety

The Client must ensure that their equipment is compatible with the studio’s electrical capacity.

Prohibited:

• unsafe or overloaded electrical connections,

• non-compliant power strips,

• hazardous or improvised wiring setups.

The Client is fully responsible for any electrical connection made within the studio.
In case of doubt or questions regarding the electrical installations, the Client must consult the studio manager before intervening in any way, to avoid damage to the electrical meters or equipment.

Any incident resulting from improper use is the Client’s responsibility.

8. Atmospheric devices (smoke, haze, CO₂, snow, etc.)

Use of atmospheric machines must be declared in advance and approved in writing.
Unauthorized use may require specialised cleaning of surfaces, equipment and ventilation systems.

9. Specific installations & fixtures

Nothing may be fixed to walls, floors, ceilings or furniture (nails, screws, strong adhesives, drilling, paint…) without prior written approval.

10. Safety of external teams

The Client is fully responsible for:

• their technical crew,

• talents, models or participants,

• clients, guests or visitors,

• external contractors under their supervision.

The Lessor is not liable for incidents caused by improper handling, unsafe installations or third-party interventions.

11. Technical time: setup, prep & strike

Setup, scouting, decoration, technical tests, installation and teardown must be included within the booked rental hours.
Any presence outside booked hours is billed.

12. Indicative restoration & damage fees

Indicative pricing:

• Cyclorama repaint: €250–€400

• Exceptional cleaning: €60/hour

• Damaged paper backdrop: €80–€150

• Broken equipment: replacement cost + labour

• Damaged furniture: replacement at new value

This scale may vary depending on the nature of the damage.

13. Insurance

The Client must hold valid public liability insurance covering people and equipment.
The Lessor does not insure Client-owned gear or personal belongings.

14. Rented Equipment

The Client must check the equipment upon collection.
Any loss, breakage or deterioration will be billed.
External equipment may only be used with prior authorisation.

15. Liability

The Lessor cannot be held responsible for:

• incidents caused by external teams,

• disruptions due to external factors (noise, works, weather, network outages…),

• loss or theft of personal belongings.

16. Personal Data (GDPR)

Client data is used for administrative, contractual and commercial purposes.
Requests regarding access, correction or deletion may be sent to info@studio-v.brussels

17. Governing Law & Jurisdiction

These Terms & Conditions are governed by Belgian law.
Any dispute shall fall under the jurisdiction of the French-speaking courts of Brussels.