All IML Community Use is managed through a structured booking and approval process. Community bookings may support independent use by adults, youth programming, workshops or educational partnerships.
IML spaces, equipment and staff support may be billed using hourly rates or day rates. The applicable rate structure is determined based on:
Scope and duration of use
Type of space and equipment requested
Staffing, supervision, and security requirements
Whether the engagement is proposal-based or a standard rental
Rates are not fixed in this policy and are outlined in approved proposals or estimates and/or the executed space rental agreement. All rates are determined prior to booking confirmation and communicated as part of a consultation or rental agreement. Users are responsible for reviewing and accepting all rate terms before confirming a booking.
Hourly rates may be applied for short duration bookings, partial-day use, consultation, testing sessions, or additional time beyond an approved booking.
Day rates may be applied for full-day bookings (10 hours), multi-session use within a single day, productions or projects required sustained access, bookings involving multiple spaces or extended setup and teardown.
Booking Procedures
All community engagements begin with advance communication with IML staff.
During review or a consultation, IML staff may assess:
Intended use and learning objectives
Participant age and supervision needs
Requested spaces and equipment
Safety, staffing and accessibility considerations
Any changes to scope or schedule must be communicated in advance. Unauthorized expansion of use may result in additional fees.
Lead Times
Community use requests should be submitted with sufficient lead time to allow for:
Staffing, security and technical support needs
Program planning
Scope and complexity of the project
Requested spaces and equipment
Engagements should be initiated well in advance of the intended use date.
Programs involving groups, multiple spaces and specialized equipment may require additional advance planning.
No Show + Cancellation Policy
All cancellations must be communicated to IML staff. Cancellations are subject to the terms outlined in the rental agreement.
The 50% deposit required to confirm a booking is non-refundable, including in cases of cancellation.
Failure to arrive or utilize the space as scheduled without prior cancellation will be treated as a no-show.
In no-show cases:
The booking may be terminated
Deposits and prepaid fees will not be refunded
All cancellations must be communicated to IML staff as soon as possible.
Over Allotted Time
Users are authorized to use IML spaces and equipment only for the dates and times specified in their approved booking, proposal or executed rental agreement.
Use of a space beyond the approved booking period is not permitted unless the space is unreserved immediately following the booking, and explicit approval is granted by IML staff at the time of use.
IML staff are not obligated to approve extended use.
Users are responsible for ensuring that all activity, including:
Equipment shutdown
Data transfer
Cleanup
Resetting spaces to default configuration
Is completed within the approved booking period. All studios must be returned to their default configuration immediately following use unless otherwise directed by IML staff.
If a user exceeds their approved booking time without authorization:
The session may be stopped by IML staff
Additional charges may apply for space use, staffing and security
Consultations
Many engagements require a consultation. Consultations are used to:
Assess technical feasibility and space suitability
Identify required equipment, staffing and support levels
Establish timelines and lead times
Inform the development program planning
Identify safety, security or policy considerations
Some consultations may be provided at no cost, at the discretion of IML staff. Other consultations may be fee-based, particularly when they involve extended staff time, technical set up or testing, extended on-site access to specialized spaces or equipment.
Spaces discussed during consultation remain available to other users until a booking is formally confirmed.