Terms and Conditions

Effective Date: May 12, 2026
Website: Room 123

Welcome to Room 123. These Terms and Conditions (“Terms”) govern your use of the Room 123 website, services, and event space booking services. By accessing this website or booking the space, you agree to these Terms and Conditions.

If you do not agree with these Terms, please do not use this website or book the space.

By completing a booking through the Room 123 booking platform, the client agrees to these Terms and Conditions.

  1. About Room 123

Room 123 is a flexible event, workshop, creative, and community gathering space located in Toronto, Ontario, Canada. The space is designed for recurring workshops, classes, meetings, rehearsals, content creation, educational programming, and community events.

  1. Eligibility

To book or use the space, you must:

  • Be at least 18 years old
  • Have legal authority to enter into agreements
  • Provide accurate booking and contact information
  • Agree to comply with all applicable laws, regulations, and venue policies

Room 123 reserves the right to refuse or cancel bookings at its sole discretion.

  1. Booking Requests and Confirmation

Submitting a booking request does not guarantee a reservation.

Bookings are only confirmed once:

  • Payment has been successfully processed
  • The booking has been approved by Room 123
  • The client receives a confirmation email or receipt

Room 123 may request additional information regarding the intended use of the space before approving a booking.

  1. Booking & Payment Policy

All bookings at Room 123 require full payment at the time of booking unless otherwise agreed in writing.

For recurring weekly bookings, payment is required upfront for each scheduled booking occurrence through the booking platform.

By completing payment, the client reserves dedicated time within the booking schedule and acknowledges that Room 123 may decline other booking opportunities for that reserved time slot.

Room 123 reserves the right to:

  • Require additional fees or deposits for certain events
  • Charge for overtime, damages, cleaning, or policy violations
  • Refuse or cancel unpaid bookings

Prices are subject to change without notice for future bookings.

  1. Recurring Weekly Bookings

Clients booking recurring weekly rentals acknowledge and agree that:

  • Each weekly session is treated as an individual reserved booking
  • Setup and cleanup time must be included within the booked rental period
  • Missed bookings are non-refundable
  • Repeated no-shows or policy violations may result in cancellation of future bookings
  • Changes to recurring bookings must be requested in writing

Room 123 reserves the right to modify or discontinue recurring booking schedules with reasonable notice if operational, safety, or building requirements change.

  1. Cancellation Policy

Because Room 123 reserves space and availability specifically for each client booking, the following cancellation terms apply:

  • Cancellations made 14 or more days before the booking may qualify for a credit or partial refund at Room 123’s discretion
  • Cancellations made less than 14 days before the booking are non-refundable
  • Same-day cancellations and no-shows are non-refundable
  • Processing fees charged by third-party booking or payment providers may not be refundable

If Room 123 must cancel a booking due to emergencies, unsafe conditions, building issues, or circumstances beyond reasonable control, liability will be limited to a refund of amounts paid for the affected booking.

  1. Permitted Use

The space may only be used for lawful activities approved by Room 123.

Approved uses may include:

  • Workshops
  • Community gatherings
  • Wellness or movement classes
  • Meetings
  • Rehearsals
  • Creative sessions
  • Educational programming
  • Content creation

The following activities are prohibited unless approved in writing:

  • Illegal activities
  • Smoking or vaping indoors
  • Excessive noise or disruptive behaviour
  • Hazardous materials or open flames
  • Unauthorized parties or nightclub-style events
  • Activities likely to damage the property
  • Activities that violate fire, safety, or building regulations

Room 123 reserves the right to immediately end any booking or event that violates these Terms.

  1. Access, Setup, and Cleanup

Clients are responsible for:

  • Arriving and leaving within their booked time
  • Including setup and cleanup within the rental period
  • Returning the space in reasonable condition

Additional charges may apply for overtime use, excessive cleaning, or damages.

  1. Damage and Liability

The booking party is responsible for any damage, loss, or excessive cleaning caused by themselves, their guests, vendors, or attendees.

Room 123 is not responsible for:

  • Lost, stolen, or damaged personal property
  • Injuries related to client activities
  • Internet interruptions, equipment failures, or utility outages

For certain events, Room 123 may require proof of liability insurance.

  1. Alcohol and Cannabis

Alcohol service is only permitted with prior approval and in compliance with all Ontario laws and licensing requirements.

Cannabis smoking or vaping inside the premises is prohibited.

The booking party is solely responsible for ensuring legal compliance related to alcohol service and guest conduct.

  1. Noise and Conduct

Clients and attendees agree to:

  • Respect neighbours and surrounding businesses
  • Follow posted sound restrictions
  • Maintain respectful and safe conduct within the space

Room 123 reserves the right to remove disruptive individuals or end events creating unsafe, disruptive, or inappropriate conditions.

  1. Photography and Media

Room 123 may photograph or document the space for promotional purposes.

Clients who do not wish their event, setup, or attendees to appear in promotional materials must notify Room 123 in writing before the event date.

Clients are responsible for obtaining any necessary permissions from attendees regarding photography or recording during their events.

  1. Website Use

By using the Room 123 website, you agree not to:

  • Attempt unauthorized access to systems or accounts
  • Use the website for unlawful purposes
  • Copy or reproduce website content without permission
  • Interfere with website functionality or security

All branding, website content, graphics, and materials remain the property of Room 123 unless otherwise stated.

  1. Privacy

Information submitted through booking forms, inquiries, or the website may be used to:

  • Respond to inquiries
  • Process bookings
  • Provide customer support
  • Send service-related communications

Room 123 does not sell personal information to third parties.

  1. Third-Party Services

Room 123 may use third-party providers for booking, scheduling, payment processing, communications, or website services.

Users may also be subject to the terms and policies of those third-party providers.

Room 123 is not responsible for outages, errors, or interruptions related to third-party systems.

  1. Indemnification

You agree to indemnify and hold harmless Room 123, its owners, employees, contractors, and representatives from any claims, liabilities, damages, costs, or expenses arising from:

  • Your use of the space
  • Your event or attendees
  • Violations of these Terms
  • Negligence or unlawful conduct
  1. Limitation of Liability

To the fullest extent permitted by law, Room 123 shall not be liable for indirect, incidental, special, or consequential damages arising from:

  • Website use
  • Booking cancellations
  • Event interruptions
  • Technical failures
  • Property loss or damage

Total liability shall not exceed the amount paid for the applicable booking.

  1. Force Majeure

Room 123 shall not be liable for delays, interruptions, or cancellations caused by events beyond reasonable control, including:

  • Severe weather
  • Fire
  • Flood
  • Government restrictions
  • Power outages
  • Labour disruptions
  • Emergencies
  • Acts of God
  1. Governing Law

These Terms and Conditions are governed by the laws of the Province of Ontario and the applicable laws of Canada.

Any disputes shall be resolved in the courts of Ontario, Canada.

  1. Changes to These Terms

Room 123 may update these Terms and Conditions at any time without prior notice.

Updated versions will be posted on the Room 123 website with a revised effective date.

Continued use of the website or services constitutes acceptance of any updated Terms.

  1. Contact Information

For questions regarding these Terms and Conditions, please contact:

Room 123
Toronto, Ontario, Canada
Website: Room123.ca