Refund policy

Product Development, Custom Design, Film & TV Costumes, and Apparel Production Policy

1. Overview
At ES Fashion Design Studio, we are dedicated to providing high-quality, customized fashion solutions. This Cancellation Policy outlines the terms and conditions for canceling orders related to product development, custom-made designs, film & TV costumes, and apparel production. By placing an order, the client agrees to the terms set forth in this policy.

2. Professional Consultation, Price Quote and Non-Refundable Deposit

  • Our professional consultation is non-refundable. If your plans change, you may reschedule up to 2 hours before your scheduled meeting. While refunds are not offered, we will do our best to accommodate rescheduling or transferring your booking to a future date or time, subject to availability.
  • Once the price quote and contract are signed, the customer is required to pay a non-refundable 50% deposit of the total project cost. This deposit secures the order and allows ES Fashion Design Studio to begin work on the project.
  • The 50% deposit is non-refundable, covering administrative costs, design work, materials, and initial project expenses. Once paid, this deposit is not refundable, regardless of whether the project is canceled before or after production begins.

3. Cancellation Before Production Begins

  • Product Development & Custom Made Design: Customers may cancel their order before production starts (e.g., before design, patterning, or material ordering begins). At this stage, the 50% non-refundable deposit will not be refunded, but no additional charges will be incurred.
  • Film & TV Costume Production: Orders for film and TV costume production may be canceled before design approval or material sourcing begins. The 50% non-refundable deposit will not be refunded, but no further charges will apply.
  • Apparel Production: Orders for apparel production may be canceled before fabric cutting or manufacturing work begins. The 50% non-refundable deposit is retained, but the customer will not incur any further charges at this stage.

4. Cancellation After Production Begins

  • Once any form of production has begun—whether it's design work, fabric cutting, stitching, or costume assembly—the order is considered non-cancellable.
  • In such cases, the customer will be responsible for all costs incurred up until the point of cancellation. This includes the non-refundable 50% deposit and any additional expenses related to the design, materials, labor, or production work already completed.

5. Cancellation of Film & TV Costume Orders

  • If a film or TV costume production project is canceled after materials have been sourced or work has commenced (e.g., fittings, pattern making, construction), the customer will be responsible for all costs incurred, including the 50% non-refundable deposit. Additional charges may apply for any work already completed or materials purchased.
  • Cancellations made close to project deadlines may result in additional penalties or charges to cover any losses incurred due to the cancellation.

6. Cancellation Due to Delays

  • We strive to meet all agreed-upon deadlines, but unforeseen delays (such as shipping delays, supply chain disruptions, or other external factors) may occasionally occur.
  • If a cancellation is requested due to delays beyond our control, we will review the situation on a case-by-case basis. Possible solutions may include rescheduling production, offering partial refunds, or providing credit for future orders.
  • However, cancellations due to delays beyond our control do not qualify for a full refund, and the 50% non-refundable deposit remains non-refundable.

7. Production Material Submission Policy

To maintain production timelines and scheduled staffing, all required materials, trims, fabrics, approvals, artwork, and technical information must be submitted before the confirmed production start date.

Failure to submit complete materials on time may result in:

  • Production delays or rescheduling
  • Loss of reserved production dates
  • Adjusted delivery timelines
  • Standby labor and production holding fees

Financial Consequence:

  • 48+ hours notice before production start: No penalty
  • Less than 48 hours' notice: Partial production holding fee may apply
  • Same-day delay or incomplete submission: Client may be charged for booked labor time and reserved production capacity

Production schedules, staff, and machinery are allocated in advance for each project. Delays caused by incomplete submissions that impact studio operations or employee scheduling will be the responsibility of the client.

8. Rush Order

All production timelines are based on standard scheduling. If a client requests a rush order or expedited production, an additional rush fee of 15%–25% of the total project cost may be applied. Rush requests are subject to studio availability and must be confirmed before the start of production.

Rush fees are generally applied as follows:

  • 15% – Minor schedule adjustments with limited impact on production operations.
  • 20% – Standard rush production requiring schedule restructuring, priority handling, or additional coordination.
  • 25% – High-priority rush production requiring significant schedule changes, overtime, weekend work, or displacement of other scheduled projects.

ES Fashion Design Studio reserves the right to determine the applicable rush fee based on project requirements, scheduling impact, and resource allocation.

9. Late Payment Policy

To maintain fairness and ensure smooth project operations, ES Fashion Design Studio enforces the following late payment terms:

  • Payment Due Date: Final payment is due upon delivery of the completed product or on the date specified on the invoice, whichever comes first.
  • Grace Period: A 7-day grace period is provided after delivery or invoice date before any late fees apply.
  • Late Payment Fee: A 5% late fee per week (calculated on the outstanding balance) will be charged for any payment not received after the 7-day grace period.
  • Project Suspension: ES Fashion Design Studio reserves the right to pause ongoing or future projects until all outstanding balances are paid in full.
  • Collections: If payment remains outstanding for more than 30 days, ES Fashion Design Studio may initiate collection procedures or legal recovery. The client will be responsible for any associated costs incurred during the recovery process.

10. Refund Process

  • Refunds, when applicable, will be processed to the original payment method within 5-10 business days after the cancellation is approved.
  • Before production begins, the customer will lose the 50% non-refundable deposit, but no additional charges will be incurred.
  • After production begins, no refund will be issued, and the customer will be responsible for all work already completed. The 50% deposit is retained to cover costs incurred up to the point of cancellation.

11. Returns and Exchanges

  • This Cancellation Policy does not apply to returns or exchanges of completed orders. All sales are final upon completion of production or delivery unless otherwise specified in our Return and Exchange Policy.

12. How to Request a Cancellation
To request a cancellation, clients must contact ES Fashion Design Studio via:

  • Email: info@esfashiondesignstudio.ca
  • Phone: +1 (778) 788 - 4422
    Please include the following details in your cancellation request:
  • Order number (or Invoice number if available)
  • Customer name and contact information
  • Reason for cancellation

13. Changes to This Policy
ES Fashion Design Studio reserves the right to amend this Cancellation Policy at any time. Any changes will be communicated to clients in writing before implementation.

14. Agreement
By proceeding with an order, customers acknowledge and agree to the terms of this Cancellation Policy, including the non-refundable 50% deposit requirement. We are committed to providing transparent and professional service throughout every stage of your project.

 

Sewing Lab Rental Policy

1. Booking & Payment

  • All bookings must be made in advance through our online system.
  • Full payment is required at the time of booking to confirm and secure your reservation.

2. Cancellation Policy

For Sewing Machine Station Bookings:

  • Cancellations made at least 2 hours before your scheduled time will receive a full refund.
  • Cancellations made less than 2 hours before the booking will not be eligible for a refund.

For Full Studio Rentals:

  • Due to the exclusive nature of full-day bookings, all full studio rentals are non-refundable.
  • If your plans change, please contact us as early as possible. While we cannot offer refunds, we will do our best to reschedule or transfer your booking to a future date, subject to availability.

3. No-Show & Refund Policy

  • Sewing Station Bookings: No-shows or late cancellations (under 2 hours) are non-refundable.
  • Full Studio Rentals: All sales are final and non-refundable once booked. Exceptions for rescheduling may be considered with sufficient notice.

4. Studio Use & Safety

  • The sewing lab is intended for sewing and textile-related activities only.
  • Please ensure you are familiar with the equipment, safety guidelines, and operational protocols before use.
  • Misuse of equipment or disregard for safety procedures may result in termination of your session without refund.
  • Any misuse, negligence, or abusive behavior that results in damage to machines or studio equipment will be the responsibility of the renter. You may be required to pay for repairs or, if necessary, cover the full replacement cost of the damaged equipment.

5. Liability & Guests

By booking a station or the full studio, you agree to accept full responsibility for your own actions and those of any guests or individuals accompanying you.

You further agree to indemnify and hold harmless ES Fashion Design Studio, its staff, and affiliates from any claims, injuries, or damages arising from your use of the space, including injuries to yourself or your guests. Use of industrial equipment involves inherent risks, and all renters and their guests assume those risks by entering the studio.

 

Weekend Memberships & Product/Collection Development Support Refund Policy

1. General Policy

  • All membership purchases are non-refundable. We do not offer refunds for any unused portion of a monthly or yearly membership.

2. Cancellations

  • Weekend Sewing Lab Memberships: Membership has a minimum duration requirement. Once this requirement is met, the "Cancel Membership" button will become active in your account. To cancel, use this button, and you must give at least 7 days' notice before the end of your final month. Your membership will remain active through the current billing cycle with no extra charges. If you decide to renew, standard renewal terms and fees will apply. Please be aware that if you do not provide the required notice, your membership will automatically renew for the next cycle, and no refunds will be issued.
  • Product/Collection Development Support: this service is non-refundable.

3. Refund Exceptions

  • Refunds: Refunds of membership may be granted under exceptional circumstances, such as:
  1. Medical emergencies or prolonged illness that prevent the use of the lab.
  2. Relocating 30 km or more outside the service area.
  3. Other significant life events that impact the ability to use the membership.

4. Refund Request Procedure

  • To request a refund, members must submit a written request including relevant documentation (e.g., medical certificates, relocation proof) to the management team.
  • Refund requests will be reviewed on a case-by-case basis. If approved, the refund amount will be prorated based on the remaining unused portion of the membership.

5. Service Disruption

  • In the event of a temporary closure or disruption of services (e.g., maintenance, unforeseen circumstances), we will extend membership access by the duration of the closure. No refunds will be issued for these periods.

6. Membership Transfers

  • Memberships are non-transferable and cannot be shared or assigned to another person.

7. Changes to the Policy

  • We reserve the right to modify this refund policy at any time. Members will be notified of any changes that affect their membership terms.

If you have any questions or need assistance, please contact us at info@esfashiondesignstudio.ca Thank you for choosing ES Fashion Design Studio!

Bust Form Rental Policy

Equipment Rental, Care & Return Policy for Film, Television & Commercial Production

1. Overview

ES Fashion Design Studio rents bust forms (dress forms) to production companies, rental houses, and individuals for use off-site on film, television, and commercial productions. This Bust Form Rental Policy outlines the terms and conditions that apply whenever equipment leaves our studio. By booking a rental, the client agrees to the terms set forth in this policy.

2. Booking & Security Deposit

-      All bust form rentals must be booked in advance and confirmed in writing (email or signed Rental Agreement). Same-day requests are accommodated subject to availability.

-      A completed Equipment Rental Intake Form is required before any equipment leaves the studio. Incomplete forms will not be processed.

-      A refundable security deposit is required for every rental and is due in full prior to equipment leaving the studio, unless alternate terms are pre-approved in writing.

-      Accepted payment terms are COD, Net 15, or Net 30, as agreed on the Rental Agreement. Productions without an approved credit account are COD only.

-      A valid Purchase Order number and billing contact are required for any invoiced (non-COD) rental.

3. Identification & Authorized Pickup

-      The person collecting equipment must present valid government-issued photo ID (Driver's Licence, BC ID, or Passport). The studio will record the ID type and last 4 digits on file.

-      Only the individual named on the Rental Agreement, or a person explicitly authorized in writing by the Production Coordinator, may collect or return equipment.

-      ES Fashion Design Studio reserves the right to refuse release of equipment if identification cannot be verified or if the person collecting is not authorized.

4. Rental Period, Extensions & Late Returns

-      The rental period begins at the confirmed pickup date/time and ends at the agreed return date/time (Daily, Weekly, or Monthly rate, as selected on the Rental Agreement).

-      Extensions must be requested before the original return date and are subject to availability and the applicable additional rate.

-      Equipment returned late without a pre-approved extension will incur late charges, calculated at the applicable daily rate for each day (or part day) overdue.

5. Condition Reporting & Inspection

-      Every bust form is inspected and its condition documented (Excellent / Good / Fair) immediately prior to release, with any existing wear or damage noted and, where applicable, photographed.

-      The renter is responsible for reviewing the condition report at pickup and flagging any discrepancy before leaving the studio. Equipment is deemed accepted “as is” once it leaves the premises.

-      Upon return, the studio will re-inspect the equipment against the original condition report and document any new damage, missing components, or required cleaning.

6. Care & Handling While On Location

-      Bust forms must be transported upright and padded or wrapped to prevent scuffing, dents, or fabric damage in transit.

-      Do not expose forms to rain, prolonged direct sun, open flame, paint, adhesives, embedded pins, or extreme heat/cold.

-      Rolling bases, center poles, arms, and covers are precision-fitted; do not force, modify, or interchange parts between forms.

-      Forms must be stored securely on set or location when not in active use and must never be left unattended in public or unsecured areas.

-      Only crew briefed on proper handling should adjust, lift, or relocate the equipment.

7. Damage, Loss & Replacement

-      The renter is responsible for the equipment from the time of pickup until it has been returned to and inspected by ES Fashion Design Studio.

-      Repair costs for damage beyond normal wear will be charged at the studio's prevailing repair rates.

-      Lost or irreparably damaged equipment will be charged at full replacement value, as listed on the Rental Agreement, in addition to any repair or cleaning fees already incurred.

-      Equipment returned dirty, soiled, or requiring restoration (pins, adhesive residue, paint, odor, etc.) will incur a cleaning fee.

-      All repair, replacement, cleaning, and late charges are first deducted from the security deposit; any balance owing will be invoiced to the Production Company.

8. Insurance

-      Productions renting equipment valued above the studio's standard threshold, or renting for multi-day or off-city shoots, must provide a valid Certificate of Insurance (COI) naming ES Fashion Design Studio, covering loss, theft, and damage to rented equipment, prior to pickup.

-      ES Fashion Design Studio reserves the right to decline release of equipment where a required COI has not been provided.

9. Cancellations

-      Cancellations made more than 48 hours before the scheduled pickup incur no charge.

-      Cancellations made within 48 hours of pickup may be subject to a cancellation fee at the studio's discretion, particularly where equipment was held or other bookings were declined to accommodate the reservation.

10. Return Process

-      Equipment must be returned to 318 Homer Street, Suite 803, Vancouver, BC, during studio business hours, unless alternate arrangements have been confirmed in writing.

-      A studio representative will inspect the returned equipment in the presence of the renter (or their delivery agent) wherever possible, and complete the Return Inspection section of the Rental Agreement.

-      The renter will be notified in writing of any charges resulting from the return inspection, along with an itemized breakdown.

-      Security deposit refunds, when applicable, are processed within 5–10 business days of the equipment being returned and inspected.

11. How to Request a Rental

To request a bust form rental, clients must contact ES Fashion Design Studio via:

-      Email: info@esfashiondesignstudio.ca

-      Phone: +1 (778) 788-4422

Please include the following details in your request:

1.   Production company name and Production Coordinator contact information

2.   Equipment needed, quantities, and requested pickup/return dates

3.   Purchase Order number and billing contact, if applicable

12. Changes to This Policy

ES Fashion Design Studio reserves the right to amend this Bust Form Rental Policy at any time. Any changes will be communicated to clients in writing before implementation.

13. Agreement

By signing the Equipment Rental Intake Form / Rental Agreement, the renter acknowledges and agrees to the terms of this Bust Form Rental Policy, including responsibility for the equipment for the duration of the rental period and agreement to all applicable fees outlined above. We are committed to providing transparent and professional service throughout every rental.

If you have any questions or need assistance, please contact us at info@esfashiondesignstudio.ca. Thank you for choosing ES Fashion Design Studio!