This Minors on Premises and Safeguarding Policy (the “Policy”) applies to all minors (persons under 18 years of age) and to all clients, parents/guardians, educators, chaperones, guests, and attendees entering any Bay Owl Studios facility areas (the “Facility”), regardless of booking channel, including bayowl.studio, bayowlstudios.com, any booking platform (in-house or third-party), and all online/offline channels (phone, email, WhatsApp, social media, walk-ins, and direct messages).

This Policy works alongside (and should be read together with) our Terms of Use, Booking Terms and Studio Policies, Privacy Policy, Cookie Policy, Cancellation and Rescheduling Policy, Studio Rules and Safety Policy, CCTV and Security Policy, Cleaning, Damage and Fines Policy, and Confidentiality and Non-Disclosure Agreement (NDA) Policy, each as updated from time to time.

1. Core position

1.1 Not a childcare facility

Bay Owl Studios is a commercial audio facility. We do not provide childcare, supervision, custody, or personal safeguarding services. There is no dedicated waiting area for minors or accompanying persons. Any accompanying person must remain inside the booked studio space for the full duration.

1.2 Booking eligibility

Only individuals aged 18 years or older may make a booking.

1.3 Strict entry conditions

Minors may enter the Facility only if the requirements in this Policy are met in full. Bay Owl may deny entry or terminate a session where these requirements are not met or where staff consider it necessary for safety, security, or safeguarding reasons.

2. Definitions

• “Minor”: any person under 18 years of age.
• “Client”: the person making the booking and/or responsible for payment and compliance, including for all attendees/guests.
• “Parent/Guardian”: a legally recognised parent or legal guardian of the Minor.
• “Authorised Accompanying Adult”: the adult approved in advance by Bay Owl to accompany an unaccompanied Minor (for example, an educator).

3. Categories of minor attendance

3.1 Accompanied minors (preferred and default)

A Minor must be accompanied at all times by a Parent/Guardian who remains present inside the booked studio space for the full duration. The Parent/Guardian must not leave the Facility or delegate supervision to Bay Owl staff.

3.2 Unaccompanied minors (exception – strict documentation and controls)

A Minor may attend accompanied by an Authorised Accompanying Adult (for example, an educator) only if the Client provides the required documents and information in advance and Bay Owl confirms acceptance in writing.

3.3 Supervision ratio (mandatory)

For unaccompanied Minors attending with an Authorised Accompanying Adult, there must be no more than five (5) Minors per one (1) supervising adult at any time on the premises. This ratio must be maintained at all times, including during arrival, movement within the Facility, breaks, and exit.

If this ratio is exceeded, Bay Owl may pause or terminate the session and/or refuse entry to additional Minors. Any resulting loss of time will not be refunded or extended.

4. Required documentation for unaccompanied minors

For each unaccompanied Minor, the Client must provide in advance (in the form and timeframe requested by Bay Owl):

• a written no-objection from the Parent/Guardian for that Minor;
• the Minor’s full name (and age if requested for verification);
• the full name, phone number, and government-issued photo ID details of the Authorised Accompanying Adult;
• the full name and phone number of the person authorised to drop off and pick up the Minor (if different);
• clear timing details for drop-off and pick-up; and any additional details reasonably required by Bay Owl for security and safeguarding.

Bay Owl may refuse entry if documentation is incomplete, unclear, or not provided within the requested timeframe.

5. Drop-off, pick-up, and continuous supervision

5.1 Drop-off and pick-up must match the pre-declared details

Drop-off and pick-up must occur strictly as pre-declared to Bay Owl. Bay Owl may require photo ID verification for the accompanying adult and/or pick-up person.

5.2 No early drop-offs or unsupervised waiting

Minors must not be left unattended in the Facility at any time. Early drop-offs, leaving minors in corridors/common areas, or asking staff to “keep an eye” on a Minor is not permitted.

5.3 Supervising adult must remain present

The Parent/Guardian or Authorised Accompanying Adult must remain present and actively supervise the Minor(s) at all times, including during washroom use.

If the supervising adult leaves the studio space or the Facility, or becomes unable to supervise (for example, due to impairment), Bay Owl may pause or terminate the session. Any resulting loss of time will not be refunded or extended.

6. Safety rules specific to minors

6.1 Equipment and hazards

The Facility contains professional equipment, cabling, power distribution, stands, and gear that can be hazardous if handled improperly. Minors must not touch, move, patch, repatch, or operate any equipment unless directly supervised by the supervising adult and explicitly permitted by Bay Owl staff.

6.2 Washroom supervision

Minors, especially younger children, must not use washrooms without adult supervision.

6.3 Food, drink, and movement

Running, climbing, rough play, and unsafe movement are prohibited. Food and drink rules are governed by the Studio Rules and Safety Policy and staff instructions.

7. Responsibility and liability

7.1 Client and Parent/Guardian responsibility

The booking Client and the Minor’s Parent/Guardian are jointly and severally responsible for the Minor while on the premises, including (without limitation) the Minor’s safety, continuous supervision, conduct, and compliance with all studio rules and staff instructions, and for ensuring that drop-off and pick-up occur strictly as pre-declared to Bay Owl.

7.2 No assumption of supervisory responsibility by Bay Owl

Bay Owl does not provide childcare, supervision, custody, or personal safeguarding services, and Bay Owl staff will not assume responsibility for supervising Minors at any time (including in common areas).

7.3 Emergency situations

In an emergency where a Minor’s immediate safety is at risk, Bay Owl staff may take reasonable steps to protect the Minor and contact the Client, Parent/Guardian, and/or emergency services as appropriate. Any such steps do not constitute acceptance of ongoing supervisory responsibility.

8. Refusal of entry, pausing, or termination

Bay Owl may refuse entry to any Minor or accompanying adult, pause a session, or terminate a session where:

• documentation requirements are not met;
• the supervision ratio is not maintained;
• the supervising adult is not present or leaves;
• drop-off/pick-up details do not match what was pre-declared;
• staff reasonably believe safety or safeguarding is at risk; or there is a breach of any studio policy.

Where a session is paused or terminated due to breach of this Policy, no refund will apply and time will not be extended.

9. Data and privacy

Where necessary for security and safeguarding, Bay Owl may collect and process limited personal data relating to Minors and supervising adults (for example, names, contact details, and photo ID details of the supervising adult). This information is processed for access control, security, and safeguarding administration and handled in accordance with our Privacy Policy.

10. Contact

• Terms: manager+termsofuse@bayowl.studio
• Privacy: manager+privacypolicy@bayowl.studio