ACHROMA POLICIES
General Achroma Policies
Booking Requests
- Achroma is by appointment only. All bookings through our online site are requests and you will be notified of approval or denial for your desired date within a 24-48 hour period.
- It is suggested to book your session at least 72 hours in advance to for the proposed approval/denial notification.
- Please do not confirm your session date with your client/photographer, until you have an approval email from us. We are not responsible for your session, in the event that you show up without being notified.
Late Note Requests
- All last minute scheduling requests will need to be requested via email to rose@achromastudio.com with the subject line – Late Notice Request for (Date + Time).
- Availability is not guaranteed.
- An accommodation fee of $50 will be applied to your total invoice, if approved for the late notice.
Operating Hours
- Our studio is open by appointment Monday – Saturday 8AM to 8PM and Sundays 8AM – 2PM
o Sunday Special Requests – For any hours outside of 8AM – 2PM on Sunday for an event or mini-session, please send us a request email at rose@achromastudio.com. Subject line should be as follows – Sunday Special Request for (Date + Time). Special Request hours are rated at $100 per additional hour and approvals are not guaranteed unless you have received an approval email. Additional Rates may differ or apply for events.
o After Hours – For hours requested after 8PM for an event, portrait or mini-session, please send us a request email to rose@achromastudio.com. Subject line should be as follows – After Hours Special Request for (Date + Time). Special Request hours are rated at $100 per additional hour and approvals are not guaranteed unless you have received an approval email. Additional Rates may differ or apply for events.
Payments
Portrait Sessions
- When a booking request has been approved and an email has been sent, you are required to pay your invoice within 24 hours to complete and secure your date. After 24 hours, your request will be voided and you will have to request your date again through our booking site.
- Portrait rates do not reflect event rates.
Events
- Event requests require a 50% deposit to secure the date and is preferred to be booked withing 2-3 months of the event date. If the event is booked less than 2 months out we require a the full amount to secure the date.
- Event rates do not reflect portrait rates.
No Refunds
- Achroma has a strict No Refund Policy. Once a portrait session has been approved and paid you are only allowed to reschedule your session. Rescheduling due to cancellation is available for up to 48 hours before the original session date.
- For events, there will be no refunds less than 30 days out from the event date. This includes deposits and all monies paid up until the cancellation request.
Cancellations
- There is a strict no refund policy for all events and portrait sessions.
- Portrait sessions can be rescheduled in the acquired timeframe. See Rescheduling.
- Event Rentals can be rescheduled in the acquired timeframe. See Rescheduling
Damage | Loss | Clean Up
- Any damage to our furnishings, walls, equipment will result in the card on file being charged a replacement fee. The fee will vary and be dependent on the scope of the damaged item.
- After every session or event, clients are responsible for all clean up, spills, debris, and trash associated during their rental period. Failing this responsibility will result in the card on file automatically charged.
- The fees between portrait sessions and event rentals differ. Portrait Sessions are charged $75 for clean up and event rentals are charged $375 for clean up.
Rescheduling
Portrait Sessions
- Rescheduling is allowed at least 48 priors to the recently approved portrait session.
- Guests will be required to pay an additional fee of half of the original amount. For example, if your rental was $250 and you request to reschedule in the before he 48 hour period, you will be required to pay an additional $125 to rent another day.
- Rescheduling is not allowed beyond the 48 hour time frame and sessions are non refundable. Please be prepared to book a new date and time at the full rate.
Events
- Events can be rescheduled within 3 weeks prior to the original date without a 30% fee penalty.
- All rescheduling requests less than 3 weeks prior to the event date will result in a 30% fee penalty.
- Rescheduling requests less than 96 hours prior to the event date will not be rescheduled without a 50% fee penalty.
- If weather or natural disasters cause us to close the studio and postpone the event, there will be no penalty and we will work with the client/guests to accommodate the next best available date.
Set-Up + Break Down
Portraits Sessions
- Please consider the time needed to set up and break down for your portrait session and event. This will be included in the hour (s) requested. It is imperative to book more time to accommodate prep, shooting, and clean up to keep from requesting additional time at the end of your rental, as it may not be available.
- Rental begins promptly at the designated start time and ends promptly at the designated end time.
- Be sure to schedule enough time to accommodate clients who may be running late and for additional time needed for clean up.
- If the session run over the original rental period, you will automatically be charged for another full hour.
- If the session runs over into another session you will be asked to promptly end your session in order to accommodate original bookings and be charged the additional fee of $50 for inconvenience.
Events
- Please consider the time needed to set up and break down for your events and include that in the time requested.
- Achroma is not responsible for any set up or clean up before, during, or after your event.
- All props and rentals must be picked up by the end of your venue rental.
- Additional time/days may be available upon request, but are not guaranteed due to original booking schedules. It is important to schedule all necessary time before the event begins.
Guest Capacity + Limit
Portrait Sessions
- All portrait sessions can have up to 3 people. If there is a group of 4 or more, we must be notified by selecting the group add-on fee during your booking request.
- The limit for guests is 15 people including the photographer.
- The group fee must be paid for before your session begins. We are not responsible for any loss of time in between.
- There is only one photographer allowed per shoot. Styled shoots are welcomed, but pricing will differ to accommodate multiple photographers. Please email us at rose@achromastudio.com with subject line – Production / Multiple Photographers for (Date + Time)
Events
- Our space holds up to 50 guests dinner style and up to 75 guests reception style.
- Please request a walk-through to determine the best layout for your set up by emailing us at rose@achromastudio.com.
Mini – Sessions
- There is required fee of $150 for all mini – session requests and can be selected as an add-on our booking site.
- Please be mindful of the timeframe in between booking your mini’s to make sure that the full rental period is covered.
Videography / Cinema
- Video productions are allowed in our studio, but we must be notified of the details, including, but not limited to your number of guests, time-frame, and if you need items moved in or out of the studio to accommodate your set-up. Please email us at rose@achromastudio.com with subject line – Video/Cinema Production for (Date + Time).
Boudoir Sessions
- Boudoir sessions are welcome in our space. We will need to be notified via our online booking site by selecting boudoir, so that we can adequately prepare.
All sessions include a staff member present, however we can be asked to step out if needed. Please email us at rose@achromastudio.com subject lined – Boudoir Session Privacy Request for (Date + Time)
We lock all doors and covers all windows with the proper equipment available to maintain privacy.
Equipment
- Achroma is equipped with state of the art rentals and equipment to ease your photography experience. You can find all of our rentals and rates here https://www.achromastudio.com/equipment . This includes all styles, models, etc.
- Our camera rentals are body only. If available, lenses, SD Cards, and any other attachments can be rented at an additional cost.
o SD Cards and Lenses are not always available for rental so please be advised to make arrangements for your own to fit our Canon Body Camera.
- Backdrops included in your rental are white, black, and the moveable back drop. All other colors are available for rental in the add on section of our booking site.
o Colors are updated periodically. If a backdrop is added as an add on option please send us an email to rose@achromastudio.com subject lined – Backdrop Rental for (Date + Time) with the color requested.
o If a color becomes unavailable the day of your shoot, we will accommodate another color or refund the backdrop fee.
- Lighting availability varies for weekend rentals. When requesting lights online, we will notify you of any changes in availability for the date requested.
- All furnishings in the studio are available for use at no additional cost. This includes stools, couches, boxes, etc.
Moveable Backdrop Wall
- This wall is located in the back corner of the studio and should not be moved by anyone other than staff due to the heaviness and possible scuffing of floor.
- Color change requests can be made online for an additional painting fee of $100. We must be notified at least two weeks in advance of the color change to adequately prepare in between time for other sessions, projects, and studio maintenance.
Moving Equipment
- You are welcome to move any of the furniture or props in the space (this does not include profoto lighting unless you have rented lights as an add on), but please do not drag anything across the floor.
- If additional help is required, please request help from our staff and make sure it is back in place before your rental period ends.
Cyclorama Wall
- Caring for the Cyclorama
o Achroma prides itself in the care and etiquette of all furnishings, wall molding, and rental equipment, as we provide service to creatives. Our cyclorama wall is a unique and popular addition to our space and to minimize the impact to your photography or vidography, even the ones created after you, proper use and care of the wall is important.
- Rules
o Use of the Cyclorama is limited. Only two people are allowed on the wall at a time, outside of the photographer, videographer, and creative/stylist. No group shots are allowed. Please use the white seamless backdrop for all group shots.
§ For Event Rentals, Décor is allowed on the cyclorama wall but at a discretionary scope. Please tape the bottom of heavy items with cardboard so that it does not make indentions or marks on the floor.
o Do Not Walk On The Cyc. Walking from the studio floor or from outside in your shoes onto the cyc floor will leave shoe marks. We ask the following if walking on the cyc is necessary
§ Take off your shoes or wipe the bottom clean use the shoe shields provided from us.
§ If your client is being shot on the wall, their shoes must be brand new and never worn, or they will have to clean and tape the bottom to reduce the damage to the wall.
§ If you have to step on and off the cyc, please use our shoe shields. Every. Single. Time.
o Do Not Walk On The Curve. The curve that is created between the floor and the back of the wall is constructed of ¼” plywood and provides a subtle visual transition to the floor, but does not support weight.
o Protect The Cyclorama From The Unknowing. Upon seeing the wall, especially for the first time, we know kids will want to run across it or climb the curve and adults may want to take photos for leisure purposes in the middle of it, but for protection and damage purposes, we will prohibit use of the wall unless it is for professional purposes.
Cleanliness
- All guests are required to leave the studio space exactly how it was prepared before the rental.
- Please wipe down after your session with the cleaning solutions provided. This includes white floors, walls, windows, furniture pieces, bathroom, vanity area, etc. Failing to do so may result in the card on file being charged a $75 clean up fee. An image of space with small debris or trash left after use will be sent via email to verify the charge.
Body Oils | Make-Up
- We have a fully equipped station for the application of all body-oils, make-up and creative styling.
- Please make sure that all oils and makeup are dry and polished before stepping onto our cyclorama wall, backdrops, or furnishings.
- Any stains required will be the responsibility of the client/guests and will be charged a fee for removal/clean-up/replacement.
Respect + Conduct
- No smoking whatsoever is allowing in the buildng or within 20 feet of any entrance. We have a zero tolerance drug policy. If you or any of your clients/guests use or bring drugs on the premises you will be asked to vacate the premises.
- Food + Drinks must stay in the client lounge area.
o Be considerate and keep the refreshments at one drink/snack per person.
o Please do not fill up and take snacks home.
o If stock is low let the staff know so that we may restock more.
- Voices/Music are to be kept at a reasonable level and not contain vulgar or offensive language in lyrics.
- Fires, candles, and smoke bombs are not allowed at anytime inside of the studio.
- Glitter, smash cake sessions, sand, paint or anything that will stain the floors or walls are not allowed at anytime unless given written consent by the director and/or owner.
- No nails, pins, etc. on the walls. If you need to attach something, please use removeable hooks or putty upon approval from director and/or owner. Any damage to walls or space in any way will be the responsibility of the client for repair.
- All clients/guests are responsible for the conduct and welfare of all persons accompanying them during the rental period. If there are any lost, misplaced, or damaged items in the studio after your rental period, the card on file will be charged for the amount of that particular items(s).
- The owner, director, and operating manager has the right to cancel or terminate any scheduled or ongoing sessions/event for any reason they deem necessary. There will be no refunds.
- This studio is a respectful and inclusive environment where all employees thrive. This means respecting differences, valuing opinions, and being mindful of how behavior and tone can impact staff during inconveniences. We have full discretion to cancel a session or event at any point with no refunds.
- All Rental sessions are accompanied by a staff member to ensure the safety of all persons and space furnishings.
Certificate of Insurance
- Achroma requires a certificate of insurance for all rentals if it is for a production or for hosting an event. Your insurance company will need to list Achroma LLC on your policy and a copy of that certificate is required for rental.
- Please be sure to send this copy of the insurance upon approval for filing at your earliest convenience.
Alcoholic Beverages
- Alcohol cannot be sold out our space unless you have a license to do so.
- All events will be required to show their ABA license with the current year. We will not accept any expired licenses.
- Alchohol not being sold in our space can be provided as light refreshments in the forms of wine and champagne for guests and clients.
Event Policy
- All events must be booked at least 2-3 months ahead of the desired event date.
- A 50% non-refundable deposit, cashier’s check for damage fee ($375) and credit card authorization form are required to secure the event date and time. If your event is a month or less out, we require a full 100% payment to secure the date. This fee is also non-refundable.
Upon the end of your rental, we will do a walkthrough. If the clean up has to be applied, you can choose to pay the fee with the cashier’s check or credit card authorization form. The other form of payment will be voided.
- A walkthrough before your event is highly suggested to layout the space before any deposits are placed to ensure the full scope of space for desired event.
- There is a 5 hour minimum for all event rentals. Set up and break down is included. Additional hours will be charged as follows:
o Additional hours are $100 per hour up to 24 hours before your event.
o Additional hours are $125 per hour if requested same day before the start of the event
o Additional hours are $150 per hour if requested during the event.
- After hours are available for event rentals. The rate after 11PM will be $150 an hour up until 2AM.
o We will not allow any events after the 2AM timeframe.
- Please include set-up and break down time in your rental period. In the event that your rental exceeds the previous agreed time an additional fee will automatically be applied and must be paid within 15 minutes of extended rental period.
- Achroma staff is not responsible for clean up before, during, or after your event. Please make sure all trash is taken out, surfaces, furnishings, and floors are wiped down, and all items are gathered once the event has ended. In the event that staff has to clean up at any point, you will be charged a service fee of $375 via the authorization form. This must be prior to the end of your rental period.
- All decor, if any, is expected to be picked up at the end of your rental period due to possible bookings the next day. There will be no overnight storage.
- If there are any items left over from event, they will be discarded. We are not responsible for any items left or damaged before, during, after, or overnight.
- For all cancellation requests, please email rose@achromastudio.com subject lined – Event Cancellation Request for (Date + Time).
o Please see Cancellation + Rescheduling for policy.