Studio Policies

We want every session at The Portrait Room Studios to be comfortable, organized, and enjoyable. Please review the following policies before your appointment.

ARRIVAL & SESSION TIMES

Please arrive 15 minutes before your scheduled session time. This allows time to park, get settled, and make any final preparations so your session can begin promptly.

Sessions are scheduled back-to-back. Early studio entry may not always be available, but guests should be ready to begin at their scheduled appointment time.

Late arrivals may result in a shortened session. Your session will still end at its originally scheduled time so we do not delay the clients scheduled after you. If there is not enough time remaining to reasonably complete your session, rescheduling may be required.

CANCELLATIONS, RESCHEDULING & NO-SHOWS

We understand that plans change. Please provide as much notice as possible if you need to cancel or reschedule your appointment.

Cancellation and rescheduling requirements may vary by session type and will be provided during booking.

For promotional or $0 session-fee appointments, a valid credit card may be required to reserve your appointment. A $50 no-show fee may be charged for missed appointments or cancellations that fall within the applicable cancellation window disclosed at booking.

Failure to arrive for an appointment without proper notice may also affect eligibility for future promotional or $0 session-fee bookings.

$0 SESSION-FEE APPOINTMENTS

A $0 session fee covers the photography session only. Photographs are not included unless specifically stated in the offer.

Digital images, prints, products, and collections are purchased separately after your session.

There is no requirement to purchase additional images unless specifically stated in the promotion or booking terms.

GALLERY & IMAGE PURCHASES

When applicable, clients will receive access to an online gallery to view and select photographs.

Images displayed as proofs remain the property of The Portrait Room Studios until purchased. Proof images may be watermarked and may not represent the final fully edited image.

Screenshotting, downloading, copying, reproducing, publishing, removing watermarks from, or otherwise using unpaid images is prohibited.

EDITING & RETOUCHING

Purchased photographs include our standard professional editing, which may include adjustments to exposure, color, cropping, and minor cosmetic corrections at the photographer's discretion.

Extensive retouching, object removal, composites, body modifications, background alterations, or other custom editing may require an additional fee.

The Portrait Room Studios retains creative discretion over the final appearance and editing style of delivered photographs.

DIGITAL IMAGES & PRINTING

Purchased digital photographs are provided for the client's personal use.

Clients may print their purchased digital images for personal use unless otherwise specified. Copyright and commercial reproduction rights are not transferred with the purchase of a digital file.

We cannot guarantee the color, cropping, quality, or appearance of photographs printed through outside consumer labs or retailers.

TURNAROUND TIME

Estimated gallery and image delivery times will be communicated with your session. Delivery times are estimates and may vary during holidays, high-volume periods, or when additional retouching is requested.

We appreciate your patience while your photographs receive the attention they deserve.

CHILDREN & MINORS

Children must be supervised by a responsible adult at all times while inside the studio.

Parents and guardians are responsible for the behavior and safety of minors accompanying them. Children may not be left unattended in the studio, common areas, hallways, or elsewhere on the property.

A parent or legal guardian must authorize photography of a minor.

PETS

Pets are welcome for select sessions and must be approved in advance.

A $25 pet fee per pet applies unless otherwise stated.

Advance notice is required so we can appropriately prepare the studio, including consideration for clients and staff with allergies. Arriving with an unapproved pet may result in the pet being unable to participate or the session being rescheduled or canceled.

Pets must remain supervised and under the owner's control at all times. Certain animals may not be accommodated in the studio.

These pet restrictions do not apply to qualified service animals as required by applicable law.

GROUP SIZE

Session packages specify the number of people included.

Unless otherwise stated, standard sessions include up to 6 people. Additional participants may be added for $25 per person, with a maximum studio group size of 10 people.

Please contact us before booking if you have questions about accommodating your group.

STUDIO ACCESSIBILITY

Please note: The Portrait Room Studios is located on the second floor and is accessible by stairs only.

Guests who have accessibility concerns are encouraged to contact us before booking so we can discuss available options.

PERSONAL BELONGINGS

Please keep personal belongings with you or in the designated studio area.

The Portrait Room Studios is not responsible for lost, stolen, forgotten, or damaged personal belongings except where liability cannot legally be excluded.

STUDIO PROPERTY

Clients are responsible for the conduct of members of their party.

Clients may be responsible for repair or replacement costs resulting from intentional, reckless, or negligent damage to studio equipment, furniture, props, backdrops, or other property caused by themselves, their children, pets, or guests.

HEALTH & SAFETY

Please reschedule your appointment if you or someone attending your session is experiencing a contagious illness.

The photographer may pause or end a session if circumstances create an unsafe environment for clients, children, animals, staff, or studio equipment.

PERSONAL PHOTOGRAPHY & RECORDING

Please ask your photographer before taking cellphone photographs, videos, or behind-the-scenes recordings during a session.

Photography or recording that interferes with the session or photographs the photographer's proprietary setups may be restricted.

PORTFOLIO & MARKETING USE

Booking a session does not automatically grant The Portrait Room Studios permission to use your photographs for advertising or promotional purposes.

When applicable, clients may be separately asked for permission to allow selected photographs to appear on our website, social media, portfolio, studio displays, printed marketing materials, or other promotional materials.

Additional consent may be required for photographs featuring minors.

PROMOTIONS & DISCOUNTS

Promotional offers are subject to their individual terms, availability, and expiration dates.

Unless specifically stated otherwise, discounts and promotions cannot be combined, transferred, redeemed for cash, or applied retroactively to previous purchases.

RESPECTFUL & SAFE ENVIRONMENT

We are committed to providing a welcoming and professional environment.

The Portrait Room Studios may end or refuse to continue a session because of threatening or abusive behavior, harassment, intentional property damage, unsafe conduct, or refusal to follow reasonable studio safety rules.

QUESTIONS?

If you have questions about any studio policy or need assistance before your appointment, please contact The Portrait Room Studios before your scheduled session.

The Portrait Room Studios

Concord, California