the Terms & conditions

Box Photo Booths - Contract:

PHOTO BOOTHS

 

 

Bookings and Payments

To secure your photo booth booking, a non-refundable booking fee of 15% of the total booking cost must be paid, your booking will not be secured until this has been received.

The full balance will become payable 14 days prior to the event date.

We will contact you in the lead up to your event to remind you of your payment and 14 days prior to your event date to request full payment of the final balance due. Full payment should be made via bank transfer where possible. We can also accept payment via Paypal.

Under no circumstances will the photo booth be operated until payment has been made in full.

 

Hire Time

Your photo booth will be made available for the hire time you have booked based on the actual usage time at the venue, set-up and break down of the photo booth will not be included.

We will arrive at the venue at least 90 minutes before the hire time starts to set up and leave after the hire ends and take down has been completed.

If we are not ready to start at the agreed time due to reasons within our control, we will still operate the photo booth for the full agreed hire time by extending the finishing time (venue permitting).

If the hire does not start at the agreed time, as setup has been delayed due to unforeseen circumstances that are not our fault, then the hire will still end at the time booked.

If we have setup on time, but usage of the photo booth does not begin at the agreed time due to over running of previous activities at the event, the hire will still end as per the agreed time on the booking.

The latest finish time on all our photo booths is 10.30pm, therefore the latest start time on a standard 3 hour hire is 7.30pm.

Should allocated supplies be used, the actual hire time may be reduced.

Additional hours can be purchased for £100 in advance or on the night for £125 per hour.

 

Photos and Guestbooks

Our double print package will provide 2 printed copies on each visit, one copy for your guests to share and one for your album.

If you choose the add-on of 'multi-people-pics', the photo booth will print a copy for each person inside the booth at the time of the photograph being taken, up to maximum of 6 copies.

Usage of the photo booth is unlimited throughout the duration of the hire period.  Please be aware that we also cannot force guests to use the photo booth and therefore undertake no responsibility for the usage of the photo booth during the hire period.  The hirer/event organiser holds the responsibility to organise and encourage guests to use the photo booth service that we provide. 

The copyright of all images will remain with Box Photo Booths. By accepting these terms and conditions you are granting us the right to use any and all images taken at the event for marketing and promotional activities. This includes both digital, web and printed material. if you do not wish to have any images shared on Social Media following your event please let us know.

We accept no responsibility for any loss or disappointment resulting from any printing failure or defective or imperfect prints resulting from circumstances outside of our control.

 

A guest book is always provided as part of the package, the booth hosts present during the event will advise guests that they can put a copy of the photograph into the book as a memento of the night for the hirer. The Booth Hosts are not responsible for the guest book, it is not their responsibility to ensure that all photograph copies are included, and also how they are stuck into the book, and whether all are accompanied by written comments.  Box Photo Booths cannot force guests into displaying their photos in the guest book, and take no responsibility for the fullness of the guest book at the end of the agreed hire period.

 

 

Photo Booth Set-Up and Venue Specifications

Set up of the photo booth will take approximately 60-90 minutes and break down in approximately 40 minutes, this is included as part of our service to you.

Please inform us of any venue details that would delay setting up or break down such as stairs, long distances from unloading areas etc.

If there are any complications that lead to a longer setup and/or break down time then this will be deducted from the run time.

The equipment will be setup in one location only as agreed on arrival and will not be moved elsewhere within the venue once set up.  

Box Photo Booths or their employees reserve the right to refuse a suggested photo booth location upon arrival if they deem this location to be unsafe for either the equipment, staff or guests.  If an alternative position for the booth can be found we will set up in this location.  If a safe location cannot be found and we cannot therefore safely provide service under the terms of our Public Liability Insurance we will have to withdraw service and no refund will be supplied under these circumstances.

It is the responsibility of the hirer to ensure that we have somewhere to park our vehicle for the duration of our time at your venue. We except there are occasions where this is not possible due to venue specifics, however we must know of this in advance of your event.

It is the responsibility of the hirer to ensure that the venue permits the use of the photo booth on their premises before the event.

If there is any specific information that the venue requires from us (such as PAT certification etc.) then it must be made known to us at least 30 days before the event date in order that we can provide it to them in good time.

The photo booths require a flat level indoor or covered space from space 2m width x 3m Length or less, and access to a standard 13amp socket within 5 metres.

The hirer will arrange with the venue for sufficient space to be provided for the photo booth to allow safe use of the equipment by both the operator and guests.

The hirer will also arrange for the photo booth’s position at the venue to be close to an electrical socket of 220-240v fitted with a 13amp trip.

 

Damage to The Photo Booth, Equipment and Props

The hirer will be liable for any costs, expenses and losses incurred by Box Photo Booths as a result of any damage to the photo booth or other hired equipment belonging to us that has been caused by the hirer or the hirer’s guests.

All props provided for the entertainment of guests during the hire session will remain the property of Box Photo Booths. The hirer will be responsible for any loss resulting from theft or damage to the props during a hire session.

We will make every effort to prevent the loss or damage to your guest book created during an event, however, we will not be held responsible for any damage caused by guest behaviour for example torn pages or spilt drinks.

We accept no liability for any damage to or loss of personal property arising from the use of the photobooth, props or any other hired equipment.

We will not be liable for any personal injury resulting from the use of the hired equipment. The only exception to this is where personal injury has been caused by negligence on our part, or one of our employees.

 

Children

Children under the age of 10 must be accompanied by an adult at all times whilst using our services.

Guest Behaviour

The hirer is responsible for ensuring that suitable security and crowd control measures are in place prior to the start of the event.

If we feel that guests are mistreating the photo booth we will ask the guest(s) to leave the photo booth for the duration of the event.

Rude, threatening or abusive language or behaviour will not be tolerated. We reserve the right to stop the use of the photo booth and dismantle equipment without refund.

The latest finish time on all our photo booths is 11pm. This is in place to protect out staff & equipment from any misuse that may arise from anti social behaviour 

Strictly no food or drinks are allowed in the photo booth.

 

Technical Issues / Failure to Supply

We will not be held responsible for any failure to provide a service of supplies or equipment if the operator has no control over the circumstances which may withhold all or part of the supply.

These circumstances may include but are not limited to:

– Traffic delays or breakdown of vehicles

– Severe weather conditions

– Staff illness

– Equipment failure

– Any delays in operating the unit for any other reason outside of our control

If a situation arises where we cannot physically attend or fulfil your hire due to events beyond our control we will contact you or the venue as soon as possible.

Please note that under these circumstances, our liability will be limited to a refund of all the monies paid.

If we are forced to fail to supply due to any venue or client issues, this will not result in a refund under any circumstances.

 

Box Photo Booths agrees to have the photo booth operational for a minimum of 90% of the time during the hire period, as operations may need to be interrupted for servicing and maintenance of the photo booth for example paper and ink replenishing. In the event of the photo booth failing to operate as a photo booth, the Supplier will refund the Client 25% of the Booking cost. In the event of the printer failing to print photos, the Supplier will reprint all photos off-site (please note this does not apply if you have only supplied us with power visa a generator unless previously agreed) and send via Royal Mail Special Delivery Guaranteed Mail within 7 days of the Event to an address specified by the hirer. In the event of the Client’s digital images being corrupted, lost or stolen the Supplier will refund the client 10% of the Booking cost.

The 1988 Copyright Design & Patents Act – section 77 & 80 assigns copyright of all digital images to the Supplier. It is contrary to the act to copy or allow to be copied photographs captured by the Supplier by any means.

 

Insurance and PAT Certification

We have full public liability insurance and a copy of the details will be supplied upon request.

All of our equipment has been PAT tested and approved and a copy of the PAT test certificate will be supplied upon request.

 

Our Liability

We accept no liability for any damage or loss that occurs from the use of the hired equipment. This includes any indirect, consequential or special losses or damages.

We accept no liability for any personal injury resulting from the use of the hired equipment unless caused by negligence by one of our staff members.

In all circumstances, our total liability to the hirer, whether for breach of contract, tort (including negligence), loss, damage, distress or otherwise under or in connection with the agreement shall not in any circumstances exceed the Booking Fee.

Your statutory rights will not be affected.

 

Booking Cancellations

Please provide as much notice as possible in the event that you wish to cancel your booking with us.

The booking fee amount stated on your event booking invoice is required upon booking to secure your date. The outstanding balance is to be paid 14 days prior to event date. Additional/early payments may be made at any time using your event booking reference number.

The initial 15% booking fee is non-refundable after 48 hours.

All payments must be made by dates requested on invoice. Failure to pay by these dates may result in cancellation of hire.

 

Cancellations must be made in writing via e-mail to info@boxphotobooths.co.uk

Refunds will be given in accordance to the following:

– Cancelled up to 6 months prior to event – 50% of total price will be refunded of monies already paid minus the non-refundable initial booking fee.

– Cancelled less than 3 months prior to event – 20% of total price will be refunded of monies already paid minus the non-refundable initial booking fee.

– Cancelled less than 2 months prior to event – NO REFUND.

 

Third Party Right

The contracts (Rights of Third parties) Act 1999 does not apply to this agreement.

 

Law

These Terms and Conditions are governed by English Law and are subject to the exclusive jurisdiction of the English Court.

 

Acceptance of Terms And Conditions

The hirer accepts these terms and conditions by placing a booking and then making the payment of the non-refundable booking fee.

Therefore it is deemed that by placing a booking with Box Photo Booths (verbally or in writing via email), or via paying your booking fee, whether it is explicitly stated or not, whether the hirer signs to indicate their acceptance or not, these Terms & Conditions are binding between the two parties. Your Privacy Policy (GDPR) is not automatically assumed by Box Photo Booths and MUST be electronically signed by you. You will receive this policy at the same time as you receive your booking invoice & standard Box Photo Booths contract.

 

Box Photo Booths - Contract:

GIANT LED LETTERS

 

The following Terms & Conditions are in relation to hiring Giant LED Letters from Box Photo Booths.  If anything is unclear, or if you have questions, please get in touch.

 

Payments

a) The booking fee amount  of 50% of the total payment stated on your event booking invoice is required upon booking to secure your date. The outstanding balance is to be paid 14 days prior to event date. 

b) The initial booking fee is non-refundable after 48 hours.

c) All payments must be made by dates requested on invoice. Failure to pay by these dates may result in cancellation of hire.

 

Cancellations

a) Cancellations must be made in writing via e-mail to info@boxphotobooths.co.uk

Refunds will be given in accordance to the following.

– Cancelled up to 6 months prior to event – 50% of total price will be refunded of monies already paid minus the non-refundable initial booking fee.

– Cancelled less than 3 months prior to event – 20% of total price will be refunded of monies already paid minus the non-refundable initial booking fee.

– Cancelled less than 2 months prior to event – NO REFUND.

 

 

 

Optional Extras

The hire period for any letter set is from set up on the day of your event until Midnight, at which point our team will collect the letters. If you require a post midnight finish there is an additional fee of £40.00 on top of any hire fee. If you fail to notify us that you have a later than midnight finish, we WILL remove the letters at midnight regardless. We can have as many as 4 sets of letters out in a night so have a schedule to hit as many venues close at a set time (e.g. 1am).

The hirer, venue guests or anyone other than Box Photo Booths staff are not permitted to move the Giant LED Letters, if you do you the hirer are liable for any damage we deem you to have caused as stated below in Damages. For one of our team to come and relocate the letters at your venue for you, the cost varies from £25.00 upwards depending on your venues location.

 

Damages

a) Hirer accepts full responsibility for any loss or damages during the hire period, and will be liable for any repair or replacement. Photograph’s will be taken at Set-Up by Box Photo Booths in case of any disputes. 

 

In the unlikely event of any accidental damage, the hirer is responsible for ALL damages made to the props after delivery and prior to collection by Box Photo Booths.

 

In the case of any damages our procedure is as follows:

Photographs will be taken after set up, and upon collection, in the case of any disputes.

An itemised quote from our designer will be forwarded to you within the week with broken down repair costs, which is to be paid immediately.

Additional charges WILL occur if damages made prevent Box Photo Booths from fulfilling our agreements with other clients (e.g. If we cannot fulfil a booking in the following days due to damages made at your event, you will be charged the amount it costs Box Photo Booths to refund the booking.)

 

In order to avoid any damages being made to the Letters, we encourage you to ensure yourself and your guests enjoy them as visual aid, but NOT to stand, sit or lean on them, with the exception of Bride & Groom for professional photography.

If on arrival of set-up, the Box Photo Booths Team feel the letter location request is unsafe (e.g. uneven floor, electrical equipment close to water supply) then we have the right to place them in a position better suited. This is to reduce any risks of any damage to both props and more importantly, yourself and your guests.

Under no circumstances must the hirer, or anyone else at the venue including staff move the letters once our team has set them up. You will be liable of any damages incurred as set out above. Box Photo Booths will not be held liable for any damage to the venue or any persons if the letters have been moved by anyone other than ourselves.

 

General Terms & Conditions

a) The Letters have been designed for inside use, they cannot be set up outside or moved outside by the hirer, guests or venue staff.

b) It is the responsibility of the hirer to speak with their venue for permission for Box Photo Booths to set up. Ensure you organise substantial space for the props, as we are unable to move decor/furniture set up by other vendors or the venue.

c) Hire of the Letters must be located within close proximity to a standard power point.

d) Ensure the Letters are within reasonable distance to a power point when deciding on your location.

e) The Giant LED Letters must not be moved form the location at which we set them up in.

f) We will not set up Giant LED Letters on Coconut Matting as stated on the information pages about the letters on our website. In the event we arrive at your venue and are faced with this, no set up will take place and no refund will be offered, no exceptions.

 

 

 

Acceptance of Terms And Conditions

The hirer accepts these terms and conditions by placing a booking and then making the payment of the non-refundable booking fee.

Therefore it is deemed that by placing a booking with Box Photo Booths (verbally or in writing via email), or via paying your booking fee, whether it is explicitly stated or not, whether the hirer signs to indicate their acceptance or not, these Terms & Conditions are binding between the two parties. Your Privacy Policy (GDPR) is not automatically assumed by Box Photo Booths and MUST be electronically signed by you. You will receive this policy at the same time as you receive your booking invoice & standard Box Photo Booths contract.

​​

c

Health and Safety Policy

BOX Photo Booths

 

The policy applies in respect of any person to whom Box Photo Booths owes a duty of care.

Box Photo Booths is a provider of mobile entertainment, and fully accepts, its statutory and moral responsibilities to provide the highest standard of health and safety protection for its staff and for other people on or about the premises or sites for which it has responsibility.

Box Photo Booths is dedicated to ensuring;

 

  • The health, safety and welfare of all our staff and others who work under our control

  • The safety of the general public who use or have access to premises under our control or attend our events The way in which we develop our undertaking contributes to the well-being of the community at large.

    In order to meet these aims we shall:

  • Keep up to date with best practice in relation to health and safety and comply with all relevant legislation and authoritative guidance

  • Ensure, so far as is reasonably practicable, those who undertake work on our behalf apply the highest standards of health and safety for their employees and the community in general

  • Co-operate actively with local authorities, statutory bodies and public services in the interest of public safety and the safeguarding of the environment

  • Give a high priority to health and safety in all our operations

  • Develop, implement and monitor health and safety regimes appropriate to our work

  • Co-operate with, and monitor, the performance of contractors who work for us

  • Provide the necessary resources to implement our policies and keep them up to date

  • Consult with, and involve, our staff in matters affecting their health and safety

  • Provide the necessary equipment and training for the tasks to be performed

  • Where necessary supplement our in-house resources with external resource

  • We require the full and active participation of all our employees in order that the principles outlined in this policy statement may be achieved.

    The statutory duties placed on Box Photo Booths and all their employees, and providers of services, are to be regarded as minimum standards. We aim to achieve best practice in terms of health and safety in all that we do. 

01202 681041

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07979 773104

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