TERMS & CONDITIONS
LAST UPDATED: 29.11.21
1.1 The “Company” means Box Photo Booths and The 360 Revolution.
1.2 The “Client” means the person/s, organisation or company booking the equipment, act or entertainment with the “Company”.
1.3 Booking Fees may be written as “Deposits” on outdated communication and by email. To prevent confusion these are non-refundable as per clause 4.3 below.
2.1 All equipment (including props) remain the property of the company at all times.
2.2 By placing an order with us either verbally, online or via e-mail it is deemed that the customer has read, understood and agrees to, and is bound by these terms and conditions. The fee and all the relevant details for the event are as stated on the confirmation emails. These were the details given at the time of initial contact. Please inform us immediately if there are any errors.
2.3 In the event of circumstances beyond our control preventing us from being able to attend the event and fulfil our contractual obligations our liability shall be limited to a refund of any monies paid in relation to the contracted event, or a pro rata reduction in the hire fee in the event of a delayed start.
3. Force Majeure
3.1 We shall have no liability for delays of failures in delivery or performance of our obligations to you resulting from any act, events, omissions, failures or accidents that are outside of our control (‘Force Majeure’), which, without limitation, include;
Strikes, lockouts or other industrial action.
Shortages of labour, fuel, power, raw materials.
Late, defective performance or non-performance by suppliers.
Private or public telecommunication, computer network failures or breakdown of equipment.
Civil commotion, riot, invasion, terrorist attack or threat of terrorist attack, war (whether declared or not) or threat or preparation for war.
Fire, explosion, storm, flood, earthquake, subsidence, epidemic, pandemic or other natural disaster or extreme weather conditions.
Impossibility of the use of railways, shipping, aircraft, motor transport or other means of public or private transport.
Acts, decrees, legislation, regulations or restrictions of any government.
Other causes, beyond our reasonable control.
3.2 Without prejudice to clause 7 Fair usage policy, in the event the company fails to deliver services ordered as per the confirmation the company’s liability shall extend no further than a refund or pro-rata refund for any loss of hire time.
4. Prices, Booking Fee & Balance Payments
4.1 All hires Photo Booths & Party Pods are subject to a 15% Booking Fee, in order to secure the date and services of the company, cover any administrative costs and to begin any design work, plan logistics and retain staff for the event.
Giant Letters are subject to a 50% Booking fee.
The 360 Revolution is subject to a 20% Booking fee.
4.2 The client must pay the Booking Fee at the time of booking in order to fully secure the requested date(s), or within 7 days from the date the booking is made, at our discretion.
4.3 Booking Fees/Deposits are non-refundable.
4.4 The balance is to be paid in full and cleared at least 14 days prior to the event start date.
4.5 Advertised prices are subject to change without prior notification, and any future promotional offers will not apply to this booking. However, the price agreed at the time of booking will remain in force.
4.6 The company reserves the right to charge interest on all overdue accounts at 4.1% above Barclays Bank base rate. Interest will accrue on a daily basis for late payments, starting from the due date. An administration fee of £25 will apply to any late payments.
4.7 An idle fee may apply when a delay occurs to the agreed start time of the event.
4.8 Where the client requests to extend their hire time on the date of their event a fee shall be charged. This should be discussed with the attendant as soon as possible who may have to seek authorisation to extend the event time. The company will quote for this service at the time of the request, the request will be granted subject to availability.
4.9 Where the client requests the setup of our equipment to be completed more than 1 hour before the start time of the hire, we will work with them to provide this where possible. We DO NOT charge for this service.
4.10 Where the company is unable to pack up their equipment at the end of the client’s event at the scheduled time, free from interruption and/or where the company is unable to leave the clients premises free from obstruction at the end of an event; then the client will be liable to pay for extra hours involved. The amount charged will fairly reflect any costs incurred as a result of the delay and shall be payable immediately unless agreed payable within 7 days of the booking.
Any cancelled order is subject to the following cancellation charges:
Within 14 days of hire date: No Refund
Within 30 days of hire date: 75% of full hire fee is due
Within 60 days of hire date: 50% of full hire fee is due
Outside of 60 days: Booking Fee forfeited only, less any charges incurred.
6.1 The Client acknowledges that it shall be responsible for any damage or loss to The Company’s equipment (including props) caused by any misuse of equipment by its customers or its guests or any theft or disaster (including, but not limited, to fire or flooding) at the client’s event.
6.2 The Company will require a workspace of at least 3m (W) x 2m (D) x 2.5m (H). The client will be responsible for providing suitable space as well as providing a standard working 13 amp electrical plug socket for power to the hired booth.
6.3 All goods remain the property of the company at all times. The props are for use in the photo booth only and not to be taken away from the booth area.
6.4 If a representative of the company feels that guest’s or client’s behaviour or actions are endangering the safety of other guests, clients, themselves or the safety of the hired equipment, the company reserves the right to cease operation and remove hired equipment from site. In such cases no refund will be given and full contracted fees will be due to the company.
6.5 Due to the position of the camera, our Bespoke Booths & Party Pods may be unsuitable for unsupervised use by small children. We welcome children to our booths but insist they are accompanied by an adult.
7. Fair Usage
7.1 All ‘services’ provided are subject to a ‘fair usage’ policy whereby the company may exercise its rights to limit the usage of the service should it feel that the service is being abused or being used for purposes not stated at the time of booking.
8. Site Location, Facilities & Conduct
8.1 Our insurance certificates PLI & RAMS are freely available and will be emailed on request.
8.2 We require a small table to be provided for your photo guest book (if ordered), and a separate table for drinks to prevent spillage near the guest book or equipment.
8.3 Hired equipment will be set up in one location only as agreed on arrival and will not be moved once unloaded.
8.4 Chargeable Parking for the Photo Booth delivery is at the client’s expense for the duration of their event and/or any period where the company is required to be on site in order to fulfil the agreement. Where possible this should be discussed with The Company prior to the balance for the event being paid.
8.5 The route of access from the vehicle to the event space shall be safe and level and free of steps in order to allow the components of the Photo Booth to be delivered. The customer should make the company aware of any steps or obstructions that may inhibit the delivery of the equipment,
8.6 If access to the venue is delayed for any reason, or events over-run delaying the start of your hire period, no refund shall be given, nor shall the hire period be extended beyond the original finish time.
8.7 The client is responsible for ensuring that the venue has sufficient space and enough space for staff to work freely and safely around the booth and for guests to queue available for the photo booth, and the venue management have been notified.
8.8 The company reserves the right to cease operation and remove hired equipment from site if at any time a representative of the company feels that the space allocated is unsuitable at the time of arrival or if the space becomes unsuitable during the hire period. The company reserves the right to cancel the hire subject to the cancellation terms set out in the document here written.
9. Liability & Insurance
9.1 The company’s liability insurance covers use of the equipment only whilst booked on ‘wet’ hire (supervised by a representative of the company).
9.2 The client agrees to indemnify the company for any damage or theft of the company’s equipment whilst on hire.
9.3 The company accepts no liability for any damage or loss of personal property and or any injury arising from the use of the hired equipment.
10. Use of Images
10.1 The client gives the company permission to use images taken at their event to be used on the company’s website, social media pages and for advertising and promotional purposes. Images are usually uploaded to our business Facebook page directly after your event. Please advise us if you would prefer us not to upload or use any or all images.
10.2 The Company will not use any images that are deemed unsuitable on their website or for advertising purposes.
10.3 Retention of Images: We will keep a digital copy of your photographs for at least 1 year after your event, at which point they may be deleted permanently.
10.4 Please contact us if you would like any images removed from any gallery or social media page.
11. Hiring, delivery and service
11.1 Delivery set up and tear down of the equipment is included in the total amount paid for the hire period.
11.2 Time taken to deliver, set up and tear down the equipment will be outside the hire period.
11.3 A fully trained representative of the company will be on site throughout the hire of the equipment in most circumstances.
11.4 Green Screen: this requires automatic replacement of green colours. We cannot be held responsible if persons are wearing green when using the booth. If you have specific images that you require, we need to be advised no later than 4 weeks prior to your event.
11.5 Guest Books: We will endeavour to maintain your guest book in the condition it was supplied.
We cannot be held responsible for damage caused to the guest book by your guests (e.g., spilling drinks or tearing pages).
11.6 Photo Templates: These are available to view on our website and you will be asked to choose one. When we request the wording to be placed on your template be sure it is EXACTLY as you want it as this is how it will be reproduced on the print. Box Photo Booths excepts no liability for any mistakes made. Colours of the design may also vary do to screen resolution and printing equipment.
12. Governing Law & Jurisdiction
These Terms and Conditions shall be governed by the laws of England and Wales and you irrevocably agree to submit to the exclusive jurisdiction of the courts of England and Wales.
We understand the current situation is beyond what any of us could ever imagine. Government advice is changing by the day and we are operating on a skeleton crew and shifting sand. After 8 years of trading, we operate with firm financial foundations and will be doing everything to ensure we will be here when this is all over!
In the event of any cancellation or reschedule which has been brought on by government restrictions or by COVID related issues, any booking fee that has been paid is non-refundable as per section 3.3 above.
However, to help during this unprecedented and challenging time we will do everything we can. We offer two solutions at present;
1.Reschedule your event : We will offer you a reschedule at no extra cost. You can reschedule at least 24 hours prior to your booking date by email and telephone call. Your Booking Fee will be held on account and offset against your new booking. We will reschedule your booking on any available date at any point in the future. Where we will try to keep prices the same some costs may go up or even (we hope) go down (like fuel, stationary etc) so prices may vary in the distant future when you return.
2.Complete cancellation of your event
Corporate: See terms and conditions above. Booking Fee can be held on account for subsequent events in future
Weddings: See terms and conditions above. Booking Fee can be held on account for subsequent events in future
Private events: See terms and conditions above. Booking Fee can be held on account for subsequent events in future
Please email us the following information to: firstname.lastname@example.org
Rescheduled date or options for consideration:
Please note: If your date is unknown, please state this and we will retain your Booking Fee on account. Once you agree to a new date, please update us on email so we can confirm and allocate your Booking Fee(s).
As you can imagine we are dealing with high levels of enquiries and reschedules so please be as patient as you can, we are working as quickly as possible and will come back to you ASAP.
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.