Terms & Conditions

An initial booking fee of £100 is required to secure the booth for your date. This can be paid automatically through our online booking system, or your event date can be reserved for 5 days over the phone until we receive payment by cheque or BACS. The booking fee you pay to secure your event is non-refundable 30 days leading up the event, and reflects the work we put into events prior to attending, and the bookings we will have missed be securing your date for you.

All cancellations must be made by contacting us via email at info@southwestphotobooths.co.uk or by calling 01548 705 507. Once your event has been cancelled, your event date will immediately be available for other people to book. *Please note all refunds of monies paid will incur a fee to cover the transaction costs set in please by our 3rd party payment providers.

Cancellation 30 days after booking (only applicable for events more than 60 days in advance) Free Cancellation all monies refunded.

Cancellation 30 days or more before the event - refund of any monies paid, excluding the £100 initial payment and transaction fees*.

Cancellation between 30 - 14 days of the event - refund of only 50% of the full booking cost excluding transaction fees*. At this point, it is usually too late for us to get another booking, and so we have lost out.

Cancellation within 14 days of the event - Full amount is payable.

Full Payment

Full payment is required at least 14 days before your event. An invoice will be generated and a reminder is e-mailed to you, or you can post a cheque for the final amount.

COVID 19 -  We are always so sorry to hear when an event can't go ahead for any reason. We will work with you as best we can to reschedule your booking to a future date with no additional charge and simply move any payments made over to this. In cases where your event is cancelled altogether, the terms and conditions stated above will still apply but we will be more than happy to put the £100 initial booking fee towards any booking in the future for yourself, family member or friend.

PLEASE DOUBLE CHECK YOUR EVENT NAME - We use the event name on your booking for custom photo graphics and in any gallery posts so please double check this for any spelling mistakes on names, wrong dates etc.

It is your responsibility to ensure you have provided the venues contact information, address, name, and postcode for our attendants to find you. We also require that the venue allows reasonable access for loading, and suitable parking once the booth and equipment has been unloaded. If parking for loading is restricted you will be liable for any fines that occur as a result and or time used seeking a suitable location. We cannot be held responsible for any errors or delays resulting from incorrect or missing address details.

The Photobooth has the following dimensions, 130cm W x 220cm L x 205 cm H, when installed. An extra 30 cm is required in height during construction and an area of 200cm x 400cm. If you require wheelchair access please let us know in advance and we will do everything to accommodate you and your guests. Please note the camera is also at a fixed height and therefore small children may need to be lifted up by a parent. 

The Magic Mirror needs a floor space of 2.5m x 2.5m with a minimum height of 2m.

The Arc, Lite and Beauty Booth need a floor space of 2.5m x 2.5m. 

If you have a Backdrop it is 2.5m x 2.5m so you will need to allow height for this. 

South west photo booths cannot be held responsible for any circumstances that may prevent us from attending your event; these may include but are not limited to, severe weather conditions, traffic delays, breakdown of our vehicles, sickness or equipment failure. In the case that we cannot attend or fulfil your hire due to events beyond our control we will contact you or the venue as soon as possible. In these instances our liability will be limited to the refunding all of monies paid.

We will arrive to set up approximately 60 minutes before the hire period is due to commence. If you require the booth to be set up earlier an idle time charge applies.

It is your responsibility to ensure that the venue has agreed for us to be in attendance at their venue and at the agreed time. This also includes ensuring that there is access to enter the venue and enough space with a power socket within 2 metres of where the services are to be. If there is insufficient space for us to set up you will still be charged the full hire amount.

It is your responsibility to inform us of any circumstances that may make setting up take longer, these may include but are not exhaustive to; going upstairs, a long distance from unloading area to set-up area, restricted access. If we are not aware of these and the set-up takes longer than normal your hire period may be intruded into.

The hire period will be for a set period, typically three hours, but as specified in the booking form and as agreed by both parties before. As mentioned above, we arrive approximately 60 minutes before your start time to set up, operate the booth for your agreed running time and pack down afterwards.

Use will commence at the agreed time and finish at the agreed time in the booking form unless due to technical difficulties on our behalf, when we provide the service for the set period once rectified.

If your event simply starts late or runs late, our period of hire will still be for the agreed period and times unless we agree to provide additional hours as per our additions. Please take this into account when booking your booth timings - we often advise allowing for things in the day over-running such as speeches, room turnarounds etc. 

We will require access to your venue and the area where the photobooth will be set up and operating on the day, so please ensure this is a possibility and your venue are happy with this at our agreed time. Depending on your venue / location it may be necessary for us to collect the booth the following morning so we may need this to be agreed with your venue beforehand also.

Once set up, the photobooth will be left unattended without a booth attendant so must remain switched on, plugged in to power and connected to the printer. If the photobooth is moved, unplugged by staff, guests or anyone on the day, we are not responsible for any loss of printing capacity with no refund payable.  The print capacity for the day is up to approximately 150 prints which are printed twice totalling approximately 300 strip style prints. Once the maximum print count has been reached, guests will no longer have the option to print their photos but will still have the ability to take further photos and share them digitally via text, email and airdrop as well as them being available to view online after the event.

You will be fully responsible for any damages caused by you or any other attendees at the event to the booth or booth equipment howsoever caused. Damage caused by guests due to negligence, inebriation or malice will be charged to you in a like for like replacement with invoices provided. Any damages must be reported to South West Photo Booths immediately.

We will communicate with your wedding or event planner alongside your venue to arrange the best arrival and operating times for the booth. We will need to arrange short breaks for our attendant(s) and will work to do this at the most appropriate times when no guests are present, during your ceremony or during speeches for example. We will look to arrive in the morning of your wedding to set up and have everything ready in place to avoid any potential disruption and we won't pack down until instructed to at the agreed end time for your event.

South West Photo Booths reserves the right to use photos taken for marketing and advertising purposes.

Unless otherwise directed at the time of booking, South West Photo Booths will publish your gallery to our Facebook page to make it easier for your guests to view and share their photos.

1. Loss of or damage to property belonging to or travelling with the members of any group. For example watches, jewellery, cameras or clothing.

2. Personal injury or death of any participants however caused unless by proven negligence of South West Photo Booths.

3. Damage caused to our equipment caused by guests due to negligence, inebriation or malice.*

4. Damage caused to the venue and their equipment caused by guests due to negligence, inebriation or malice.*

*Damage caused by guests due to negligence, inebriation or malice will be charged to you in a like for like replacement with invoices provided. 

South West Photo Booths will not tolerate any abuse or threatening behaviour to our employees. If this occurs South West Photo Booths retain the right to terminate the hire, with no refund payable for hire time that has been cut short. We are providing a service to you, our staff should be treated with the respect they deserve.

South West Photo Booths also retain the right to terminate a hire if they feel that any equipment or property belonging to South West Photo Booths is in danger of being damaged or has been damaged due to unruly behaviour from you. We also reserve the right to refuse guests to participate in the activities if we feel they are too unruly.

In any instances where we feel there is a need to terminate the hire we will attempt to speak with you or the hosting venue first, if possible to try to resolve the matter before termination.

You will be fully responsible for any damages caused by you or any other attendees at the event to the booth or booth equipment howsoever caused, with the sole exclusion of South West Photo Booths staff.

In the event of any damages caused by those present to property or equipment in use by South West Photo Booths, you will be charged the full replacement cost and are liable to cost involved in termination of future events due to sourcing replacements.

Any damages must be reported to a member of South West Photo Booths staff immediately.