Terms & Conditions of Service
These Terms and Conditions are the standard conditions on which BoothCo Ltd (“the Supplier”, “we”, “us”, “our”) agrees with the Client (“the Client”, “you”, “your”) to supply the photo booth and related services described in the Booking Confirmation. These Terms, together with the Booking Confirmation email, constitute the whole Agreement between the parties and supersede all prior agreements. These Terms can only be varied in writing by the Supplier.
1. Definitions
In these Terms and Conditions:
Agreement — these Terms and Conditions together with the Booking Confirmation email
Booking Confirmation — the email issued by the Supplier to the Client confirming the Service, Event details, fees and any specific terms agreed
Booking Fee — the total fee for the Service as set out in the Booking Confirmation, exclusive of VAT
Client — the person or entity engaging the Supplier as named in the Booking Confirmation
Event — the event date(s), location, hire period and Service as specified in the Booking Confirmation
Equipment — the photo booth, branding, electronics, props and any other items provided by the Supplier in connection with the Service
Service — the supply of photo booth hire and any associated services described in the Booking Confirmation, including (where applicable) AI Services, branded prints, custom backdrops, social sharing kiosks and on-site staffing
AI Services — any photo booth experience that uses artificial intelligence to alter, replace, generate or augment captured imagery, including (without limitation) the AI Photo Booth product
2. Quotation & Booking
2.1 Quotations are valid for 14 calendar days from the date of issue unless stated otherwise on the quote. After this period, prices are subject to change and availability is not guaranteed.
2.2 At the time of issuing a quotation the Event date may be available, but the Supplier’s calendar changes continually and availability cannot be guaranteed until the Booking Confirmation has been accepted by the Client.
2.3 The Service set out in the Booking Confirmation reflects the inclusions, hire period, location, AI features, branding and add-ons agreed at the point of booking. Any variation thereafter requires the Supplier’s written confirmation.
3. Confirmation
3.1 The Agreement becomes binding once the Client has accepted the Booking Confirmation in writing (including by email reply). No upfront deposit is required to confirm a booking under these standard terms.
3.2 By accepting the Booking Confirmation the Client confirms that they are 18 years of age or older and have authority to enter into this Agreement on behalf of any organisation they represent.
3.3 For corporate clients requiring bespoke contractual terms, payment milestones or framework agreements, terms will be confirmed in writing at the point of booking.
4. Client Obligations
4.1 Site & Access. The Client shall provide:
A solid, flat, level cubic space measuring at least 2.5m (L) × 1.5m (W) × 2.1m (H), located on a paved, concrete or similar surface
Access to a 240V mains socket within 6ft (1.8m) of the setup area; if the booth is to be located in the middle of an open area, extension leads may be required
Vehicle access for delivery and de-rig; equipment cannot be moved up or down stairs without appropriate ramps or lifts
Reasonable access to the venue at least one (1) hour prior to the Service start time
4.2 Internet. Where the Service includes email sharing, QR code sharing, AI Services or any internet-dependent feature, the Client shall provide stable internet at the venue. Internet dongles can be supplied by the Supplier on request, provided this is requested in advance.
4.3 Outdoor & Adverse Weather. For outdoor events, the Client shall provide overhead shelter for the Equipment and operating area sufficient to protect against wind, rain and direct sun. The Supplier reserves the right to suspend or cancel the Service where weather conditions pose a risk to personnel, Equipment or attendees, and the Booking Fee will not be affected by such cancellation.
4.4 Lighting. The Client acknowledges that certain Services — including AI Services, Magic Mirror, Photo Mosaic and any face-detection or filter-based experience — require controlled lighting conditions. The Supplier shall not be liable for image quality or system performance issues attributable to venue lighting.
4.5 Security of Equipment. Where Equipment is left on site outside the Supplier’s operating hours (for example, where setup is the day before or de-rig the day after the Event), the security of the Equipment is the Client’s responsibility.
4.6 Cooperation. If the Supplier is prevented or delayed from performing its obligations by an act or omission of the Client, the Client shall reimburse the Supplier for any costs or losses sustained as a result.
5. Supplier Obligations
5.1 The Supplier shall provide the Service with reasonable care and skill, in accordance with the Booking Confirmation.
5.2 Equipment is PAT tested annually and operated by trained technicians experienced in troubleshooting technical faults. Where a fault arises on the day, the technician will resolve it as quickly as possible and will have a senior team member on call for support.
5.3 If the Supplier is unable to honour the Agreement entirely, the Client is due a full refund of any payments made. Subsequent claims for incidental or consequential damages will not be accepted, subject to clause 11 (Liability).
6. Payment
6.1 Standard Payment. The full Booking Fee is due in cleared funds no later than fourteen (14) days prior to the Event Date, unless agreed otherwise in writing.
6.2 Corporate Purchase Orders. Where the Client is a corporate organisation that requires a Purchase Order to be issued:
The PO must be issued and received by the Supplier no later than fourteen (14) days prior to the Event Date
A confirmed payment date must be provided in writing alongside the PO
Failure to provide a PO and confirmed payment date by this deadline shall entitle the Supplier to treat the booking as cancelled, and clause 7 (Cancellation) shall apply
6.3 Method of Payment. Invoices contain a secure online payment link and may be paid by card or BACS.
6.4 Late Payment. If the Booking Fee (or any portion of it) is not received by the due date — being 14 days prior to the Event Date for standard bookings, or the agreed PO payment date for corporate bookings — the following shall apply:
(a) Statutory Remedies. The Supplier shall be entitled to charge interest on overdue sums at the statutory rate of 8% above the Bank of England base rate, together with fixed compensation under the Late Payment of Commercial Debts (Interest) Act 1998 (£40 for debts under £1,000; £70 for debts of £1,000–£10,000; £100 for debts of £10,000 or more) and the reasonable costs of recovery.
(b) Suspension of Service. The Supplier reserves the right to suspend or refuse the Service where the Booking Fee remains unpaid less than 7 days prior to the Event Date. Where the Service is suspended for non-payment, the cancellation charges in clause 7.2 shall apply and the Client remains liable for the full Booking Fee.
(c) Withholding of Post-Event Deliverables. The Supplier may withhold post-event deliverables — including (without limitation) the digital gallery, image USB, edited videos and printed material reprints — until all sums due have been received in cleared funds.
(d) Treatment as Cancellation. Where the Booking Fee remains unpaid more than 7 days after the due date, the Supplier may at its discretion treat non-payment as a cancellation, in which case the charges in clause 7.2 shall apply.
6.5 Overtime. Hours requested in addition to the agreed Service hours will be charged at £100 per hour, payable on the day of the Event. Extended-time requests will be accommodated where feasible.
6.6 Throughput. The Supplier may estimate likely throughput (such as number of prints, sharing volumes or AI generations); these estimates are not guarantees and are subject to footfall, guest behaviour and other Event factors.
7. Cancellation & Postponement
7.1 Cancellations must be made in writing to the Supplier.
7.2 Cancellation charges apply on a sliding scale calculated on the full Booking Fee:
More than 60 days before the Event: 25% of the Booking Fee
Between 30 and 60 days before the Event: 50% of the Booking Fee
Between 14 and 29 days before the Event: 75% of the Booking Fee
Within 14 days of the Event: 100% of the Booking Fee
7.3 The cancellation charges in clause 7.2 also apply where the Supplier treats the booking as cancelled under clause 6 due to non-receipt of payment, PO or confirmed payment date.
7.4 Postponement. One (1) free date change is permitted up to 60 days before the Event, subject to availability. Postponement requested within 60 days of the Event will be treated as a cancellation under clause 7.2 unless agreed otherwise in writing.
8. Service Delivery & Operational Provisions
8.1 Equipment Property. All Equipment supplied remains the property of the Supplier at all times. Equipment cannot be relocated by the Client or the venue once installed without the Supplier’s prior agreement.
8.2 Damage to Equipment. The Client is responsible for any damage caused to Equipment during the Service period, whether caused by the Client, guests, employees or other parties in attendance. Associated repair or replacement costs will be reflected in the final invoice.
8.3 Behaviour. The on-site attendant shall not tolerate violent, aggressive or abusive behaviour. The attendant reserves the right to terminate the Service at any time if their personal safety is at risk or the Equipment is in danger of damage. No refund will be provided in such circumstances.
8.4 Operational Uptime. The Client agrees that the booth will be operational for a minimum of 90% of the agreed hire period. Brief interruptions for servicing and maintenance are normal and do not constitute a fault.
8.5 Printer Replenishment. Printers require a media change approximately every 400 prints; this typically takes up to five (5) minutes and does not constitute a service failure.
8.6 Branding Fallback. If photo template branding cannot be applied on the day for any reason, the Supplier will use blank prints during the Event and apply the branding to the digital gallery delivered post-event.
8.7 Print Quality. Colour dyes in printed items may fade or shift over time due to the inherent qualities of dyes and substrates; the Supplier is not liable for fading, discolouration or other variation arising from these inherent qualities.
8.8 Service Failure Remedies. In the event of:
Total photo booth failure (booth fails to operate as a photo booth) — refund of 25% of the Booking Fee
Camera failure (camera fails to capture images) — refund of 25% of the Booking Fee
Printer failure (printer fails to print images on the day) — all images will be reprinted off-site and dispatched by Royal Mail Special Delivery to an address specified by the Client within 7 days of the Event
These remedies are the Client’s sole and exclusive remedies for service failure, subject always to the liability cap in clause 11.
9. AI Services
9.1 Where the Service includes AI Services, the Client acknowledges that AI output is inherently dependent on the training data of the underlying models and is therefore not deterministic. The Supplier cannot guarantee the exactness of the output.
9.2 Users may occasionally notice variations in aspects such as gender, ethnicity, skin tone, hair, age, body shape, headwear and religious dress. These variations are a result of the data set and processing of the input image, not an intended feature of the system.
9.3 To protect minors, AI systems may automatically block or transform images of children. In such cases the child may be replaced with the chosen theme, made to appear older, or rendered against a blank screen.
9.4 For best results, the Supplier recommends a clear, close-up, head-shot style image with the shoulders visible, good lighting on the face, and a neutral or smiling expression. The Single-Person Filter is optimised for individual portraits; the presence of other people in shot may produce unintended composites.
9.5 Where Custom Themes are agreed, the Client acknowledges that some character themes may not lend themselves to AI processing and are therefore subject to testing prior to the Event.
9.6 The Supplier shall use reasonable endeavours to deliver high-quality AI results, but the Client accepts that variation and inconsistency in output are part of the current technological limitation.
10. Image, Data & Privacy
10.1 Use of Images. All images captured at the Event are stored locally on the photo booth system and are permanently deleted at the close of the Event, except as set out below.
10.2 Email Sharing. Where email sharing is enabled, transmissions are encrypted and email data is purged from the Supplier’s system after three (3) days.
10.3 QR / Cloud Sharing. Where QR code or cloud sharing is selected, images are hosted on the Supplier’s cloud service for a maximum of seven (7) days, with the option to delete sooner on request.
10.4 Print-Only Activations. Where the Service is print-only with no sharing functionality enabled, all images are processed and stored locally on the photo booth and no data is uploaded to any external server.
10.5 Post-Event Gallery. Where a gallery is agreed, the Supplier will deliver it securely after the Event. The standard method is a password-protected Dropbox link; alternative transfer methods (USB, WeTransfer, etc.) are available on request.
10.6 Data Storage Location. The Supplier’s email and cloud services are hosted on EU-based servers fully compliant with GDPR. UK-specific data residency can be accommodated where requested in advance.
10.7 Guest Consent. Where guest data (including images and email addresses) is captured at the Event, the photo booth screen will display a clear opt-in tick box (no default ticking) which guests must actively confirm before submitting their entry. Consent is freely given, specific and informed.
10.8 Marketing Use of Event Imagery. Marketing use is governed by Client type:
For private (non-corporate) clients: the Supplier may use Event imagery for its own marketing unless the Client opts out in writing.
For corporate clients: the Supplier shall not use the Event name, brand, imagery or any captured content for its own marketing or promotional purposes without the Client’s prior written consent.
10.9 GDPR & Data Controller. The Supplier is the Data Controller for personal data captured by the Supplier in the ordinary course of providing the Service. Where the Service is provided as a brand activation, the Supplier may act as Data Processor on behalf of the Client (as Data Controller); a Data Processing Agreement is available on request.
Data Controller contact: BoothCo Ltd — booking@boothco.uk. A copy of our full Privacy Policy is available at boothco.uk/privacy-policy.
10.10 Right to Withdraw Consent. Guests and clients may withdraw consent at any time and request deletion of their data; the Supplier will action such requests promptly. Complaints may be lodged with the Information Commissioner’s Office (ICO) at ico.org.uk.
11. Liability
11.1 No liability is accepted by the Supplier for any loss, damage, cost, charge or expense whether occasioned by negligence or caused in any other way whatsoever and whether arising directly or consequentially in connection with the Service, save to the extent that the loss or damage arises as a result of death or personal injury caused by the Supplier’s negligence, fraud, or any other liability that cannot be excluded by law.
11.2 The Supplier’s total liability to the Client in respect of any loss, damage or distress arising under or in connection with the Agreement shall in no circumstances exceed the Booking Fee.
11.3 The Supplier will use reasonable endeavours to ensure on-time arrival but accepts no liability for delays in arriving at the venue.
11.4 The Client’s rights as a statutory consumer (where applicable) are not affected by these Terms.
12. Insurance
12.1 The Supplier maintains Public Liability Insurance to a limit of liability of £10,000,000. A copy of the schedule is available at boothco.uk/legal-documentation/PLI-Insurance.
12.2 Risk Assessments, Method Statements, Health & Safety policies and PAT certificates are available to the Client and the venue on request.
13. Intellectual Property
13.1 All artwork, logos, brand assets and creative materials supplied by the Client to the Supplier shall remain the exclusive property of the Client. The Client guarantees that it holds all necessary rights and licences to such materials and grants the Supplier a non-exclusive, royalty-free, time-limited licence to use them solely for the purpose of fulfilling the Service.
13.2 All Equipment, software, system designs, templates, branding processes and any other materials developed by the Supplier in the course of its business remain the exclusive property of the Supplier.
14. Publicity
14.1 The Supplier shall not use the name, brand, reputation, imagery or any other identifying information of any corporate Client for any purpose other than performing the Service — including (without limitation) the Supplier’s own promotional and marketing activities — without the Client’s prior written consent.
14.2 The Client agrees not to make any public statement that misrepresents the Supplier or its Services without the Supplier’s prior written consent.
15. Confidentiality
15.1 Both parties shall keep in strict confidence all information disclosed by one party to the other (or to its employees, officers, agents, consultants, contractors, sub-contractors or representatives) in connection with this Agreement, where such information could reasonably be regarded as confidential. This obligation continues for two (2) years after the end of the Event.
16. Force Majeure
16.1 Neither party shall be liable for any delay or failure to perform any of its obligations if the delay or failure results from events or circumstances outside its reasonable control, including (without limitation) acts of God, strikes, lock-outs, accidents, war, terrorism, fire, government restrictions, pandemic or epidemic, breakdown of plant or machinery, or shortage or unavailability of raw materials.
16.2 Where a Force Majeure event prevents the Event from proceeding, the parties shall in the first instance seek to reschedule the Event to a mutually agreeable date. Any sums already paid will be applied to the rescheduled date.
17. Subcontracting
17.1 The Supplier may use trained freelance technicians and attendants to deliver the Service. The Supplier remains liable for the performance of any such subcontracted personnel as if performed by the Supplier directly.
18. Compliance
18.1 The Supplier conducts its business in compliance with applicable UK law, including the Bribery Act 2010 and the Modern Slavery Act 2015.
19. Third Party Rights
19.1 The Contracts (Rights of Third Parties) Act 1999 does not apply to this Agreement.
20. Governing Law
20.1 These Terms and Conditions are governed by English Law and are subject to the exclusive jurisdiction of the courts of England and Wales.