Booking Terms & Conditions

 

Please note that in contacting us you voluntarily provide us with your personal information and consent to us using it in accordance with our Privacy Notice.

The very short version is that we generally only have information that you provide yourself and in the pictures that we take, but we may monitor the use of our website.  We will use that information: so that we can provide you with our service; to comply with legal requirements; to improve our service and to build our business.  We will share your images on Facebook for your guests to like, tag, share, and download and we may use some for marketing purposes.  Please let us know if you do not want us to do those things.  We may need to liaise with your venue but we won’t otherwise share your information with anyone else unless you give your permission.  We will only send you marketing information if you have enquired about or used our services, or with your permission which you can withdraw at any time – just send us an email.

 

 

Where we refer to “you” or “your”, we refer to the person(s) making the booking, the person(s) providing us with information, or the person(s) making payments, whichever is the most relevant if they are not the same person.  In the event of any confusion, we mean all of those people both individually and collectively.  “We” or “us” or “our” refers to the business known as 5MinutePhotoBooth; or where relevant, our staff.

 

Bookings are not considered confirmed until 14 days after your booking fee payment and you must return your Booking Information Sheet in that time.  The booking fee is not refundable if you cancel during that period as we will have administrative costs to cover, but would normally be refunded if we cancel at that point.  If we do not not receive your information in 14 days, your booking will be cancelled, but we will not return your booking fee under these circumstances.  With 3rd party purchases, the 14 days starts from when we are informed of your purchase – if we do not receive your confirmation in that time your booking will become void and you will not be able to recover your purchase price –  we will not refund it as you bought from a 3rd party.

 

If we have agreed any special terms, offers or extras with you, please make sure that these are included in the confirmation email sent after your booking fee is paid as otherwise they will not be considered as being included in your booking.  It is your responsibility to ensure that we are given the correct venue address, postcode and contact details. We will email you an information sheet for you to complete and return – we cannot be held responsible for delays or omissions due to incomplete or incorrect information.

 

The balance (including any extra mileage charge) is due one calendar month before the event.  We never accept payment after the event and non payment is considered a cancellation and will be subject to cancellation charges.  We want our prices to be as competitive as possible so we ask for the balance, which is due not less than 1 month before the date of the event, to be paid by bank transfer.  If you wish to pay the final balance by any method other than a direct bank transfer, then there will be a £7.50 admin fee regardless of how you wish to pay.  Payments by cheque are due a week earlier to allow time for clearing.  We will endeavor to remind you in sufficient time, but it remains your responsibility to ensure you pay on time and to let us have your template requirements not less than one month before the event.

 

It is your responsibility to make sure that the venue has all the necessary licences, certificates and insurances, and that you have obtained permission for us to operate.  You also need to ensure appropriate security and crowd control.

 

All our Booths are intended for indoor use only and the Inflate-a-Booths must have clean/carpeted floors.  Marquees may have uneven / unstable floors which may be dangerous to set up on, or restricted headroom where the Inflate-a-Booths will not fit safely.  The Magic Mirror is very heavy & bulky and needs clear and easy access into the venue.  Some of the electronic equipment is particularly sensitive to cold, heat, dust & humidity all of which may cause damage.  If in our view there is a risk of damage due to environmental factors, we reserve to right to shut down without refund.  It is not practical for us to inspect sites beforehand and the responsibility for checking the venue, access, and the working location lies with you.

 

We need to be able to access the working area of the venue no less than 1½ hours before the agreed start time, and no less than 1 hour after we finish (2½ hours & 2 hours for a Classic Booth).  Also required is clean, clear, safe, and sufficient space for us to set up and operate safely, within easy and safe reach of a suitable power supply.  Our operating location must not obstruct Fire Exits and has to be within easy reach of an access point / loading area as some of our equipment is bulky and/or heavy.  You need to tell us before booking if there are any possible obstructions or impediments such as, but not limited to: stairs/steps, steep ramps, narrow walkways/doorways, long distances, gravel drives, uneven floors, grass paths, or parking / loading restrictions and an additional fee may apply in these cases if we accept the booking.  We allow a set time to unload and set up but if it takes longer, especially if there are access restrictions or we have to clean in the working area or re-arrange (furniture in) the room, then this may result in a reduced running time and we do not undertake to return items when we finish.  The size and weight of some of the items means that we need to use a lift of sufficient size if we are to operate on any level other than the one we unload at.  If it is not possible to use a lift, we may substitute an open setting if available.  As we have a duty of care to our staff, then if there are excessive difficulties accessing or using the working area, or there is potential for injury, it may be necessary to cancel at that point and no refund would be due.  We should not be asked to operate near loud music or disco speakers as we are unable to be heard providing guidance to your guests and may suffer hearing damage.  If we were not informed of any such issues by email within 48 hours of booking, then no refund will be due in the event that we cancel at any point.

 

Please remember that if you have any other entertainment booked, their needs for space and access have to be considered too.  We would not want to compromise your event by being crowded together or having restricted space in which to set up or work safely.

 

Uploading to social media can only happen if there is a suitable network connection for our equipment.  If there isn’t a suitable connection, then emailed pictures may go out at a later date when we are able to connect from elsewhere.  By booking our services, you agree to images taken at your event being used for Social Media and Marketing purposes.  We upload all suitable images to our Facebook page for your guests to tag, share, like and download and we may use some images to advertise & promote our business (please let us know if this is not acceptable, or if you or your guests wish any specific images removed).

 

If you wish to cancel, then you must do so in writing or by email which must be acknowledged to be considered valid.  The booking fee is non refundable.  A change of date or venue is considered a cancellation if we are unable to meet your new requirements.  Please note that if you have changed date, venue, or type of Booth, any discount may not apply to the new arrangements and an additional charge may be made.  If you cancel more than 3 calendar months before the event then there is no cancellation charge, but you lose your booking fee.  If you cancel more than 2 (but less than 3) months before the event, then you will pay 25% of the total fee.  If you cancel more than 1 (but less than 2) months before the event, then you will pay 50% of the total fee.  If you cancel less than one month before the booked event, then you pay the full fee.

 

If we cancel at any time you may get back all that you have paid, but no more.  If the cancellation was as a result of (potentially) dangerous working or setting up conditions, then no refund is due.  In all circumstances the full extent of our liability is limited to the amount that you have paid.  Please note that our availability may change between our conversations and the time we are able to confirm acceptance of your booking, and there may be other unforeseen circumstances where we would need to cancel your booking.

 

If we are late starting because we have been delayed by breakdown or technical issues, then we will extend our operating time to make up for it, or at our discretion refund you on a pro-rata basis.  If we are late starting because of difficulties getting to or into the venue, your event starts late, the previous event over runs, the power supply is not suitable, insufficient room or similar reasons, then no refund or extension of time will be due even if we are unable to operate at all.

 

Parking restrictions can be a problem, so we need to be able to park our van nearby if there isn’t a car park at the venue.  We may ask you to pay the fee if there is one.

 

We reserve the right to refuse admission to the Booth if we feel it appropriate.  For safety reasons food & drink must not be brought into the Booth area.  Should anyone at your event (including yourself, your guests / participants, venue staff etc.), invited or otherwise behave inappropriately, (which includes but is not limited to: verbal or physical aggression, insulting or threatening behaviour, damaging equipment or props, abuse, theft, endangering other people, creating a nuisance) then we will suspend operation and may restart when and only if safe to do so but reserve the right to cease operation entirely.  No refund or extension of time will be due in such cases.  You also agree to be liable for the full cost of repair or replacement and any consequential losses of any items stolen or damaged deliberately or accidentally.

 

Children must be supervised when near any Photo Booth and an adult must remain responsible for them, their actions, and the consequences of those actions.  The ultimate responsibility lies with the person making the booking.  Children under 14 years must have a parent/guardian present with them when using a Photo Booth for both safety and data protection reasons.  Please note that our Booths are intended for adult use and with the exception of the Magic Mirror, will not record images of those under 1.2m.  Should any person wish to hold up / support / use a chair or stool, or otherwise raise the height of anyone (child or adult), then that person carries full responsibility for their action.  We accept no responsibility if children use the Photo Booth.

 

We reserve the right to make changes in the equipment supplied or its specifications at any time.  If booking one of our Inflate-a-Booths, please make sure that there is sufficient space and height for safe inflation and operation.  Similarly, the Classic Booth requires additional space for safe assembly, clear and level access from the point of unloading, and extra time to set up.  The Magic Mirror Booth is very heavy and does not go up/down stairs so clear & level access from the point of unloading is required and narrow doorways or tight turning spaces cannot be accommodated.  If a lift is to be used, then a standard 6 person lift will not be large enough for The Classic Oval Booth as it needs a minimum depth of 1.75m from the doors to the opposite side.  If in our view it is not appropriate or safe to activate or install the Inflate-a-Booth, Classic Booth, Magic Mirror, or any other booth, then we will employ whatever alternatives are available to us at the time if any and no refund will be due.  Please note this may be ‘Pod’ only without a backdrop or a handheld camera, as we do not routinely carry additional set ups.  If the printer fails, then we will encourage your guests to continue to use the booth and supply you with the appropriate sets of prints at a later date.  As the equipment is customer activated, we cannot be held responsible for any failures however caused.

 

Our normal operating/ free delivery area is covered by 20 mile radius from Bournemouth Rail Station and & 10 miles from Junction 5 of the M27 (excluding IoW), beyond that we charge £1 per mile from Bournemouth Rail Station, or £2/mile from Junction 5 of the M27 as measured on Google Earth/Maps.  Any mileage charge is due not less than one month before the event date.  We will decline or cancel  bookings if we consider the distance excessive or the venue unsuitable – Note that we will not check the venue beforehand.  Please check with us before booking as refunds will not be made if there is an issue with the venue that we have not been informed of prior to booking.

 

No refunds will be due if we are unable to fulfill any booking (or part thereof) made as a result of a Charity event such as an auction, raffle, or promotion, or any other situation where we have donated or discounted our services.

 

Any bookings made through third parties / vouchers (such as Groupon, Planet Radio, Wave105 etc.) will be subject to that supplier’s refund policy (usually 14 days from payment).  You must check availability well within that time to qualify for a refund which must come from that supplier and will be subject to their Terms & Conditions.  You also need to email your voucher details within 14 days so that we can send you a Booking Information Sheet – which must also be returned within that 14 days.  These offers are often very specific so any changes to the date, venue, or Booth type, running time etc. that were not included in the original offer may incur a charge.  Any changes to third party voucher bookings after their cancellation period that we are unable to accommodate will be considered a last minute cancellation regardless of when it happens, and no refund will be due.  Any additional charges for extra time, mileage or other services is due for payment to us no less than 1 month before the event.

 

If you pay for a session (or voucher) for longer than you actually need or can use, then no refund is due for any unused time.

 

Our full Privacy Notice forms part of these T&Cs and can be found <HERE>.

The very short version is that we generally only have information that you provide yourself and in the pictures that we take, but we may monitor the use of our website.  We will use that information: so that we can provide you with our service; to comply with legal requirements; to improve our service and to build our business.  We will share your images on Facebook for your guests to like, tag, share, and download and we may use some for marketing purposes.  Please let us know if you do not want us to do those things.  We may need to liaise with your venue but we won’t otherwise share your information with anyone else unless you give your permission.  We will only send you marketing information if you have enquired about or used our services, or with your permission which you can withdraw at any time – just send us an email.

 

In accordance with ADR Directive 2013 and as supplemented by the Regulation on Consumer ODR 2013, we publish this email address   Ron@5MinutePhotoBooth.co.uk and the link to the EU Online Dispute Resolution Platform: http://ec.europa.eu/consumers/odr/

 

Finally, if you are still reading this, and we have agreed a date and venue with you, and you accept these terms and conditions, now and as may be reasonably amended, then click on the “Buy Now” button to pay your booking fee.

E.&O.E.

 

Click the “Buy Now” button to pay your booking fee and to accept our terms and conditions including the handling of your personal data in accordance with our Privacy Notice.


Your name and your event date