Photo Booth Hire Terms & Conditions
Thank you so much for choosing Aurora & Co Photobooth Hire!
We fully agree to supply a photo booth and any additional extras you have chosen to include for the set amount of hours agreed prior to the event, as stated in the cover email of this document.
This contract between Aurora & Co. and the client must be agreed to and cannot be modified or negotiated. These terms & conditions are subject to change in writing.
Payment & Non Refundable Booking Fee
A non-refundable booking fee for the amount of £50 is due upon the time of booking and signing this contract. The remaining balance is due 14 days prior to your event, and an invoice will be emailed to you around 4 weeks before your booking. By paying the booking fee, it is deemed that you have read, understood, fully agreed to and are bound by all our terms and conditions of hire as shown in this contract and cover email. If the deposit is not paid within 14 days of receiving this contract, it will be cancelled and the date will then be reopened to the public.
If you have paid a higher booking fee, the full amount you have paid still remains non refundable in the event of cancellation. (Booking fee has only been reduced temporarily to help us attain financial control due to Covid. This will not effect any bookings who have already paid the booking fee)
Timings & Idle Hours
We will contact you to confirm a set time period for the photo booth 2 months to 2 weeks prior to your booking date. We will arrive approximately 1 to 1 and a half hours prior to this time to begin setting up.
If the client/guests continue to use the equipment for a time period in excess of the service period agreed to in the final booking confirmation, an upfront payment of £40 per 30 minutes will be required before reactivation of the booth.
If you require set up of the photo booth prior to the agreed operational times, there will be an idle hourly fee of £30p/h which is payable before the event date. This means the booth will be set up and ready but will not be open for use until the agreed time and a staff member will monitor it.
We provide free travel within a 30 mile radius from Epworth, Doncaster. Additional charges will be calculated at £0.50 per mile after the initial 30 miles. Travel charges will be calculated at the time of booking and included in the total booking amount.
Access, Power & Space
You will arrange for an appropriate space to be made available for the photo booth’s arrival at the event's venue (8ft deep x 6ft wide x 8ft high minimum) and ensure there is suitable power for the photo booth, with a standard 13amp wall outlet no more than 8 meters away from photo booth location. The desired location for the photo booth must be reasonably accessible for delivery and the chosen site must be level, dry and indoors.
Please inform us if the location for the photo booth is upstairs or if we will be parked away from your venue, as we will need to make necessary arrangements with regards to the set up time. Any delay in set up which is incurred because of access difficulties not previously disclosed will be deducted from your allocated photo booth hire time. Once the photo booth has been erected, it cannot be moved.
Rescheduling, Cancellations & Venue Changes
If you would like to reschedule your booking to a later date which is over 12 months from your first booking date, your current contract will be cancelled and a new contract will be created to include our current pricing costs. This means there may be a slight price increase to your booking which will be disclosed to you at the time of rescheduling. Any special offers or discounts are not transferrable to a new date. Rescheduling is subject to availability and if there is no availability on your alternate date, the booking fee still remains non-refundable and your booking will be classed as a cancellation.
If you are rescheduling due to a lockdown/heavy restrictions, please refer to the Covid rescheduling policy below.
If you choose to change your venue after the non refundable booking fee has been paid, we will provide you with a new travel quote if it is required or remove the fee if its no longer relevant.
Any request for a cancellation must be made in writing to firstname.lastname@example.org at least 14 days in advance of the event date. Any cancellation occurring after the initial booking and before the 14 days notice will result in any amounts paid being refunded, excluding the non-refundable booking fee.
Insurance & PAT
Aurora & Co. have the necessary insurance & PAT in place and documents can be seen on request.
Damage To Equipment
The client acknowledges and accepts that they will be held responsible for any damage or loss to the provider's equipment caused by any misuse or recklessness of the provider's equipment by the client or guests, or any theft of provider's equipment or accessories. Damage expenses and any loss of work will be invoiced to the client within 14 days after the event date.
Heath & Safety
Younger guests, in operation of the photo booth, are the full responsibility of an adult. They must be accompanied at all times during their session, and must not be left un-attended in the photo booth, Aurora & Co. cannot be held responsible for the actions of young children, and we reserve the right to refuse access to a child if an adult is not present.
Any injury suffered by an employee, owner or affiliate of Aurora & Co. whilst on site, will be covered by our business insurance, unless injury is caused by malicious intent or severe negligence. The client agrees on behalf of themselves, all attendees, vendors and venue employees attending the said event to release Aurora & Co. from all liability due to injury or damage caused by use of the photo booth.
If the attendant feels, due to excess alcohol or any other valid reason, a guest is unfit to use the booth we reserve the right to refuse access. If at any point Aurora & Co staff feel threatened by the client or their guests, or is concerned about the equipment’s welfare, the photo booth operations will cease with immediate effect and no refund will be given. Any threatening or violent behaviour will not be tolerated, and legal action will be taken out on those who cause actual bodily harm, or cause any physical damage to equipment.
Free/Additional Add On’s
Props, backdrops, photo albums and the prints are provided as free additions to the photo booth hire. If for any reason the free additions are unavailable out of our control, or get damaged/break down during the hire period the client shall not be entitled to a refund of any amount.
If you choose to add on any additional services or products that we are unable to provide at your event, we will offer you a substitution to the value of or you will be eligible for a refund of the amount paid towards these items only.
Images, Prints & Album's
After your booking, all images will be uploaded onto our website and be available for free download within 7 working days of your booking. A link will be posted on our Facebook page for you to share with your guests.
Aurora & Co accepts no liability for your guests’ conduct within the photo booth. This includes any photographs or messages you may find inappropriate or offensive included within your photo album. Any images deemed unfit by Aurora & Co will not be uploaded into your online gallery. It is not our responsibility if any photographs taken are not placed in the album and/or if any damage to the album is caused during the event.
If the printer fails to print out photos on site, Aurora & Co. will provide a link to our website where guests can log on and download the photographs free of charge, and the client will receive copies of all missed prints through the post within 14 working days.
We own the copyright of any images taken inside the photo booth.
In the event Aurora & Co. is unable to supply a working* photo booth for at least 80% of the service period, the client shall be refunded a prorated amount based on the amount of service received. Small maintenance/stops may need to take place during your hire (replacing paper, bathroom breaks etc).
*Working refers to the photo booth erected & taking pictures.
If the client due to circumstances out of Aurora & Co’s control receives no service, Aurora & Co's maximum liability will be the return of all payments received from the client. Aurora & Co is not responsible for any consequential damages or lost opportunities upon breach of this agreement.
Aurora & Co. cannot be held responsible for any circumstances that may prevent us from attending or operating at your event; these may include but are not limited to severe weather conditions, traffic delays, breakdown of our vehicles, sickness or complete 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 a refund of all of monies paid.
In the event that Aurora & Co. is not ready to commence at the agreed time due to our error, then we will still operate the photo booth for the agreed hire time period by extending the finishing time of the hire. If extending isn't possible (venue permitting only), you will be entitled to a refund on a pro rate basis of the services you received.
In the event that the hire does not start at the agreed time because setup has been delayed due to any unforeseen circumstances that are no fault of Aurora & Co, then the hire will still end as per the agreed time on the booking form.
In the event that we have set up in time but the hire does not start at the agreed time due to over running of previous activities by yourselves or the venue, the hire will still end as per the agreed time on the booking form.
The client agrees to, and understands the following: All guests using the photo booth hereby give Aurora & Co the right and permission to copyright and use any photo booth users photographs for Aurora & Co’s advertising, promotion, website, social media or any other purpose they see fit.
If you would prefer not to agree to the model release, please inform us in writing BEFORE you pay your booking fee, and we will make sure this detail is added to your booking.
The client agrees to, and understands the following:
- Aurora & Co. will supply an operational photo booth for a minimum of 80% of the allocated duration period.
• The client agrees that Aurora & Co will be relieved against any and all liability from the time of service and on into the future in reference to their booking, use of the photo booth equipment and any pictures taken in and around the photo booth and any usage by the client, their guests and venue staff.
• Terms & conditions are subject to change.
COVID-19 PHOTO BOOTH SAFETY POLICY
Document last updated: 6th January 2022
As the spread of Coronavirus (COVID-19) continues, with constant changing advice and as a company that services small and large scale events we want you to know that we have implemented the following safety measures and continue to monitor the government guidelines to ensure your safety and the safety of our staff at your event.
If there are no current guidelines in place at the time of your booking, some of the policies listed below will not be implemented.
If there is anything within this additional policy you would like us to implement regardless of restrictions, please let us know and we will happily do so.
OUR SAFETY POLICY
1. If restrictions are in place, we will reduce down the number of props available due to them posing a high risk of cross contamination. No props that cover the mouth or nose will be provided and they will be cleaned at regular intervals for the duration of the hire. Prop availability is at your discretion and we will fully remove them if you prefer, or feel free to provide your own disposable props.
2. We will be providing hand sanitiser at the booth as well as regularly disinfecting the touch screen, pens and inside of the booth throughout the event.
3. If restrictions are in place, attendants will remotely initiate the photo booths so that touch screens do not need to be used by guests.
4. The inside fabrics of the Photobooth will be disinfected regularly, along with the door curtain.
5. The enclosed booth will be limited to a maximum of 4 guests entering at any single use due to the limited space inside.
6. Attendants may choose to wear a mask/visor and gloves for the duration of your event. Our staff will also be observing social distancing guidelines and keeping any close contact to an absolute minimum. If no restrictions are in place and you would like to request that our staff wear a mask/visor, we will be more than happy to.
7. If restrictions are in place, a social distancing queuing system will be implemented on the floor using tape to help your guests if possible.
ADDITIONAL COVID 19 TERMS & CONDITIONS
Aurora & Co Photobooth Hire will be following the most up to date Government guidelines closely and strictly adhering to any advice issued.
We accept no liability for anyone who chooses to ignore the Government guidelines regarding social distancing and social ‘bubbles’ while using the Photobooth and we reserve the right to refuse use of the Photobooth to anyone who chooses to not follow our safety policy. It is your responsibility to ensure all guests are aware and follow our safety policy listed above.
If guest numbers are higher than the current Government allowance regarding social gatherings at your event, we reserve the right to leave your event with immediate effect with no refund issued. This is due to our Insurers not providing cover when contradicting Government guidelines. Please contact us to discuss your options if this is the case.
If within 7 days after your event someone who attended has COVID-19 symptoms, you agree that you will inform Aurora & Co immediately, so we can inform the attendant who came to your booking.
CANCELLATIONS & RESCHEDULES
If guest number restrictions are reinstated as government policy regarding parties and weddings, our standard reschedule/cancellation policy will apply and we will still be happy to attend with the our above Covid safety policies in place.
If weddings and parties are completely forbidden due to a national lockdown/full restrictions over the time period your booking is scheduled to take place, you can reschedule to a new date with no additional fees or charges. Reschedules will be subject to availability.
If you choose to cancel or reschedule your booking that is outside of the up to date lockdown/restriction time period our standard cancellation/reschedule policy applies and the booking fee remains non refundable.
While this may not be what you were hoping for from your Photobooth hire, due to the current circumstances we want to take every precaution possible to ensure a safe event for everyone involved, including our staff members. We do however promise that our photo booth will continue to be a fun and enjoyable experience for yourselves and your guests.
By continuing with this booking, I accept and agree with the COVID-19 terms and conditions and the safety procedure put in place that are listed above. I also agree that Aurora & Co will not be held responsible for any liability surrounding COVID-19 and that these terms and conditions are in addition to the terms already agreed and signed at the point of booking.
(Please note: These terms are non negotiable and by paying your outstanding balance/non refundable booking fee and continuing with the booking, we understand that you agree and accept these additional terms. Thank you )