Terms of service

Terms of service (hire terms)

These terms apply when you book a photo booth from V360 Photobooths. V360 Photobooths of 58 Mansion Gardens, Penllergaer, SA4 9GY (“we”, “us”, “our”). “You” means the person or organisation making the booking. Please read these terms, our Refund and cancellation policy and our Privacy policy before you book.

2.1 Our service

We provide attended photo booth hire for events. Every package includes an attendant, who sets up the booth, looks after it during your hire period, helps your guests and packs it away afterwards.

Our packages are:

  • Classic: £395 (3 hours)

  • Signature: £495 (3 hours)

  • Premium: £595 (3 hours)

  • Prestige: £695 (4 hours)

What each package includes is described on its page on our website. The package, date, times, venue and price confirmed to you when you book form part of your contract with us.

We are not VAT registered, so no VAT is charged.

Extra hours and standby time (for example, when the booth is set up early and used later in the day) can be arranged. The price is agreed with you directly and confirmed in writing before your event.

2.2 Booking and confirmation

  1. You can book online through our website, or contact us by phone, WhatsApp or email.

  2. Your booking is confirmed when payment is made, as set out in section 2.3. We will then send you written confirmation of your date, venue, times, package and price.

  3. Until payment is made, your date is not reserved and may be booked by someone else.

  4. Please check your confirmation carefully and tell us straight away if anything is wrong.

  5. Please give us the full venue address and postcode, the name and phone number of a contact at the venue, and the start and finish times of your hire.

2.3 Payment

  1. Online bookings: payment in full is due immediately when you book.

  2. Part payment: if we agree by email that you can pay in instalments, a part payment of 50% of the price is required to confirm your booking. The remaining balance is due one month before the event.

  3. If you book less than one month before your event, payment in full is required when you book.

  4. If the balance has not been paid by the due date, we will contact you. If it is still unpaid after we have given you reasonable notice, we may treat the booking as cancelled by you, and our Refund and cancellation policy will apply.

  5. Any extra hours or standby time are payable as agreed with you in writing.

2.4 Venue permission and responsibilities

  1. It is your responsibility to make sure the venue has agreed to the photo booth being there at the times booked, and to tell us about any venue rules before the event.

  2. We hold public liability insurance, and our electrical equipment is PAT tested. If your venue asks for copies of our insurance or PAT certificates, let us know and we will provide them.

  3. You are responsible for any venue charges relating to the booth, such as supplier fees set by the venue, unless we agree otherwise in writing.

2.5 Space and power

  1. The booth needs a clear, flat, level floor space of at least 2.5m x 2.5m, indoors or under suitable cover.

  2. The venue must provide two standard mains power sockets within 3 to 5 metres of the booth. The power supply must be safe and must stay on throughout the hire.

  3. If the agreed space or power is not available when we arrive, we will try to find a safe alternative with you and the venue. If we cannot set up safely, we will not be able to provide the service, and this will be treated as a cancellation by you on the day of the event.

  4. We are not responsible for interruptions caused by venue power failures, or by equipment being disconnected by anyone other than our attendant.

2.6 Access and setup time

  1. Please make sure we can get into the venue and to the booth location at the agreed time, with reasonable access for unloading and loading and somewhere suitable to park nearby.

  2. We need 1 hour to set up before your hire period starts and 1 hour to pack down afterwards. Setup and pack-down time is not included in your hire hours.

  3. Please tell us in advance about stairs, lifts, long distances from parking, narrow doorways or access restrictions, so we can plan ahead.

  4. If parking charges apply at the venue, we will agree with you in advance who pays them.

  5. If we cannot get access at the agreed time for reasons outside our control, we will set up as quickly as we can. The hire period will still finish at the agreed time unless extra time is agreed with you.

2.7 Damage to equipment

  1. The booth, props and equipment remain our property at all times.

  2. You are responsible for the cost of repairing any damage to our equipment caused during the hire by you or your guests, other than fair wear and tear.

  3. If damage happens, we will tell you as soon as possible. We will get a repair quote from a suitably qualified professional for that type of damage (for example, an IT or electronics repairer for screen damage, or a carpenter for woodwork). We arrange the quote ourselves, and we will send you a copy of the quote or invoice. You agree to pay the quoted cost of the repair. If the item cannot be repaired, or repair would cost more than replacing it, you will pay the reasonable cost of replacing it instead.

  4. Please keep food and drink away from the booth and its electrical equipment.

2.8 Guest conduct

  1. Guests should use the booth and props sensibly and follow the attendant’s instructions.

  2. Our attendant should be treated with respect. If a guest’s behaviour puts the attendant’s safety or the equipment at risk, the attendant will first speak to you or your nominated contact to try to resolve it. If the problem continues, we may stop the service early. In that case, no refund is due for the remaining hire time.

  3. Children under 13 should use the booth with a parent, guardian or other responsible adult present.

2.9 Photos and personal data

  1. Guests can receive their digital photos instantly at the booth by AirDrop, QR code, email, WhatsApp or SMS.

  2. After the event, you will receive a link to an online web gallery of the photos from your event, within 7 days. The gallery stays online for 1 month. Please download any photos you want to keep before it closes.

  3. Please let your guests know that a photo booth will be at your event, and that photos are shared with you and may be used in our marketing. A line on your invitations or event information works well. We also display a sign at the booth explaining how photos are used.

  4. We may use photos from your event in V360 Photobooths’ marketing (for example, on our website and social media). We do not use photos of children in our marketing. If you would prefer us not to use any photos from your event, please tell us when you book. Anyone can ask us to remove an image at any time by emailing info@v360photobooths.com, and we will remove it.

  5. We handle personal data in line with UK data protection law. Our Privacy policy explains how we use the personal data of clients and guests.

2.10 Outdoor events and weather

  1. The booth is designed for indoor use. For outdoor events, including marquees, the booth must be set up on a flat, dry, level surface under solid cover that protects it from rain, wind and direct sunlight, with safe power as described in section 2.5.

  2. Generators can only be used as a power source if we agree to it before the event. They must be supplied by you or the venue, and they must provide a safe, stable supply suitable for electronic equipment.

  3. If weather or conditions make it unsafe to operate the booth, or risk damaging the equipment, our attendant may pause or stop the service. We will first try to move to a safe, covered area with you.

  4. If the service is stopped because the cover described above was not provided, no refund is due. If it is stopped because of severe weather outside anyone’s control, section 2.12 applies.

2.11 If we cannot attend

  1. If we have to cancel for a reason within our control, we will tell you as soon as possible. You can choose a full refund of everything you have paid for that booking, or another available date if you prefer.

  2. If the booth cannot operate for part of your hire period for a reason within our control, we will refund a fair proportion of the price for the time lost. This does not affect your other legal rights.

2.12 Events outside our control

We are not responsible for delays or failure to provide the service caused by events outside our reasonable control. Examples include severe weather, flooding, road closures, serious illness or injury, fire, venue closure, government restrictions or failure of the venue’s utilities. If this happens, we will tell you as soon as possible and do our best to provide the service or offer you another available date. If we cannot provide the service at all, we will refund what you have paid for the part of the service that was not provided.

2.13 Our responsibility to you

  1. We will provide our service with reasonable care and skill, as the Consumer Rights Act 2015 requires.

  2. If we fail to comply with these terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breach or our failure to use reasonable care and skill. We are not responsible for loss or damage that is not foreseeable.

  3. We do not exclude or limit our liability where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or that of our staff, for fraud or fraudulent misrepresentation, and for breach of your legal rights as a consumer.

  4. If you book as a business (for example for a corporate event or brand activation), we are not liable to you for loss of profit, loss of business, or indirect or consequential loss, and our total liability to you is limited to the price paid for the booking.

  5. Nothing in these terms affects your statutory rights. For information about your rights, contact Citizens Advice.

2.14 Complaints

  1. If you are unhappy with any part of our service, please tell us as soon as possible. Ideally tell the attendant on the day so they can try to put it right, or email info@v360photobooths.com.

  2. We will acknowledge your complaint within 2 working days and aim to resolve it within 14 days.

  3. We are not a member of an alternative dispute resolution (ADR) scheme. If we cannot resolve your complaint, we will tell you in writing, give you the name of an approved ADR provider, and say whether we are willing to use it.

2.15 Other terms

  1. These terms, your booking confirmation, our Refund and cancellation policy and our Delivery, setup and travel policy form the whole agreement between us.

  2. We may update these terms from time to time. The version in place when your booking was confirmed applies to your booking.

  3. If a court finds part of these terms invalid, the rest will still apply.

  4. These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.