TERMS AND CONDITIONS
These Terms and Conditions are made between Booth Station Limited (trading as The Luxe 360 Booths™) (“we”, “us”, “our”) and the Hirer (“you”, “your”).
Booth Station Limited is a company registered in England and Wales under company number 16632537.
1. Booking and Payment
1.1 Booking Confirmation
A completed booking form and signed contract are required. Bookings are confirmed only when the booking fee is received.
1.2 Booking Fee
A non-refundable booking fee is required to secure your date. This covers administration, scheduling, and resource allocation. The remaining balance must be paid 14 days before your event.
1.3 Additional Charges
Changes or additions after booking may incur extra charges, which will be agreed upon in writing.
1.4 Quote Validity
Quotes are valid for 2 working days and subject to availability.
2. Cancellations and Refunds
2.1 Cancellation by Hirer
Booking fees are non-refundable.
2.2 Cancellation by Luxe 360 Booths™
If we cancel due to unforeseen issues (e.g., equipment failure), we will:
Offer a substitute booth; or
Issue a refund minus the booking fee and £60 admin fee.
We are not liable for any other incurred costs.
2.3 Incorrect Details
You are responsible for providing correct event details. Incorrect event details will not be refunded or reimbursed in any way. Changes are subject to availability. If changes cannot be accommodated, your payment may be held as credit.
2.4 Cancellation by You
Any request to cancel must be made in writing at least 100 days before the event date. In such cases, any payment made (excluding the non-refundable booking fee + £60 admin fee) will be refunded.
If cancellation is requested within 100 days of the event, no refund will be given. However, at our discretion, we may offer account credit (valid for 6 months from the original event date), minus the booking fee.
3. Insurance and Liability
3.1 Liability
We are not liable for injury, damage, theft, accidents or loss.
3.2 Unattended Hires
You assume full legal responsibility for equipment left unattended (drop-offs).
3.3 Insurance Documents
Will be provided directly to venues upon request.
3.4 Damage by guests
If a guest causes damage to the equipment (for example, hitting the 360 arm), we will continue the event where possible (if not no refund will be given if severely damaged) and retain the event footage for assessment afterwards. Our process is to request that the guest contacts you directly to admit liability and arrange payment for the damages. If the guest does not do this, we will not be held liable for the cost and you will need to chase the guest for the costs back. If the damage is valued at less than £20, we will write off the amount.
4. ID, Wi-Fi, and Unattended Equipment
4.1 Identification
Valid ID may be required for dry hire bookings and high value bookings. If not provided, a damage deposit may be requested.
4.1.1 Dry Hire Identification Requirement
For all dry hire bookings (where any machine or equipment is left unattended for the duration of the hire), our insurer, Sharrocks, requires two forms of valid ID for fraud prevention purposes.
If you cannot provide two forms of valid ID, a refundable damage deposit of £1,000 will be required before equipment is released.
Dry Hire Times are only valid to be hired up until 10pm (max 6 hours unattended.)
4.1.2 Audio Guestbook Dry Hire Conditions
When hiring an audio guestbook on a dry hire basis:
It must be placed in the quietest possible location to minimise background noise.
Children must be supervised while using it.
We are not responsible for tampering, battery issues, silly messages or any other interference during your event.
We are not liable for low usage of the guestbook.
If tampering occurs and we are required to attend to resolve the issue, a £60 call-out fee will be charged.
4.2 Wi-Fi Requirements
A dedicated, non-public Wi-Fi connection is required for GDPR-compliant sharing.
5. Booth Placement, Access & Outdoor Use
5.1 Contact Beforehand – Not a Guarantee
If you wish to place the booth outdoors or in a specific area, you must contact us beforehand.
However, sending videos or photos does not guarantee suitability. The setup area must be assessed in real-time on the day, as venue layouts can change (e.g., DJ tables or drinks walls appearing unexpectedly).
Final decision rests with our operators on the day. Their judgment is based on safety, surface, space, and weather — even if it appears dry or sunny.
Arguing with operators is not permitted, nor is being rude, argumentative, hostile, or aggressive. Sudden weather changes can damage equipment.
5.2 Outdoor Booth Conditions
Outdoor booths must:
Be in a three-sided waterproof marquee or tent
Be on flat, level, stable concrete or flooring
Be free from dirt, dust, and water hazards
Have safe, dry, outdoor-rated power access
If conditions are not met, we reserve the right to cancel setup or move the booth indoors. No refunds will be given.
5.3 Access Restrictions
Obstacles such as steps, kerbs, or gravel must be disclosed in advance. If not described exactly as they are:
A £100 surcharge applies for an additional staff member
We may cancel the booking with no refund
The additional time will go into your hire time with no refund/reimbursement, and you waive the right to leave any negative or neutral review.
5.4 Setup Time
Allow 60–90 minutes to unload plus setup time detailed in your booking unless specified to be longer by us. Delays caused by venue access or layout are not our responsibility.
5.5 Late Access or Delays
If we are delayed due to lack of venue access or contact, this will reduce your hire time. No compensation will be given.
5.6 Parking & Additional Fees
You must cover all parking, tolls, ULEZ/CAZ, and PCNs incurred on the event day or the following day (for overnight returns).
6. Special Terms for the Luxe Magic Mirror
6.1 Access Requirements
The average flight case is approx. 6ft high, 2ft wide, and weighs 100kg.
Due to health and safety:
Neither customers nor venue staff may help move equipment
Venue must provide:
No stairs/kerbs without ramps
No gravel or uneven surfaces
Lift access if not on the ground floor
A safe unloading zone nearby
6.2 Undisclosed Access Issues
If unsuitable access is discovered on the day, we may:
Cancel with no refund
Replace the mirror with a standard selfie booth (if available)
Or send a third staff member at £30/hour, covering:
90 min setup
90 min takedown
Event time
6.3 Time Lost Due to Access
All delays related to venue access reduce your hire time. No refunds apply.
7. Changes to Event or Booking
7.1 Changes by Hirer
Must be requested at least 56 days prior. Changes are subject to availability and may incur fees. These fees will be admin fees to change items such as songs, designs, or anything else and cover our time to do so.
7.1.1 Post-Booking Changes
Any changes to music choices, event times, or similar after the initial booking confirmation will incur a £60 admin charge. This covers the admin time required for logistical planning and updating multiple internal systems.
7.2 Changes by Luxe 360 Booths™
We may adjust services in unavoidable circumstances. If so, we’ll offer alternatives or credit, minus your booking fee and £60 admin charge.
8. Hirer Responsibilities
8.1 Ensure the setup has been notified to the venue and the area is clean, safe, level, and near toilet facilities. We are not responsible for poor aesthetics chosen by the venue.
8.2 Damages caused by guests, venue staff, or third parties will be charged to you. Failure to pay may result in legal action (Small Claims Court).
9. Late Payments
9.1 If payment terms are agreed in writing:
Payment must be made within the stated timeframe and no more than 7 working days from invoice date for booking fee deposits.
Late payments incur £10 per day interest and admin fees.
10. Booth Usage and Content
10.1 Booths must be used responsibly. Dangerous or abusive behaviour may result in immediate service termination with no refund.
10.2 We may use event content for marketing unless you request otherwise in writing before the event.
10.3 Events involving our trademarked booths may not be filmed or photographed by third parties without written permission.
11. Printing & Connectivity Issues
11.1 If printing fails due to Wi-Fi issues, blackspots, or technical faults, we will:
Post affected prints and your guestbook the next working day
You agree this is a satisfactory resolution and will not leave negative or neutral public feedback.
12. Force Majeure
Neither party is liable for failure to perform due to unforeseen events (e.g., extreme weather, pandemics, legal restrictions, transport strikes).
If cancellation occurs, bookings will be converted to account credit, not refunded.
13. Alcohol, Guest Behaviour & Safety
13.1 We reserve the right to deny booth access to intoxicated or aggressive/racist guests or people not listening to us.
13.2 Threatening behaviour will result in immediate termination of service with no refund.
13.3 In nightclub or high-risk environments, we may use breathalysers or coordinate with venue security.
14. General Terms
14.1 These Terms constitute the entire agreement.
14.2 Changes must be made in writing and agreed by both parties.
14.3 This agreement is governed by UK law.