These Terms and Conditions are made between Luxe 360 Booths™ a trading name of Booth Station Group Ltd (“we”, “us”, “our”) and the Hirer (“you”, “your”). By booking our services, you acknowledge that you have read, understood, and agree to these Terms.
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 7 working days and subject to availability.
2. Cancellations and Refunds
2.1 Cancellation by Hirer Booking fees are non-refundable. Other payments are refundable only at our discretion.
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. Changes are subject to availability. If changes can’t be accommodated, your payment may be held as credit.
3. Insurance and Liability
3.1 Liability We are not liable for injury, damage, or loss unless due to our negligence.
3.2 Unattended Hires You assume full responsibility for equipment left unattended (drop-offs).
3.3 Insurance Documents Will be provided directly to venues upon request, not to Hirers.
4. ID, Wi-Fi, and Unattended Equipment
4.1 Identification Valid ID may be required. If not provided, a damage deposit may be requested.
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. Sudden weather changes can damage equipment.
5.2 Outdoor Booth Conditions Outdoor booths must:
Be in a three-sided or four-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:
A £100 surcharge applies per staff member required.
We may cancel the booking with no refund.
5.4 Setup Time Allow 60 minutes to unload plus setup time detailed in your booking. 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). You must ensure that a Ford L280 transit van of 8 foot height can be parked and unloaded at your venue safely without damage.
5.7 Noise and Speaker Placement Restrictions To ensure the correct operation of our services (including photo booths, audio guestbooks, and video booths), we must NOT be placed next to:
DJ decks
PA systems
Loudspeakers
Live performers
Toilets
Fire Exits
Or any other high-volume sound sources or high-risk areas.
This is vital as guests must be able to hear our staff’s instructions and recorded messages clearly. Failure to do so can affect guest experience and your final content (e.g., muffled audio, guest confusion, or accidental interruptions). We reserve the right to:
Reject or request relocation of our setup if it is placed next to such sound sources.
Withdraw services without refund if the location significantly interferes with delivery and a suitable alternative is not made available. This clause has been added due to previous complaints where excessive sound levels led to misunderstandings and poor user experience despite our team following protocol.
5.8 Insufficient Space or Power If, upon arrival at the venue, we find that:
The allocated area is too small for the agreed setup, or
There are insufficient safe power outlets available (as per our requirements), We reserve the right to amend or reduce your package, including removing items such as backdrops, printers, props, or additional lighting. This ensures safe and legal operation in a restricted setup.
By signing this agreement, you confirm that:
You understand and accept this clause and that the operator’s decision at your event is final.
You will not hold Luxe 360 Booths™ liable for any adjustments or service removals.
You agree not to leave negative public feedback solely due to the removal of services where space or power limitations were the cause.
5A. Backdrops and Virtual Backgrounds
5A.1 Backdrop Responsibility Clients are responsible for ensuring that backdrops are handled with care during their use. Any damage caused by mishandling, failure to follow setup guidelines, or negligence will not be the responsibility of the company.
5A.2 Virtual Backgrounds as an Alternative In the event of issues with physical backdrops (such as damage or unavailability from either your side as the event company or the hirer), clients will be provided with an alternative virtual background at no additional charge. The virtual background will be designed to meet the client’s needs as closely as possible, but there may be limitations depending on the setup.
5A.3 Virtual Background Disclaimer Please note that if you choose to use a virtual backdrop during your photo session, we cannot guarantee the clarity or quality of the photo in certain circumstances. If there are distractions, such as people not listening during the photos, long queues, language barriers (where the main language is not English), or guests being overly intoxicated, these factors may cause individuals to either disappear or become blurred due to the limitations of shutter speed or the virtual backdrop technology. We want to emphasise that this is a common issue with all photo booths that use virtual backgrounds, and as such, we are not liable for any resulting image distortions or inconveniences. No compensation will be provided in these instances, as it is clearly stated in our client agreement. By proceeding with the use of a virtual backdrop, you acknowledge and accept this potential outcome.
5A.4 Backdrop Set-Up and Care Clients are responsible for the proper setup and handling of the backdrops provided by us. Specific instructions will be given prior to the event, and it is expected that the client follows these instructions to avoid any damage. Should the backdrop be damaged due to misuse, the client may be subject to repair or replacement costs, depending on the extent of the damage.
5A.5 No Liability for Negative Reviews or Compensation Claims By using our services, clients acknowledge that issues relating to the backdrop, including damage or technical difficulties with virtual backgrounds, will not result in requests for refunds, compensation, or negative reviews. We strive to provide the best service and will work to resolve any issues promptly, but the client agrees not to leave negative reviews or seek compensation for backdrop-related issues, as long as alternative solutions are offered.
5A.6 Limitation of Liability (Backdrops) The company will not be held liable for any indirect or consequential damages, loss of income, or inconvenience caused by backdrop issues, including but not limited to technical failures with virtual backgrounds. In case of any disruption to the service, we will work with the client to resolve the matter to the best of our ability.
5A.7 Client Acknowledgement By confirming the booking, the client agrees to the above terms and acknowledges their understanding of their responsibilities regarding backdrop care and the provision of virtual backgrounds when needed.
6. Special Terms for the Luxe Magic Mirror
6.1 Access Requirements The 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, and 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 14 days prior. Changes are subject to availability and may incur fees.
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 & Quality Interference
8.1 Setup Area Ensure the setup area is clean, safe, level, and near toilet facilities. We are not responsible for poor aesthetics chosen by the venue.
8.2 Damage and Loss The Hirer is fully responsible for any damage, theft, or loss to the equipment caused by the Hirer’s guests, venue staff, or third parties, whether accidental or intentional. This includes any damage to the photo booth, props, backdrops, or other equipment provided by Luxe 360 Booths™. If damage or loss occurs, the Hirer will be charged for the full cost of repair or replacement.
8.3 Liability for Damage Luxe 360 Booths™ reserves the right to assess and determine the extent of the damage or loss caused. The Hirer agrees to pay for repairs or replacements within 7 days of the damage assessment. If payment is not made, Luxe 360 Booths™ may seek legal recourse, including small claims court, to recover the costs.
8.4 Equipment Interference The Client acknowledges that any interference by guests or venue staff with the photobooth equipment will void any responsibility on our part for the resulting quality of photos or videos. This includes (but is not limited to):
Jumping, shaking or causing movement to the photobooth, camera, platform or surrounding floor area.
Unplugging, switching off, or tampering with any cables, lighting, extensions or power supplies.
Interfering with the software, computers, iPads, tablets or any other operational devices. In such cases, we are not liable for performance issues, quality defects, or service interruption.
8.5 Dry Hire Responsibility For dry hire bookings, full responsibility lies with the Client for ensuring no one tampers with, adjusts or misuses the equipment. Any damage, malfunction or poor-quality output caused by interference will not be covered by us.
8.6 Use on Dancefloors We specifically request that photobooths are not placed on dancefloors. If the Client or venue chooses to position equipment on a dancefloor, the Client accepts that:
DJ lights, lasers, disco lighting, smoke machines, fog machines, moving spotlights or floor lighting may negatively affect photo/video quality.
We are not liable for any quality issues arising from this placement.
No refunds, compensation or negative feedback may be issued as the Client chose to ignore the placement guidance.
8.7 Guest Positioning & Instructions Our staff will advise guests on where to stand and how to position themselves for best results. If individuals refuse to follow instructions or move during capture, we cannot be held responsible for distorted, blurred or poorly composed images/videos.
8.8 Venue Communication & Access Issues We will make every reasonable effort to contact your venue regarding space, placement and access requirements, including last-minute adjustments. If the venue fails to respond, refuses to move the setup, or cannot be reached via phone or email after two attempts, then the Client accepts that we cannot accept liability for any resulting issues relating to equipment placement, lighting interference or service limitations.
8.9 No Refunds, Compensation or Negative Feedback (Quality) By booking with us, the Client confirms they understand and agree that no refunds, compensation, chargebacks or negative reviews may be issued on the basis of quality issues arising from any of the situations listed in this section.
9. Late Payments & Right to Withhold
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. Late payments incur £10 per day interest and admin fees.
9.2 Right to Withhold Deliverables (Lien on Goods) In the event of non-payment, late payment, or outstanding invoices for damages (as detailed in Section 8), we reserve the right to withhold all event deliverables. This includes, but is not limited to, digital online galleries, video links, USB sticks, physical prints, and the physical guestbook. These items will remain the property of Luxe 360 Booths™ and will not be released to the Hirer until all outstanding balances and damage costs are cleared in full.
10. Booth Usage and Content
10.1 Responsible Use Booths must be used responsibly. Dangerous or abusive behaviour may result in immediate service termination with no refund.
10.2 Marketing Use We may use event content for marketing unless you request otherwise in writing before the event.
10.3 Trademarks Events involving our trademarked booths may not be filmed or photographed by third parties without written permission.
10.4 Booth Failures or Loss of Data or Event Standards In the event of a booth failure, loss of digital data, or printing issues, or event quality issues—Luxe 360 Booths™’ maximum liability will be limited to £30 per event, which represents the total value of the service provided after staff are paid, insurance, travel and tax. This amount covers any losses or damages arising from technical failures, including but not limited to, the loss of photos, videos, or guestbook data or event quality. No further compensation will be provided, and this cap applies even if the damage or loss causes a larger impact to the event. You agree to this by signing this contract.
11. Printing & Connectivity Issues
11.1 If printing fails due to Wi-Fi issues, blackspots, or technical faults, Luxe 360 Booths™ will post affected prints and your guestbook the next working day. You agree that this is a satisfactory resolution by signing this contract and will not leave negative public feedback, provided this remedy is fulfilled.
11.2 The maximum compensation for printing or connectivity failure will be limited to £30 alone (not combined with the term in 10.4), and no further claims for compensation will be entertained.
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 guests. 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, Health & Safety, and Acceptance
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.
14.4 Venue Suitability, Access & Manual Handling (Health & Safety) It is the Hirer’s absolute responsibility to ensure the venue is suitable for the equipment hired. A) Single Staff Operation: Standard bookings (including the 360 80cm booth) are staffed by one operator. Under UK Health and Safety laws and Manual Handling regulations, a single individual cannot safely lift heavy equipment/flight cases up stairs alone if they are over a certain weight. B) Hirer Responsibilities: You must strictly ensure the venue provides:
a) Adequate floor space for the specific machine hired.
b) Adequate parking and safe unloading zones.
c) Step-Free Access: There must be a working lift or ground-floor access. A single staff member can navigate a maximum of two (2) steps safely. C) Non-Compliance & Surcharge: If we arrive at the venue and find undeclared stairs (more than 2), broken lifts, no lift or any other access issues that prevent a single staff member from operating safely:
A mandatory Emergency Staff Fee of £60 per hour will be charged immediately to cover the cost of a second staff member travelling to the site to assist with lifting (covering travel time, setup, and takedown).
If a second staff member is unavailable, we reserve the right to cancel the booking on the grounds of Health & Safety with no refund. D) Exemption: This specific lifting surcharge does not apply to the XL 100cm 360 Booth, which is booked with two staff members as standard.
14.5 Acceptance of Terms via Payment (Deemed Acceptance) You acknowledge that upon booking, our services are immediately customised and personalised for you (including the allocation of specific staff, administrative scheduling time, and the commencement of personal design work). Therefore, the initial payment is a Booking Fee and not a refundable deposit. By paying the Booking Fee, you explicitly accept these Terms and Conditions. Payment constitutes a binding contract, even if you have not physically or digitally signed the written agreement on the customer portal. You acknowledge that these Terms match the Terms and Conditions available on our website at the time of booking. Consequently, the act of making payment confirms you have read, understood, and agreed to be bound by this contract.
15. Operational Standards, Delivery & Timing
15.1 Operational Guarantee & Downtime The photo booth will be operational for at least 90% of the booked time, with brief interruptions only for essential maintenance (e.g., paper or ink changes, printer jams, camera adjustments). If any maintenance exceeds the 10% downtime allowance, your booking will be extended by the time equal to the exceeded downtime.
15.2 Logistics & Delivery Windows Your booking may require us to deliver the equipment to your venue early—either on the day of the event or the day before.
We will attempt to avoid important event moments (such as guests arriving or marriage ceremonies).
Hirer Obligation: You are required to inform us of any specific “quiet times” or restricted access times upon submitting your final details (4-6 weeks before your booking).
We will work with your venue and inform them of delivery schedules.
If additional setup time is required due to venue restrictions or other unforeseen circumstances not communicated to us, you must inform us in advance.
15.3 Dismantling & Removal We require a minimum of 30 minutes after the event has finished for dismantling and pack-up. The Hirer must ensure the venue allows for this time.
15.4 On-the-Day Extensions If you wish to extend the service period on the day of the event, an additional hourly fee will apply. This is subject to strict staff availability and the discretion of the team at your booking (considering other bookings that day). Payment for extensions must be settled immediately.