Terms and Conditions
These Terms and Conditions (the “Agreement”) are made between Luxe 360 Booths™ (“we”, “us”, “our”) and the Hirer (“you”, “your”), the person or entity booking a photo booth or related services. By booking any services with us, you agree to be bound by these Terms and Conditions.
This is a blanket contract for consumers and corporate clients drawn up by Markel Law for FSB Member – Luxe 360 Booths™.
1. Booking and Payment
1.1 Booking Process: To secure your booking, a completed booking form and contract must be submitted. The booking is only confirmed once the deposit has been paid, and the signed contract has been received by Luxe 360 Booths™.
1.2 Deposit and Payment: A non-refundable deposit is required at the time of booking to secure your event date. The full balance must be paid 14 days before the event. If the full payment is not received by this time, we reserve the right to cancel the booking.
1.3 Additional Charges: Any additional services or changes made after the initial agreement may incur additional charges. These will be agreed upon in writing.
1.4 Quotes are only valid for 7 working days and subject to availability.
2. Cancellations and Refunds
2.1 Cancellation by Hirer: If you cancel the booking no refund is applicable unless goodwilled by us. This includes the deposit- this is not refundable under any circumstances. This is as we will have paid staff in advance for your event date and turned down other business for the date.
2.2 Cancellation by Luxe 360 Booths™: If we need to cancel due to unforeseen circumstances such as equipment failure or force majeure, we will first offer a substitute booth. If declined, a full refund (minus the deposit and a £60 admin fee) will be issued. We will not be liable for any other costs incurred.
2.3 Date/Time/Venue Errors: If the Hirer provides incorrect booking details, we are not liable. Changes are subject to availability, and if an alternative date is not available, the money will be held as account credit only.
3. Insurance and Liability
3.1 Liability: Luxe 360 Booths™ is not responsible for any injury, loss, or damage during the event unless caused by our negligence or you as the hirer.
3.2 Insurance Coverage: Our services are fully insured for public liability. However, if equipment is left unattended for ‘drop-off’ hire, we are not liable for loss, damage, or theft. The Hirer assumes full responsibility.
3.3 Insurance Documents: Due to recent fraud within the industry and scandal, a DJ company and event agent known as Stephen Owens Vanderberg/Funkytown Discos was fraudalently doctoring suppliers insurance certificates/VAT documents/PAT test certificates and using third party people to obtain documentation- this effected over 1500 people and the scale of fraud was over £200,000 within the UK. Due to this and the sensitive nature of policy coverage and insurance jargon contained with the documentation, we will only send insurance documents to the venue and not the hirer.
4. ID and Documentation
4.1 Requirement: For security and insurance purposes, the Hirer may be required to provide valid identification and documentation. Failure to do so may result in a damage deposit being required which will be determined by us and the insurer.
4.2 Unattended Equipment: If a booth or equipment is left unstaffed, a damage deposit will apply unless insurance documentation is provided.
5. Booth Placement and Security
5.1 Placement Restrictions: The booth must not be placed near exits, bars, or high-traffic areas. We will assist with placement but will not be liable if an ideal location is unavailable.
5.2 Unattended Equipment: If requested by the Hirer, unattended booths are the Hirer’s responsibility, and any damages will be charged accordingly.
5.3 For outside events a marquee/cover, power socket and relevant space with a level floor must be provided or we reserve the right to cancel the event and no refund will be given.
5.4 Please check your chosen item or service requirements carefully. “Stairs” refers to ANY stair or kerb that doesn’t have a suitable access ramp. If we arrive at an event and there are stairs or loading obstacles that we haven’t been told about we reserve the right to cancel the booking or ask for a surcharge payment of £100. No refunds will be given. Please note: we are unable to accept help from guests for health and safety reasons.
5.5 Unless stated otherwise we require approximately 30 minutes to unload and the relevant set up time advised in our booking form for your event experience (this varies) however this is subject to changed based on number of items or services booked. If loading restrictions are in place at your venue you MUST let us know in advance. If delivery/set up needs to be completed outside of these restrictions, please make sure you communicate this when submitting your enquiry, and add the required number of idle hours to your booking. Failure to do so may result in delays which we are not liable for. If we are unable to unload equipment safely at your venue, set up may be delayed and or cancelled. No refunds will be given.
6. Changes to the Event or Booking
6.1 Changes by Hirer: Any changes to the date, time, or location must be communicated at least 14 days before the event. Additional charges may apply.
6.2 Changes by Luxe 360 Booths™: We may need to make adjustments due to unforeseen circumstances. If significant changes are required, the Hirer will be notified and given the option to cancel, subject to the deposit and £60 admin charge.
7. Hirer’s Responsibilities
7.1 Access and Space: The Hirer must ensure adequate space and access for setup and operation. The floor must be level and clean.
7.2 Supervision: The Hirer is responsible for supervising guests around the equipment.
7.3 Late Set-Up/Delays: If setup is delayed due to unavailable space, parking/access/delays or no one being at the venue to show us the space-any lost time will be deducted from hire time, with no reimbursement. The parking provided should be within a 5 minute walk from the venue and have toilet and hand washing faculties .
7.4 End of Hire Time: The booth will close at the agreed time unless additional hire time has been paid for in advance. There is no exceptions and should your guests wish to continue at this time you will be given the option to pay for the extra time.
7.5 Parking, ULEZ/PCN and Toll Fees- these are to be reimbursed to us by you the hirer if any apply when doing your event.
7.6 If you agree to sort out a venue but we go there and the outside area or area for the photo booth indoors is not suitable we reserve the right to protect our equipment and not do the event (cancel) – in instances such as this liability will fall with yourselves and no refund will be given.
If during the outside usage of our machinery weather conditions get worse or are un-protected or become un-protected we reserve the right to cancel the event.
If bad weather such as rain is predicted outside or it appears to look like it will rain the same terms above will apply and we will not do the event until the machine can be safely protected.
A open protection or gazebo is not acceptable protection – it must be a closed area/gazebo where no water can get in from rain or snow or any other weather on the machine.
8. Completion of Booking Details
8.1 Booking Confirmation Deadline: Contracts, booking forms, and final designs must be submitted no later than 4 days before the event. If not received, we will proceed with designs to our assumptions and are not liable for inaccuracies or any unhappiness.
9. Photo Booth Usage
9.1 Content and Conduct: The booth must be used for lawful and appropriate purposes. Misuse will result in immediate termination of service.
9.2 Image Usage: Luxe 360 Booths™ reserves the right to use event images for promotional purposes unless the Hirer requests otherwise in writing before the event.
9.3 On any of our copyrighted/trademarked photo booths we reserve the right to refuse third party photography/videography at our event.
10. Force Majeure
10.1 Force Majeure: Neither party is liable for failure to perform due to events beyond their control (e.g., natural disasters, strikes, government restrictions). In cases like this- such as a new virus/bug effecting the events sector such as COVID 19- no refund will be given and the cancellation of any booking will remain as account credit with the business.
11. General Terms
11.1 Entire Agreement: These Terms and Conditions constitute the entire agreement. Amendments must be made in writing and signed by both parties.
11.2 Governing Law: This Agreement is governed by UK law.
12. Liability & Damages
12.1 Customer Responsibility: The Hirer is responsible for damage caused by guests to equipment, props, lighting, accessories, etc.
12.2 Damage Deposit: A refundable £1000 damage deposit is required if no ID is provided, unless a waiver has been agreed upon in advance.
12.3 Insurance: Luxe 360 Booths™ is fully insured with Sharrocks but is not liable for injuries caused by guest negligence.
13. Alcohol & Intoxication
13.1 Intoxication: We reserve the right to refuse service to intoxicated guests.
13.2 Aggression: Aggressive or inappropriate behaviour will result in service termination with no refunds.
13.3 Breathalyser Use: If required, we will breathalyse guests to prevent damage. If the event is in a nightclub, we will coordinate with security.
14. Copyright & Usage
14.1 Marketing Use: Images and materials from the event may be used for our marketing purposes unless the Hirer objects in writing. Copyright is shared between both parties.
By booking our services, you acknowledge that you have read, understood, and agree to abide by these Terms and Conditions.