Terms & Conditions

1.1 A £100 booking deposit is required to reserve the event date. The deposit forms part of the total booking price.

1.2 A booking is not confirmed until the deposit has been received and written booking confirmation has been issued by us.

1.3 The remaining balance must be paid no later than 30 calendar days before the event date.

1.4 For bookings made within 30 days of the event, the full booking price must be paid when the booking is confirmed.

1.5 If the balance is not received by the due date, we reserve the right to cancel the booking after providing the Client with a written payment reminder.

1.6 Payment instructions will be included with the booking confirmation or invoice. Payment may be made by bank transfer or another method agreed in writing.

2.1 All cancellations must be submitted in writing by email.

The following cancellation charges will normally apply:

• If the booking is cancelled more than 30 days before the event, we may retain the £100 booking deposit.
• If the booking is cancelled within 30 days of the event, a cancellation charge of up to 100% of the total booking price may apply.

2.2 Any cancellation charge will not exceed the reasonable net loss we incur as a direct result of the cancellation. We will take reasonable steps to reduce our loss, including attempting to secure another booking for the date where practical. Any costs saved or income recovered through rebooking will be considered when calculating the final cancellation charge.

2.3 Requests to change the event date, venue, package or hire time must be made in writing and are subject to availability.

2.4 Where we can accommodate a requested change, additional travel charges, package differences or other reasonable costs may apply. These will be explained and agreed before the change is confirmed.

2.5 If we cannot accommodate a requested change, the original booking will remain in place. If the Client then chooses to cancel, the cancellation terms above will apply.

3.1 In the unlikely event that we cannot attend due to vehicle breakdown, serious equipment failure, severe weather, staff illness or another unforeseen circumstance, we will make reasonable efforts to provide replacement equipment, replacement staff or another suitable solution.

3.2 If we are unable to provide the booked service or an alternative agreed with the Client, all payments made for the affected booking will be refunded.

3.3 Our liability in these circumstances will be limited to the amounts paid to us for the affected service, except where the law does not allow liability to be limited.

4.1 Each event will be attended by two members of our team for setup, operation and pack-down.

4.2 Events are normally attended by Thomas and Gemma together. If either Thomas or Gemma cannot attend because of illness or another unforeseen circumstance, we will arrange for a suitable replacement team member to attend so that two attendants are provided.

4.3 We will normally arrive approximately 60–90 minutes before the agreed hire start time to complete setup and testing.

4.4 The Client must ensure that the venue provides:

• Adequate and safe space for the selected photo booth
• Safe and suitable access to the event area
• Suitable parking and vehicle access
• Any required parking permits or venue permissions
• A level and accessible position for Stitch, where the VW camper package is booked

4.5 The Client is responsible for confirming that the venue allows the booked photo booth and that suitable access is available.

4.6 Delays caused by restricted access, venue staff, missing permissions or circumstances outside our control may reduce the available operating time. We cannot guarantee that the hire period can be extended where the delay was not caused by us.

5.1 A venue power socket is not required. Both Stitch, the VW camper, and the Freestanding Photo Booth operate using their own self-contained power supplies.

5.2 Where a suitable mains socket is readily available and the Client or venue prefers us to use it, we may do so at our discretion, provided that the supply is safe and permission has been obtained.

5.3 The Client is responsible for obtaining any necessary venue permission for equipment access and, where applicable, the use of the venue's electricity supply.

6.1 Guests must use the photo booth, props and associated equipment responsibly and follow any reasonable instructions provided by our attendants.

6.2 We reserve the right to pause or end the service where:

• A guest behaves in an abusive, threatening or dangerous manner
• A guest deliberately or recklessly misuses the equipment
• The VW camper, photo booth, props or staff are placed at risk
• Continuing the service would be unsafe

No refund will be provided where the service is paused or ended because of serious guest misconduct.

6.3 The Client may be responsible for the reasonable cost of repairing or replacing equipment damaged through the deliberate, reckless or negligent actions of the Client or their guests.

6.4 We are not responsible for injuries caused by misuse, dangerous behaviour or failure to follow reasonable safety instructions. Nothing in these terms excludes liability for death or personal injury caused by our negligence.

7.1 Each package includes the prints, digital images and other features specified in the booking confirmation.

7.2 Unless otherwise stated in the booking confirmation, current packages include:

• Unlimited photo booth visits during the agreed hire period
• Instant photo-strip prints
• A personalised photo template
• Access to digital copies of the event photographs

7.3 Digital images will be supplied after the event using the delivery method and within the timeframe stated in the booking confirmation.

7.4 We take reasonable care to provide high-quality prints and digital images. Minor variations in colour, positioning or print finish may occur and will not normally be considered a fault.

7.5 If a temporary equipment, software or printer fault occurs, we will make reasonable efforts to restore the service as quickly as possible. Where a significant part of the booked service cannot be provided, we will discuss an appropriate partial refund or alternative with the Client.

8.1 Photographs and digital images are captured as part of the booked photo booth service and will be processed in accordance with our Privacy Notice.

8.2 We may ask the Client for permission to use selected photographs for our website, social media or printed promotional materials.

8.3 We will not use photographs from an event for promotional purposes where the Client has asked us in writing to keep the event private.

8.4 Requests to keep an event private will be honoured and do not require our approval.

8.5 If an identifiable guest asks us not to use or to remove a photograph featuring them, we will deal with the request promptly and in accordance with applicable data-protection law.

8.6 The Client should inform us before the event about any relevant photography restrictions, particularly where children or vulnerable individuals may be using the booth.

8.7 Where we rely on consent to use a photograph for promotional purposes, that consent may be withdrawn by contacting us.

9.1 VW PhotoBus & Photobooth carries public liability insurance. Evidence can be provided to venues upon request.

9.2 We will provide our services with reasonable care and skill.

9.3 We are not responsible for delays or failures caused by matters outside our reasonable control, including venue restrictions, access difficulties, severe weather, road closures, utility failures or instructions given by venue management.

9.4 We will not be responsible for indirect or consequential losses that were not reasonably foreseeable when the booking was made.

9.5 Nothing in these terms excludes or limits liability for:

• Death or personal injury caused by negligence
• Fraud or fraudulent misrepresentation
• A breach of statutory consumer rights
• Any other liability that cannot legally be excluded

9.6 All staff attending events on behalf of VW PhotoBus & Photobooth have undergone Disclosure and Barring Service checks.

10.1 Travel is included within:

• A 40-mile radius of our base for Stitch, the VW camper
• A 50-mile radius of our base for the Freestanding Photo Booth

10.2 Travel beyond the applicable included radius will be charged at £0.50 for each additional mile travelled in both directions.

10.3 Any congestion charges, tolls, parking charges or overnight accommodation costs will be explained and agreed with the Client before being added to the booking.

10.4 Any unexpected venue parking charges incurred on the event date may be added to the final amount where they could not reasonably have been identified beforehand.

11.1 Neither party will be responsible for failing to perform obligations where this is caused by an event genuinely outside their reasonable control, including extreme weather, serious transport disruption, fire, flooding, civil unrest, government restrictions or a venue closure.

11.2 Where possible, both parties will work together to rearrange the booking or agree a reasonable alternative.

11.3 If we are unable to provide the booked service, Section 3 will apply. If the Client's event cannot proceed, any amount retained or charged will be limited to our reasonable net loss in accordance with Section 2.

12.1 If any part of these terms is found to be invalid or unenforceable, the remaining terms will continue to apply.

12.2 Any exception or change to these terms must be confirmed in writing by both parties.

12.3 Nothing in these terms affects the Client's statutory consumer rights.

These Terms & Conditions are governed by the laws of England and Wales. Any dispute will be subject to the jurisdiction of the courts of England and Wales.