Legal

Booking Terms & Conditions

Last updated: 3 September 2026

1. Booking and contract formation

A booking is confirmed once we've accepted it, the required booking payment has been received, and a written Booking Confirmation has been issued. An enquiry, quotation or availability discussion does not reserve a date unless we expressly confirm otherwise in writing. Please check your Booking Confirmation carefully and tell us promptly about any error — you're responsible for the accuracy of the event, venue, access and contact information you give us.

2. Pricing

The total price is shown in your quotation and/or Booking Confirmation. Any mandatory charge we can reasonably calculate in advance is included in or clearly disclosed alongside that price before you commit to payment; where a charge genuinely can't be calculated beforehand, we'll explain how it will be worked out wherever reasonably possible. Essex Photobooths (234INSPIRED LIMITED) is not currently VAT registered, so VAT is not added to our charges unless that changes before a future booking and we tell you.

3. Booking payment

Unless your Booking Confirmation states otherwise, a booking payment of 30% of the total booking value is required to secure your date. This forms part of the total price and reflects, among other things, reserving equipment and availability, and administration that may begin after confirmation. It is not automatically non-refundable in every circumstance — if a booking is cancelled, any amount retained is calculated under the cancellation terms below and applicable law.

4. Final balance

Unless otherwise agreed in writing, the remaining balance is due 14 calendar days before the event. Bookings made within 14 days of the event normally require full payment at confirmation. We may send reminders if payment becomes overdue; if it remains outstanding after reasonable notice, we may suspend preparation or treat the booking as cancelled by you, with any cancellation charge determined under Section 7. Equipment won't normally be delivered, installed or operated where a material balance remains unpaid, unless we've agreed alternative arrangements in writing.

5. Business and corporate clients

Approved business clients may be offered alternative invoice or purchase-order arrangements; any purchase-order requirement should be disclosed before confirmation wherever possible. Unless different credit terms are expressly agreed, our standard payment terms apply. For qualifying business-to-business transactions, we reserve our statutory rights relating to interest, compensation and reasonable recovery costs for late commercial payments.

6. Consumer cancellation rights

Some distance and off-premises consumer contracts carry statutory cancellation rights. However, these don't apply in certain circumstances, including certain leisure-activity services where the contract provides for a specific date or period of performance. Nothing in these Terms removes any statutory cancellation right that genuinely applies to your booking.

7. Cancellation by you

Cancellation must be given to us in writing. Our cancellation charges reflect our reasonable loss and are not a penalty. The normal maximum charges are:

These are maximum charges, not automatic ones. In working out the amount actually due, we may consider work already completed, administration and preparation undertaken, staffing or supplier commitments, non-refundable third-party costs, costs we avoid because the booking isn't going ahead, the loss of another booking opportunity, and whether the date or resources can reasonably be rebooked. We'll take reasonable steps to reduce our losses, and you'll never be asked to pay more than our reasonable loss. If payments already made exceed the amount properly due, we'll refund the excess.

8. Postponements and date changes

Requests to move your event to another date are subject to availability. Where reasonably possible, we'll transfer your booking rather than requiring an entirely new one — the replacement date should normally be within 12 months of the original unless otherwise agreed. If a date change causes additional reasonable costs or substantial extra work, we'll explain any additional charge before agreeing it. If we're unavailable on your preferred replacement date, we'll offer alternatives; if you choose to cancel instead, Section 7 applies.

9. Other booking changes

Changes to venue, package, times, equipment or access must be agreed with us and may affect the price — we'll explain and agree any additional charge before accepting the change wherever reasonably possible. We won't add optional services without your agreement.

10. Venue permissions and access

You're responsible for confirming the venue allows the booked equipment and services, and for giving us accurate information on venue address, room/floor, parking, loading restrictions, stairs, lifts, access times, setup requirements, electrical supply, venue rules, and relevant health and safety restrictions. Suitable access must be available with enough time for normal setup and testing. If access is materially delayed by you, your venue or another supplier, we'll do what we reasonably can to minimise disruption, but your booked finishing time normally stays the same unless an extension is agreed.

11. Space and power

You must provide sufficient safe, dry and reasonably level space appropriate to the booked equipment, and a suitable UK electrical supply where required. We may decline to place or operate equipment where conditions create an unacceptable safety risk.

12. Outdoor events

Outdoor use must be agreed beforehand, and may require suitable shelter, stable flooring, power protection and weather protection. We may relocate, suspend or decline outdoor operation where weather or site conditions create a genuine safety risk, and will consider reasonable alternatives wherever practicable.

13. Travel, parking and location charges

Your Booking Confirmation states whether travel is included and, where an included mileage radius applies, what it is. Unless otherwise quoted, additional mileage is charged at £1.50 per additional mile; long-distance events may instead have a fixed travel quotation. Known parking, toll, congestion or similar mandatory charges will be disclosed before booking wherever reasonably calculable — we won't add a charge simply because we failed to calculate a foreseeable one in advance. Additional reasonable costs may arise after booking if you change venue, give us materially inaccurate venue information, request different access arrangements, request additional services, or a genuinely unforeseeable third-party cost arises — we'll tell you before such costs are incurred wherever reasonably possible.

14. Setup and dismantling

Normal setup and dismantling around your booked operating period are included unless stated otherwise. Your venue must allow enough access time for installation and collection; normal setup time isn't deducted from your contracted operating time where appropriate access has been provided.

15. Early setup and idle time

Where you or your venue need equipment or personnel present substantially earlier than reasonably necessary, idle-time charges may apply. Unless otherwise agreed, idle time is charged at £40 per hour, and we'll agree the requirement and charge before the event wherever reasonably possible.

16. Additional operating time

Additional time on the day is subject to equipment, staff and venue availability. Unless otherwise quoted: 30 additional minutes is £50, 60 additional minutes is £100 (minimum extension normally 30 minutes). Extensions must be authorised by you or your nominated representative on the day, and we're not required to extend where doing so would breach venue restrictions, staff arrangements or other commitments.

17. Delays during the event

Please factor meals, speeches, ceremonies and other programme activities into your booth timing. Where the booth is ready but opening is delayed by you, your venue or the programme, the original finishing time normally stays the same, and extensions are subject to availability and the charges in Section 16. This doesn't apply to time lost because of a service failure we're responsible for.

18. Equipment

All equipment remains the property of Essex Photobooths. Guests must follow reasonable instructions from our attendants, and must not deliberately move, strike, disconnect, climb on, tamper with or alter the equipment without permission.

19. Damage and loss

Fair wear and tear is included. You may be responsible for reasonable loss or damage caused by your own deliberate, reckless or negligent conduct, or that of people you're legally responsible for; where an individual guest deliberately, recklessly or negligently damages equipment, we may seek recovery from that person directly. You may also be responsible where damage results directly from your breach of these Terms, failure to follow reasonable safety instructions, or failure to address a specific risk after we've warned you or your representative about it. You are not responsible for fair wear and tear, equipment malfunction, damage caused by our own staff, or loss you couldn't reasonably be held responsible for. Any claim will be supported by reasonable evidence, and any charge limited to reasonable repair or replacement cost, taking the equipment's age and condition into account where appropriate.

20. Security deposits

A security deposit isn't normally required for staffed hire. For unattended or dry hire, a refundable deposit may be required — unless stated otherwise, the standard deposit is £150, normally refunded within 7 working days of collection or return, subject to inspection. Where we propose a deduction, we'll provide reasonable details and evidence. The deposit doesn't automatically cap our ability to recover proven loss greater than the deposit itself.

21. Guest behaviour and safety

Guests are expected to use the booth responsibly. Our attendant may temporarily pause the service where behaviour creates a material risk to people or equipment, and may stop it altogether for serious or repeated violent, abusive, threatening or dangerous behaviour. Where reasonably possible, you or your representative will get a chance to resolve the issue first, unless immediate action is needed for safety. Any refund following suspension or termination depends on the circumstances and applicable law.

22. Children

Children may use our services where appropriate, but remain under the supervision of their parent, guardian or a responsible adult — our staff don't provide childcare. Using children's images in our own marketing is handled separately under our Privacy Notice and the Optional Photo & Marketing Consent.

23. Accessibility

Please tell us in advance about any accessibility requirements or reasonable adjustments affecting booth access, positioning or operation — we'll consider and make reasonable adjustments in line with applicable equality law.

24. Props

Props remain our property unless expressly supplied as giveaways; guests should return props after use. Materially damaged or deliberately removed props may attract a reasonable replacement charge under Section 19.

25. Prints

Prints are supplied according to your booked package. Minor differences can occur between screen images and physical prints. Where a package includes "unlimited prints," this means unlimited reasonable use during the contracted operating period, subject to normal equipment operation.

26. Personalised artwork

Please provide any required names, dates, logos or other material by the requested deadline, and check any proofs we send for approval carefully. Errors we cause will be corrected free of charge; material changes arising from incorrect information you supplied, or from a design you'd already approved, may attract a reasonable additional design charge agreed with you beforehand.

27. Client-supplied content

By supplying logos, graphics, photographs, trademarks or other material to us, you confirm you have the appropriate rights or permissions to do so.

28. Technical failure

We exercise reasonable care and skill in maintaining, preparing and operating our equipment, but electronic equipment can occasionally fail. If a fault occurs, we'll make reasonable efforts to restore service promptly, and where practicable, add lost operating time directly caused by a fault we're responsible for onto the hire period. If printing temporarily fails but digital capture still works, we may keep capturing content and provide digital images or later printing where practicable. Where a material part of the service can't be supplied, you're entitled to the remedies required under applicable law — which may include repeat performance or a price reduction. Nothing here limits your rights under the Consumer Rights Act 2015.

29. Internet-dependent services

Some email, SMS, WhatsApp, gallery and online-sharing features depend on internet connectivity. Unless dedicated connectivity is expressly included in your package, we can't guarantee third-party venue Wi-Fi or mobile-network performance — where the software allows, content may be queued for later delivery if connectivity temporarily fails.

30. Galleries and digital files

Where a digital gallery is included, you'll get access within the timeframe stated in your Booking Confirmation, or otherwise within a reasonable period. Please download and safely store your files during the available gallery period, as different platforms have different storage periods (see our Privacy Notice) — we don't promise permanent or indefinite storage.

31. Privacy

234INSPIRED LIMITED, trading as Essex Photobooths, is normally the data controller for personal data processed for our own photobooth services; we use third-party software and cloud providers to operate the service. Our Privacy Notice explains what we process, why, the technology suppliers involved, international transfers, retention, your rights, and complaints. Accepting these Terms does not, by itself, give us permission to use identifiable event photographs for our own advertising — see our Optional Photo & Marketing Consent.

32. Copyright

Copyright in original booth templates, layouts and artwork we create remains with us unless otherwise agreed. Personal-event clients may use their delivered event photographs for ordinary personal, family and social-media purposes. Corporate usage rights may be specified separately.

33. Circumstances beyond reasonable control

Neither of us is responsible for a failure caused by exceptional circumstances genuinely beyond our reasonable control — for example, severe weather, major transport disruption, venue closure, widespread utility failure, government restrictions, or similar. We'll notify each other as soon as reasonably practicable and look for a fair solution such as rescheduling. If the contract can't proceed, any financial adjustment takes account of applicable law, services already supplied, reasonable unrecoverable losses, and costs avoided — nothing here lets us keep payments where that would be unfair or unlawful.

34. Cancellation by us

We'll make every reasonable effort to fulfil confirmed bookings, but may suspend or cancel for a serious reason — unsafe venue conditions, violent or threatening behaviour, material non-payment after reasonable notice, materially inaccurate information preventing performance, venue refusal, or genuine circumstances beyond our control. Where reasonably possible, you'll get a chance to resolve the issue first. If we cancel for a reason we're responsible for and you're not in breach, you'll receive the remedies required by law, including an appropriate refund for services not supplied.

35. Liability

Nothing in these Terms excludes or limits liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any liability that can't lawfully be excluded — and nothing here restricts your statutory rights as a consumer. We're not responsible for loss caused solely by materially incorrect information you supplied, undisclosed venue restrictions, another person's conduct, or circumstances outside our reasonable control, where we haven't breached our legal obligations.

36. Complaints

Please send service complaints to bespoke@essexphotobooths.co.uk, including your booking reference and event date where possible. If an issue comes up during your event, please raise it with our attendant so we have the chance to resolve it promptly. Data-protection complaints are handled under the process in our Privacy Notice.

37. Changes to these terms

The version that applies to your booking is normally the one supplied or available when you confirmed it. A later change to our standard Terms won't automatically alter an existing consumer booking; any material amendment we agree for an existing booking will be recorded in writing.

38. Severability

If one provision is found unlawful or unenforceable, the rest remain in force — though this doesn't allow an unfair consumer term to be rewritten or enforced contrary to applicable law.

39. Governing law

These Terms are governed by the laws of England and Wales. Nothing here removes any mandatory consumer right about where proceedings may be brought.

40. Acceptance

By completing the booking process and making the required booking payment, you confirm you've had the opportunity to read these Terms before committing to payment. Where bookings are completed online, the payment amount and your obligation to pay will be clearly displayed before confirmation.

Questions

If anything here isn't clear, or you'd like to talk through the specifics of your event before booking, we're always happy to help: bespoke@essexphotobooths.co.uk or +44 7746 505417.