Terms & Conditions

1.1 Booking Confirmation

A completed booking form and signed contract are required. Your booking is only confirmed upon receipt of the booking fee.

1.2 Booking Fee

A non-refundable booking fee is required to secure your date. Upon receipt, we immediately allocate staff, commence administrative scheduling, and begin personalised design work on your behalf. This fee is therefore non-refundable under any circumstances. The remaining balance must be paid in full no later than 7 days before your event.

1.3 Additional Charges

Any changes or additions requested after the booking is confirmed may incur additional charges, which will be agreed in writing before work commences.

1.4 Quote Validity

All quotes are valid for 7 working days from the date of issue and are subject to availability.

2.1 Cancellation by the Hirer

The booking fee is non-refundable in all circumstances, as it reflects costs already incurred at the point of booking. For any additional payments made beyond the booking fee:

• Cancellations made more than 28 days before the event: we will assess whether a partial credit (not refund) can be applied, based on costs already incurred and our ability to rebook the date.
• Cancellations made within 28 days of the event: no refund or credit will be issued, as staff, equipment, and logistics will have been committed.
• No refunds will be given where cancellation arises from the Hirer's failure to meet their obligations under these Terms (including access issues, unsuitable venue, or non-payment).

2.2 Cancellation by Luxe 360 Booths™

In the event we must cancel due to unforeseen circumstances (such as equipment failure or staff emergency), we will:

• Offer a substitute booth or service of equivalent value; or
• Issue a refund of any payments made, minus the booking fee and a £60 administration charge.

We are not liable for any additional costs, losses, or expenses you or your guests may incur as a result of our cancellation.

2.3 Incorrect Event Details

You are responsible for providing accurate event details at the time of booking. Any changes are subject to availability. If a requested change cannot be accommodated, payments may be held as account credit.

3.1 Liability Cap — £30 Per Booking

We operate on tight commercial margins. The majority of each booking fee is allocated directly to staffing costs, insurance premiums, equipment maintenance, travel expenses, and tax obligations. The net profit retained per booking is minimal.

In the event of any failure, error, or omission caused by equipment, staff, software, or any other operational factor within our control — including but not limited to: loss of photos or video data, booth downtime exceeding our operational guarantee, print failures, audio, photo or video quality issues, or any service falling below the agreed standard — the maximum total liability of Luxe 360 Booths™ shall not exceed £40 per booking.

This cap applies regardless of the nature or extent of the loss claimed. By paying the booking fee and entering into this agreement, you explicitly acknowledge this cap, understand the commercial reasons for it, and agree it represents a fair and reasonable limitation given the pricing of the service provided.

Nothing in these Terms limits or excludes our liability for: death or personal injury caused by our negligence; fraud or fraudulent misrepresentation; or any other liability that cannot lawfully be excluded or limited under English law.

3.2 Operational Guarantee

The booth will be operational for at least 95% of your booked hire time, with brief interruptions permitted only for essential maintenance (e.g., paper or ink changes, printer jams, camera adjustments). If any maintenance period causes downtime exceeding the 5% allowance, your booking will be extended by the equivalent time, subject to venue and staff availability.

4.1 General Liability

We are not liable for injury, damage, or loss to persons or property unless directly caused by our negligence.

4.2 Unattended Hires

For drop-off or dry hire bookings, you assume full responsibility for the equipment and any issues arising from its unattended use.

4.3 Insurance Documentation

Public liability insurance documents will be provided directly to your venue upon request. These will not be issued directly to Hirers.

5.1 Identification

Valid photo ID and address proof may be required at the time of hire for a booth to be left alone with you on drop off. If satisfactory ID is not provided, we reserve the right to request a refundable damage deposit before commencing setup. The ID and address proof must be dated within the last 2 months and meet our insurers terms and conditions of insured coverage.

5.2 Wi-Fi Requirements

A dedicated, non-public Wi-Fi connection is required to enable GDPR-compliant digital sharing. If suitable Wi-Fi is unavailable, digital sharing features may not function on your dry hire and we are not liable for this. See Section 11 for printing and connectivity failure terms.

6.1 Placement Assessment

If you wish to place the booth outdoors or in a specific area, you must contact us before the event.

• Sending photos or videos of the proposed area does not guarantee suitability.
• The setup area must be assessed in real time on the day of the event, as venue layouts can change (for example, DJ tables or pop-up bars may be added after your initial communication with us).
• The final decision on placement rests with our operators on the day.
• Their judgement is based on safety, surface condition, available space, and weather conditions.
• We ask that you respect the professional judgement of our team at all times — see Section 13 regarding conduct.

6.2 Outdoor Conditions

For any outdoor setup, the following conditions must all be met:

• The booth must be housed within a three- or four-sided waterproof marquee or tent.
• The surface must be flat, level, stable concrete or hard flooring.
• The area must be free from dirt, dust, and water hazards.
• Safe, dry, outdoor-rated power access must be provided.

If these conditions are not met on the day, we reserve the right to cancel the outdoor setup or relocate the booth indoors. No refund will be given in these circumstances.

6.3 Noise and Speaker Placement

To ensure correct operation of our services (including photo booths, audio guestbooks, and video booths), our equipment must not be placed adjacent to any of the following:

• DJ decks, PA systems, or loudspeakers
• Live performers or musicians
• Toilets, fire exits, or other high-footfall areas
• Any other high-volume sound sources or high-risk areas

Guests must be able to clearly hear our staff's instructions and any recorded messages on audio/video guestbooks. If we are placed next to a source of significant noise that interferes with service delivery, we reserve the right to request relocation or waiver full liability (no refund given). If a suitable alternative location is not made available, we may withdraw services without refund.

6.4 Insufficient Space or Power

If, upon arrival, we find that the allocated area is too small for the agreed setup, or that there are insufficient safe power outlets such as them being on the roof or through corridors, we reserve the right to amend or reduce your package. This may include removing items such as backdrops, printers, props, or additional lighting. You confirm that the operator's decision on the day is final and that you will not hold us liable for adjustments made necessary by venue limitations.

6.5 Setup and Dismantling Time

Please allow a minimum of 60–90 minutes for unloading and setup dependent on which machine you're hiring, in addition to any specific setup time detailed in your booking confirmation. A minimum of 60 minutes is required after the event for dismantling and pack-up. You must ensure the venue permits this time.

6.6 Late or Restricted Access

If we are delayed due to lack of venue access, speeches or anything else — failure to make contact with a responsible person, or any restriction not communicated to us in advance or at the time, this time will reduce your hire period. No compensation or extension will be given in these circumstances.

6.7 Parking and Additional Venue Fees

You are responsible for ensuring that a Ford Transit van (approximately L280, 10 feet in height) can be parked and unloaded safely at the venue without damage. Any parking charges, tolls, ULEZ, Clean Air Zone charges, or penalty charge notices incurred on the day of the event or the following day (for overnight returns) will be charged to you.

7.1 Hirer's Responsibility to Disclose Access

It is your absolute responsibility to ensure the venue is suitable for the equipment hired. Before the event, you must disclose in writing whether the venue has any of the following:

• Stairs, steps, or kerbs (more than 2 steps)
• Gravel, uneven surfaces, or cobbles
• Narrow access routes or long carrying distances
• Any setup area not on the ground floor
• Lifts — and whether they are in working order

7.2 Standard Staffing and Manual Handling

Standard bookings are operated by one staff member. Under UK manual handling risk assessment requirements, a single individual cannot safely carry heavy equipment up stairs or through restricted access routes alone. If your venue requires two-person lifting or handling, a second staff member must be arranged.

If we arrive and discover undisclosed stairs (more than 2 steps), a broken or absent lift, or any access conditions that prevent safe single-operator handling:

• A mandatory additional staff fee of £60 per hour per additional staff member will be charged immediately, plus additional charges for covering travel time, setup, event time where required, and dismantling.
• Any delay caused by access issues will reduce your hire time. No refund will apply.
• If a second staff member is unavailable, we reserve the right to cancel the booking on health and safety grounds, with no refund.

7.3 Magic Mirror — Specific Access Requirements

The Magic Mirror flight case is approximately 6ft high, 2ft wide, and weighs 100kg. Due to its size and weight, the following are required to be notified to us as soon as you book without exception:

• No stairs or kerbs without suitable ramps.
• No gravel or uneven surfaces on the access route.
• Lift access if the setup area is not on the ground floor.
• A safe unloading zone in close proximity to the venue entrance.

Neither guests nor venue staff may assist in moving this equipment for health and safety purposes. If unsuitable access is discovered on the day, we may: cancel with no refund; substitute a standard selfie booth if available; or arrange a third staff member at £60 per hour (covering 90 minutes of setup, event time, and 90 minutes of dismantling and travel costs).

7.4 XL 100cm 360 Booth

The XL 100cm 360 Booth is staffed by two operators as standard and the small 360 by one staff operator. The additional staff surcharge in clause 7.2 does not apply to this product unless we review the guests number/event and feel it is required to manage the booth safely.

8.1 Backdrop Care

You are responsible for ensuring backdrops are handled with care during use by you and your guests. Any damage caused by mishandling or failure to follow our setup guidelines will not be our responsibility. Damage costs will be assessed and charged under Section 9.

8.2 Virtual Background Alternative

In the event of issues with a physical backdrop (whether arising from your side or ours), we will provide a virtual background at no additional charge. The virtual background will be designed to meet your requirements as closely as possible, though limitations may apply depending on the setup.

8.3 Virtual Background Disclaimer

Virtual backgrounds have inherent technical limitations. Image quality may be affected by factors including guests not following positioning instructions, movement during capture, long queues, language barriers, or intoxication. These are common limitations of virtual background technology across all photo booths. We are not liable for image distortions arising from these factors, and no compensation will be provided.

8.4 Setup Instructions

Specific backdrop setup instructions will be provided prior to your event. You are expected to follow these instructions to prevent damage. If a backdrop is damaged due to misuse, you may be subject to repair or replacement costs depending on the extent of the damage.

9.1 Setup Area

You must ensure the setup area is clean, safe, level, and accessible. We are not responsible for any aesthetic limitations imposed by the venue environment.

9.2 Damage and Loss

You are fully responsible for any damage, theft, or loss to our equipment caused by your guests, venue staff, or any third parties — whether accidental or intentional. This includes the photo booth, video booth props, backdrops, and all associated equipment. If damage or loss occurs, you will be charged the full cost of repair or replacement.

9.3 Payment for Damage

We reserve the right to assess the extent of any damage or loss. You agree to pay assessed costs within 7 days of receiving our written assessment. If payment is not received, we may pursue recovery through the courts, including the small claims process.

9.4 Equipment Interference

Any interference with our equipment by guests or venue staff will void our responsibility for the resulting quality of photos or videos. This includes:

• Jumping, shaking, or causing movement to the booth, camera, or platform.
• Unplugging, switching off, moving or tampering with cables, lighting, or power supplies.
• Interfering with software, software on booths, the booths themselves, computers, tablets, or operational devices.

We are not liable for performance issues, quality defects, or service interruptions caused by such interference. This includes for drop off booths.

9.5 Dancefloor Placement

We strongly advise against placing our equipment on a dancefloor. If you or the venue choose to do so, you accept that DJ lighting, lasers, smoke machines, or floor lighting may negatively affect photo and video quality, and that we are not liable for any resulting issues.

9.6 Guest Instructions

Our staff will advise guests on positioning and how to use the booth. If guests refuse to follow instructions or move during capture, we cannot be responsible for distorted, blurred, or poorly composed images or videos.

9.7 Venue Communication

We will make every reasonable effort to communicate with your venue regarding placement, access, and space requirements. If the venue fails to respond or cannot be reached after two attempts, you accept that we cannot be held liable for issues arising from placement or access limitations.

10.1 Payment Terms

Where payment terms are agreed in writing, payment must be made within the stated timeframe and no later than 7 working days from the invoice date. Late payments will incur a charge of £10 per day plus reasonable administration costs.

10.2 Right to Withhold Deliverables

In the event of non-payment, late payment, or outstanding damage charges, we reserve the right to withhold all event deliverables until all outstanding balances are cleared in full. Deliverables include but are not limited to: digital online galleries, video links, USB sticks, physical prints, and the physical guestbook. These items remain the property of Luxe 360 Booths™ until full payment is received.

If printing fails due to Wi-Fi issues, signal blackspots, or technical faults beyond our control, we will post affected prints and your guestbook to you the next working day. You agree that this constitutes a satisfactory resolution, provided this remedy is fulfilled.

The maximum compensation for printing or connectivity failure is £40 only (this is separate to and not combined with the general liability cap in Section 3). No further compensation will be provided.

12.1 Responsible Use

Booths must be used responsibly at all times. Dangerous, threatening, or abusive behaviour may result in immediate termination of service with no refund.

12.2 Marketing Use of Event Content

We may use selected event content (photos, videos, and booth footage) for portfolio and marketing purposes where we have a lawful basis to do so. You may opt out in writing before the event.

12.3 Trademarks and Third-Party Photography

Events involving our trademarked booths may not be filmed or photographed by third parties for commercial purposes without our prior written permission.

We reserve the right to deny booth access to any guest who appears intoxicated or is behaving in a way that poses a risk to themselves, others, or our equipment.

We ask that all guests and event organisers treat our staff with courtesy and respect at all times. Verbal abuse, intimidation, harassment or persistent challenges to our operators' reasonable professional decisions may result in the immediate withdrawal of service with no refund.

In nightclub or high-risk environments, we may use breathalysers or coordinate with venue security staff.

14.1 Changes Requested by the Hirer

Any changes to your booking must be requested at least 14 days before the event and are subject to availability. Changes may incur additional fees, which will be agreed in writing.

14.2 Changes Made by Luxe 360 Booths™

In unavoidable circumstances (such as equipment failure or staff emergency), we may need to adjust the agreed services. Where this occurs, we will offer a suitable alternative or account credit, minus the booking fee and a £60 administration charge. We are not liable for any consequential costs arising from such changes.

Neither party shall be liable for failure to perform their obligations under this agreement where such failure results from events beyond their reasonable control, including but not limited to: extreme weather events, pandemics, government restrictions, transport strikes, or national emergencies. In the event of cancellation due to force majeure, any payments made (excluding the booking fee) will be converted to account credit valid for 12 months. No cash refunds will be issued.

16.1 Delivery Windows

Your booking may require us to deliver equipment on the day of the event or the day before and collect it the day after. We will make every effort to avoid key event moments such as guest arrivals or ceremonies. You are required to inform us of any restricted access times or quiet periods at least 4 to 6 weeks before the event.

16.2 On-the-Day Extensions

If you wish to extend your hire period on the day, an additional hourly fee will apply. Extensions are subject to staff availability and the discretion of the operator, having regard to other bookings. Payment must be settled immediately.

These Terms constitute the entire agreement between the parties and supersede all prior communications, representations, or agreements relating to the subject matter.

Any changes to these Terms must be agreed in writing by both parties.

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.

21.1 Personal Data We Collect

We collect only the personal data you provide to us voluntarily through our website forms, by telephone, SMS, WhatsApp, email or social media. This typically includes your name, contact telephone number, email address, event date, event location and any details you share about your enquiry or booking.

21.2 Lawful Basis for Processing

We process your personal data on the following lawful bases under Article 6(1) UK GDPR: (a) consent — where you have actively submitted an enquiry or contacted us; (b) the performance of a contract — where you have made a booking; and (c) our legitimate interests — to respond to enquiries, manage bookings, provide customer service and protect our business, where these interests are not overridden by your rights.

21.3 How and Why We Contact You

By submitting an enquiry through any form on our website, or by contacting us by telephone, SMS, WhatsApp, email or social media, you provide your express consent for Luxe 360 Booths™ to reply to you using the same channels and the contact details you have provided. Replies may be sent by telephone call, SMS, WhatsApp message or email and will relate solely to your enquiry, quote, booking, event logistics or directly related customer-service matters.

21.4 No Unsolicited Marketing

In accordance with PECR and the ICO Direct Marketing Code of Practice, we do not send unsolicited automated marketing messages, bulk WhatsApp broadcasts or marketing SMS. We will only add you to a marketing list (for example, seasonal offers or newsletters) where you have given a separate, specific, freely given opt-in. Any marketing communication you receive will contain a clear and free method to opt out.

21.5 Withdrawing Consent and Opting Out

You may withdraw your consent or ask us to stop contacting you at any time, without charge and without giving a reason. To opt out, reply STOP to any SMS or WhatsApp message from us, reply UNSUBSCRIBE to any email, or email cs@theluxe360.co.uk. We will action opt-out requests promptly and in any event within the timescales required by law.

21.6 Data Sharing

We do not sell, rent or trade your personal data. We will not share your details with third parties for their own marketing purposes. We share data only with trusted processors that help us deliver our service (for example, our booking platform, payment processor, email/SMS provider and accountants), each of whom is bound by a written data-processing agreement and appropriate security obligations.

21.7 Data Retention

We retain enquiry data for up to 24 months from your last contact with us, in order to follow up on enquiries and answer any subsequent questions. Booking, contract, financial and tax records are retained for a minimum of 6 years from the end of the relevant financial year to comply with HMRC and English statutory requirements. After these periods, your personal data is securely deleted or anonymised.

21.8 Your Rights Under UK GDPR

You have the right to: (a) access the personal data we hold about you; (b) request rectification of inaccurate data; (c) request erasure where the lawful basis no longer applies; (d) restrict or object to processing; (e) data portability; and (f) withdraw consent at any time. To exercise any of these rights, please email cs@theluxe360.co.uk. We will respond within one calendar month as required by Article 12 UK GDPR.

21.9 Security

We apply appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure, including access controls, encryption in transit, secure cloud hosting in the UK/EEA and staff confidentiality obligations.

21.10 Complaints and Supervisory Authority

If you believe we have not handled your personal data in accordance with the law, please contact us first at cs@theluxe360.co.uk so we can investigate. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk or by telephone on 0303 123 1113.

21.11 Controller Contact Details

Data Controller: Booth Station Limited (trading as Luxe 360 Booths™), Company No. 16632537, England and Wales. Email: cs@theluxe360.co.uk. Any reference to a separate Privacy Policy on our website should be read together with this section; in the event of conflict, the more protective provision for the data subject shall prevail.