Terms & Conditions

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When hiring The 360 Photo Booth from us you do so in accordance with the outlined terms and conditions. By paying all/part of your invoice you are entering into a hire agreement and accepting full responsibility that the terms and conditions will be strictly followed. Please read the following: 

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1. Definitions

For the purposes of these Terms and Conditions, the following terms shall have the meanings ascribed to them below:

• 1.1 "Customer", "you", "your" refers to the individual, company, or organisation who makes the booking and is responsible for payment and compliance with these Terms and Conditions. This includes any authorised agent or representative acting on their behalf.

• 1.2 "Guest(s)", "Adult(s)", "Person(s)", "Attendee(s)", "Guardian(s)", "Child", and "Children" refer to any individual(s) attending the Event and/or using the Photo Booth or related services provided by 360 Photo Hire, whether directly or indirectly invited by the Customer.

• 1.3 "We", "us", "our", "team" refers to 360 Photo Hire, the company supplying the Photo Booth and any associated services to the Customer.

• 1.4 "Event" refers to the occasion, function, or gathering for which the services of 360 Photo Hire have been booked.

• 1.5 "Venue" refers to the physical location or premises where the Event is held and where the services will be delivered.

• 1.6 "Photo Booth", "360", "Selfie Pod", "Video Booth", "Equipment", and "Item(s)" refer to the goods and services supplied by 360 Photo Hire, including but not limited to all physical hardware, software, and accessories. All Equipment remains the sole property of 360 Photo Hire at all times.

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2. Access, space & power requirements

• 2.1 The Customer is responsible for ensuring that a suitable, clear, and level space is made available for the setup and operation of the Photo Booth at the event venue. The minimum space requirements for each package are as follows:

  • 360 Video Booth (Standard Package – without inflatable LED booth): 2.5m (W) x 2.5m (L) x 2.5m (H)

  • 360 Video Booth (Ultimate Package – with inflatable LED booth): 3.5m (W) x 3.5m (L) x 2.5m (H)

  • Selfie Pod (Standard Package – without inflatable LED booth): 1m (W) x 1m (L) x 2.5m (H)

  • Selfie Pod (Ultimate Package – with inflatable LED booth): 3.5m (W) x 3.5m (L) x 2.6m (H)

• 2.2 If adequate space is not provided, or if the space is obstructed or otherwise unsuitable for installation, and the Photo Booth or inflatable LED booth cannot be set up as a result, no refund or compensation shall be issued.

• 2.3 The Customer must ensure access to the following:

  • A 240-volt mains power socket located within the designated setup area.

  • Access to the venue at least one (1) hour prior to the scheduled start time for setup.

  • Access for a minimum of thirty (30) minutes after the hire period ends to allow for breakdown and pack-up.

  • A clear and unobstructed path from the vehicle drop-off point to the setup area.

• 2.4 For outdoor events, the Customer must provide suitable shelter or cover to protect the equipment from rain, wind, and other adverse weather conditions. Further details can be found in Clause 14.

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3. Parking

• 4.1 The Customer must ensure that suitable parking arrangements are made available for the delivery, setup, and collection of the Equipment. This includes access to a free loading bay, on-site car park, or valid parking permit within 0.2 miles (approximately 320 metres) of the Venue.

• 4.2 Where free parking is not available, or if parking is situated more than 0.2 miles from the Venue, a parking fee will be added to the booking to cover the associated costs incurred by 360 Photo Hire.

• 4.3 An additional surcharge will also apply to bookings for events taking place within Central London to cover the costs associated with the Congestion Charge and Ultra Low Emission Zone (ULEZ) fees.

• 4.4 If the Venue provides any designated unloading bay, the Customer must inform 360 Photo Hire in writing via email at least 7 days prior to the Event date.

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4. Booking and Payment

• 2.1 All booking enquiries must be submitted via our website: www.360photohire.co.uk. Upon receiving your enquiry, we will provide you with a quote via email.

• 2.2 If you wish to proceed with the booking, you must confirm your acceptance by replying to the quote email. An invoice will then be issued to you containing the necessary payment details.

• 2.3 A non-refundable deposit of £100 is required to secure your Event date. Payment must be made using one of the available methods listed on the invoice. Your booking will only be confirmed once this deposit has been received.

• 2.4 Where a booking is made less than seven (7) days prior to the Event date, the full invoice amount must be paid immediately to confirm the booking.

• 2.5 The remaining balance of the invoice must be paid in full no later than seven (7) days prior to the Event date. Failure to settle the outstanding balance within this timeframe may result in cancellation of the booking without refund.

• 2.6 Upon successful payment, a payment confirmation email will be sent to the email address provided by the Customer. It is the Customer's responsibility to check their inbox (including spam/junk folders) and ensure this confirmation is received.

• 2.7 It is the Customer’s responsibility to review and confirm all details listed on the invoice before making any payment. If any information is incorrect or requires amendment, the Customer must contact us immediately via email at 360photohire@gmail.com. Please note that substantial changes to the booking details may result in adjustments to the quote or invoice total.

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5. Amendments/Rescheduling your booking

• 5.1 If you wish to amend your booking — including changes to the date, time, location, or package — you must notify us in writing via email at 360photohire@gmail.com as soon as possible. Verbal or social media communications will not be considered valid for booking amendments.

• 5.2 We will make every reasonable effort to accommodate your request; however, all amendments are subject to availability and cannot be guaranteed.

• 5.3 In the event you wish to reschedule your booking, the new requested date must fall within six (6) months of the original Event date. You must specify the preferred new date in your email request, and we will confirm whether we have availability.

• 5.4 Any amendment to the booking may result in changes to your original quote or invoice, particularly where the new date, time, location, or package incurs additional costs, staffing requirements, or operational adjustments. You will be notified in writing of any such changes before they are applied.

• 5.5 A rescheduling administration fee may apply depending on the nature and timing of the changes requested.

• 5.6 If we are unable to accommodate your amendment request, and you choose not to proceed with the original booking, this will be treated as a cancellation, and our cancellation policy outlined in Clause 6 will apply.

• 5.7 360 Photo Hire reserves the right to decline any amendment request that materially changes the nature or scope of the original booking.

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6. Cancellation

• 6.1 If you wish to cancel your booking, you must notify us in writing via email at 360photohire@gmail.com. Cancellations are only valid once acknowledged and confirmed in writing by 360 Photo Hire.

• 6.2 The following cancellation terms apply:

  • Cancellations made more than seven (7) days before the scheduled Event date: The £100 deposit is non-refundable, but any remaining balance paid will be refunded in full to the original payment method.

  • Cancellations made seven (7) days or less before the scheduled Event date: The £100 deposit and any remaining balance paid are non-refundable. No refunds will be issued.

• 6.3 Refunds (where applicable) will be processed within 14 business days from the date of written cancellation confirmation.

• 6.4 We strongly recommend that Customers ensure they are confident in their booking before securing a date, and consider suitable event insurance to cover unforeseen circumstances.

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7. Video Capturing, Sharing & Social media

• 8.1 By using the Photo Booth, you and your guests consent to the capture of video and/or photo content during the event. This includes both individuals using the booth and those who may be captured incidentally in the background.

• 8.2 Adults, parents, and guardians are responsible for their children at all times while using the Photo Booth. By allowing a child to enter and use the Photo Booth, the adult/parent/guardian grants permission for the child’s video/photo to be captured. If an adult/parent/guardian does not wish for a child's content to be shared in the online gallery, on social media, or via other platforms, they must notify a 360 Photo Hire Team Member at the time of use or in writing via email to 360photohire@gmail.com after the event.

• 8.3 All video/photo content captured at your event is available to you and your guests to retain, share, and use as they see fit. After each capture, the content will be made available to your guests through various sharing methods, including:

  • AirDrop (for iOS devices)

  • SMS

  • Email

  • WhatsApp

• 8.4 All captured content will be automatically stored in an online gallery. After your event, we will send the hirer the link to the gallery, which will remain available for 6 months from the event date. After this period, all content will be permanently deleted.

• 8.5 A stable Wi-Fi connection is required for fast and efficient content sharing. We recommend an upload speed of 7 Mbps or higher to ensure smooth sharing. Delays may occur if the Wi-Fi connection has lower upload speeds.

• 8.6 360 Photo Hire reserves the right to use any video or photo content captured at your event for promotional purposes, including but not limited to social media channels and our website. It is your responsibility to inform your guests that their content may be used in this manner. If you or any of your guests do not wish for specific content to be used, please contact us directly via email at 360photohire@gmail.com to request removal.

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8. Delays/Late starts

• 9.1 In the event that we are unable to set up and begin your session on time due to delays caused by the event, failure to meet the requirements set out in Clauses 2 and 3, or if incorrect information has been provided, we will proceed with your booking once the issue(s) have been resolved. However, please note that no additional time will be added to the original end time of your booking. Your session will still conclude at the originally scheduled end time.

• 9.2 If there are any unforeseen circumstances where the 360 Photo Hire Team experiences delays or issues setting up and starting the session, we will extend the session to make up for the lost time. In this case, the session will be extended by the duration of the delay, ensuring you do not lose any time that has been paid for.

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9. Age restrictions

• 10.1 Users of the Photo Booth must be at least 10 years old to use the booth unaccompanied. Any children under the age of 10 must be accompanied by an adult at all times while using the booth.

• 10.2 Parents or guardians are solely responsible for the safety and well-being of any children, including toddlers and babies, using the Photo Booth. For children under the age of 10, they must remain with an adult in the booth. Small children, including toddlers and babies, must be held by an adult during use of the 360 Video Booth, and the adult is responsible for ensuring that the child does not fall or cause any risk of injury.

• 10.3 Children under the age of 10 are not permitted to enter the cordoned area (the designated area for the 360 Video Booth, marked by barriers or inflatable booths) unsupervised at any time.

• 10.4 Pregnant women are advised to use the 360 Video Booth with caution, as there may be physical risks associated with the equipment's movement and stability. It is the responsibility of the pregnant individual to ensure they are comfortable and that they feel it is safe to participate. 360 Photo Hire cannot be held liable for any injury or discomfort that may arise during use.

• 10.5 For individuals with disabilities or those requiring additional assistance, we encourage you to contact us prior to the event to discuss any specific requirements or concerns. We aim to accommodate all guests in a way that ensures safety and enjoyment. However, certain physical requirements related to the use of the Photo Booth may still apply, and we will assess each situation individually to ensure accessibility.

• 10.6 360 Photo Hire reserves the right to refuse service to any individual, including young children, pregnant women, or individuals who may be at risk of injury or discomfort due to the physical nature of the Photo Booth experience. However, we are committed to working with individuals who have additional needs to find suitable arrangements wherever possible.

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10. Behaviour and misuse

• 11.1 Intoxication: You are not permitted to use the Photo Booth if you are heavily intoxicated with alcohol. If any 360 Photo Hire team member feels that a guest or customer is too intoxicated, it is solely at the discretion of the team member to refuse entry to the booth for safety reasons.

• 11.2 Drug Use: You are strictly prohibited from using the Photo Booth if you are under the influence of drugs. The safety and wellbeing of all users must be ensured at all times.

• 11.3 Physical Safety: Pushing, shoving, or engaging in rough behaviour around the Photo Booth or the 360 Video Booth platform is strictly prohibited. Such actions may lead to injuries or damage to the equipment. Guests are expected to behave in a safe and respectful manner at all times while using the booth.

• 11.4 Platform Safety: Jumping on or off the 360 Video Booth’s platform while in operation is strictly prohibited, as it poses a risk of injury to personnel and guests, and can cause damage to the Photo Booth.

• 11.5 No Drinks on the Booth: No food or drink is allowed on the 360 Video Booth platform at any time. Spills or accidents involving liquids can cause damage to the equipment and create a safety hazard for all users.

• 11.6 360 Stick Handling: Once the 360 Video Booth is in operation, do not grab or touch the moving 360 stick. Doing so can result in significant damage to the motor and equipment, and may cause the session to be interrupted.

• 11.7 Respect and Conduct: We have a zero-tolerance policy for any abusive, threatening, or disruptive behaviour towards our team members or misuse of our equipment. If such behaviour occurs, 360 Photo Hire reserves the right to terminate services immediately without a refund.

• 11.8 Non-compliance with Instructions: Failure to comply with any safety instructions or guidelines provided by 360 Photo Hire staff during the event may result in immediate suspension of service for safety reasons. This will not be grounds for a refund.

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11. Damage to equipment

• 12.1 Responsibility for Damage or Theft: It is the Customer’s responsibility to ensure the safety and integrity of all equipment provided by 360 Photo Hire. This include all equipment or accessories associated with the hire. Any damage, theft, or loss caused by you or your guests will be fully charged to the hirer.

• 12.2 Documentation of Damage/Theft: In the event of any damage or theft, all affected equipment will be thoroughly documented by 360 Photo Hire. You will be notified immediately of the cost to repair or replace any damaged or stolen items. This cost will reflect the full replacement value of the equipment or the cost of repair as determined by our team or third-party specialists.

• 12.3 Invoice for Damages: An invoice will be sent to the Customer via email for the total cost of the damage or theft. This invoice will include an itemised list of the damaged or missing equipment, along with the associated costs for each item.

• 12.4 Payment Terms: The invoice must be settled in full within 14 days of receipt. Failure to make full payment within the specified period will result in further action being taken.

• 12.5 Consequences of Non-Payment: If the invoice remains unpaid after the 14-day payment period, 360 Photo Hire reserves the right to initiate legal action to recover the outstanding balance, including any associated costs for legal proceedings and collections.

• 12.6 Preventive Measures: The hirer agrees to take all reasonable precautions to ensure that all guests behave responsibly and do not cause damage to the equipment. This includes monitoring children and guests to ensure that they are using the equipment appropriately and safely.

• 12.7 Insurance and Liability for Venue/Third-Party Property: While 360 Photo Hire takes all necessary precautions to protect our equipment, it is recommended that the Hirer obtains appropriate event insurance to cover any unforeseen incidents, including damage or theft during the event. 360 Photo Hire will not be held liable for any damage to the venue or third-party property, unless such damage is a direct result of actions or negligence on the part of our staff or equipment. For example, if guests or the Hirer cause damage to the venue (e.g., by falling off the booth or accidentally banging into walls or furniture while using the Photo Booth or 360 Video Booth), this damage is not the responsibility of 360 Photo Hire. In such cases, the Hirer will be fully liable for any damage caused by themselves or their guests during the event. Should any damage to the venue or property occur, the Hirer will be responsible for covering the cost of repair or replacement. The Hirer must handle and settle these costs directly with the venue or relevant party. 

 

12. Risks and Liability for Injury or Damage

• 12.1 Use at Your Own Risk: The Photo Booth, 360 Video Booth, Selfie Pod, LED Inflatable Booth, and all associated equipment are considered low-risk items when used appropriately. However, by using the equipment, you and your guests acknowledge and agree to do so at your own risk.

• 12.2 Liability Waiver: 360 Photo Hire takes all necessary precautions to ensure the safe operation of the Photo Booth and associated equipment. We will not be held liable for any injuries, death, or damage to property caused by the Hirer’s or their guests’ misuse of the equipment, or failure to follow safety instructions provided by our team.

• 360 Photo Hire is not liable for any injury or damage arising from circumstances outside our control, including actions or negligence by third parties (such as guests).

• 12.3 Responsibility for Safe Use: By agreeing to these terms and conditions, the Hirer takes full responsibility for ensuring that both themselves and their guests use the equipment in a safe and responsible manner. This includes following all instructions provided by our team and ensuring that all users behave appropriately while using the equipment.

• 12.4 Injury or Damage Caused by Guests: The Hirer is responsible for the behaviour and actions of their guests. If any guest sustains an injury or causes damage to the Photo Booth or any other property during the event, the Hirer agrees to bear full responsibility for resolving any associated issues, including any medical or repair costs.

• 12.5 Potential Risks: While 360 Photo Hire takes every precaution to ensure safety, certain risks are inherent in the use of interactive equipment, including slips, trips, falls, or collisions with surrounding structures or other guests. It is the Hirer’s responsibility to ensure that all users are aware of these risks and take necessary precautions. This includes ensuring that children, elderly guests, and those with physical limitations use the equipment safely and are properly supervised.

• 12.6 Indemnity: The Hirer agrees to indemnify and hold 360 Photo Hire harmless against any claims, lawsuits, or damages resulting from injuries, accidents, or incidents occurring during the use of the Photo Booth, 360 Video Booth, Selfie Pod, or any other equipment provided by us. This includes claims arising from misuse or unsafe behaviour by the Hirer or their guests.

• 12.7 Insurance and Event Coverage: We strongly recommend that the Hirer obtains appropriate event insurance to cover any unforeseen incidents, including injuries, property damage, or accidents caused by guests to the venue or third-party property. 360 Photo Hire is not liable for any damage or injury that may occur due to the Hirer’s failure to obtain such insurance.

• 12.8 Public Liability Insurance: 360 Photo Hire holds public liability insurance to cover any potential claims arising from the use of our equipment during your event. This insurance provides coverage for third-party injuries or property damage caused directly by our equipment or actions. However, this insurance does not cover injuries or damages caused by misuse, negligence, or unsafe behaviour by the Hirer or their guests. We strongly recommend that the Hirer obtains their own insurance to cover any potential risks not covered by our policy.

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13. Staff and Operations​​

• 13.1 Setup and Pack Down: All equipment provided by 360 Photo Hire will be set up and packed down by our trained staff. The Hirer is not permitted to attempt to set up or dismantle any of the equipment.

• 13.2 Enquiries and Assistance: Any event-related enquiries or requests on the day should be directed to the staff on-site. Our team is available to assist and advise you throughout the event to ensure everything runs smoothly. We ask that the Hirer and their guests treat our staff with respect and professionalism at all times.

• 13.3 Respectful Behaviour: We expect all attendees to cooperate with our staff to maintain a safe working environment. Any form of harassment, aggression, disrespectful behaviour, physical acts, or threats towards our staff will not be tolerated under any circumstances. Should such behaviour occur, 360 Photo Hire reserves the right to immediately cease services, without providing any refund. The decision to terminate services will be made at the sole discretion of the 360 Photo Hire team member operating at the event.

• 13.4 Operator Requirement: The 360 Photo Booth must be operated by a 360 Photo Hire team member at all times. The Hirer and their guests are prohibited from operating the equipment themselves.

• 13.5 Staff Breaks: For bookings between 4 and 5 hours, the staff is entitled to a 10-minute break to use restroom facilities and have a refreshment. During this time, the Photo Booth will be temporarily closed, but the overall duration of the booking will not be extended. For bookings of 6 hours or longer, staff is entitled to a 30-minute break, during which they will use restroom facilities, have a meal, and take a refreshment. During this break, the Photo Booth will be temporarily closed, but, again, the overall booking duration will not be extended.

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14. Weather Protection for Outdoor Events:

• 14.1 Hirer's Responsibility for Weather Protection: For outdoor events, the Hirer is responsible for ensuring that adequate weather protection is provided for all equipment. This includes, but is not limited to, the provision of a suitable marquee, tent, or alternative indoor space in case of adverse weather conditions such as rain, snow, or high winds.

• 14.2 Equipment Damage Due to Weather: If any equipment is damaged due to inadequate weather protection or adverse weather conditions, the Hirer will be liable for the full cost of repair or replacement. An invoice for the damage will be sent, and payment must be made within 14 days.

• 14.3 Inflatable LED Booth and Weather Conditions: The Inflatable LED Booth can only be set up outdoors if the weather is dry. It cannot be set up in windy conditions. If wind speeds are deemed unsafe by the 360 Photo Hire team or if the wind picks up during the event, the Inflatable LED Booth will be taken down immediately for safety reasons. This decision is at the sole discretion of the 360 Photo Hire staff. If the booth cannot be set up or must be taken down due to weather conditions, no refund will be provided.

• 14.4 No Refund for Weather-Related Issues: If adequate weather protection is not provided, resulting in the inability to operate the Photo Booth or 360 Video Booth, no refund will be issued for lost time or services that are not provided due to weather-related issues.

• 14.5 Hirer's Responsibility for Setup and Safety: It is the Hirer’s responsibility to assess and ensure the safety of the environment in which the equipment is being set up. If the 360 Photo Hire team believes that the weather conditions present a risk to the safety or integrity of the equipment, they reserve the right to refuse setup.

 

15. Equipment Malfunctions & Service Disruptions

• 15.1 Equipment or Software Malfunction During Event: In the unlikely event that the Photo Booth or any other equipment provided by 360 Photo Hire (including software) stops working during the event, the 360 Photo Hire team will make every reasonable effort to repair the issue on-site as quickly as possible.

• 15.2 Provision of Alternative Equipment: If the equipment cannot be repaired within a reasonable timeframe and the malfunction is not due to a venue or customer issue, 360 Photo Hire will offer an alternative booth or service (such as a different type of booth) as the first solution to ensure the Hirer and their guests can continue to enjoy the event. If an alternative booth is accepted, no further action or refund will be provided.

• 15.3 Full or Partial Refund for Unresolved Issues: If 360 Photo Hire is unable to resolve the issue with the equipment or software, and no alternative service is available (and the issue was not caused by the venue or customer), the Hirer will be entitled to a partial or full refund based on the unused time during the event. The refund will be calculated as follows:

  • No Time Used: If the Hirer has not been able to use the Photo Booth at all, they will be entitled to a 100% refund for the affected portion of the event.

  • Partial Time Used: If the Hirer used the booth for part of their booking, the refund will be based on the remaining unused time. For example, if a 2-hour booking is affected and only 1 hour of booth time was used, the Hirer would be entitled to a 50% refund of the booking price for the unused hour. The refund will always be proportional to the unused time, regardless of how much of the booking time has been used.

• 15.4 Extension of Time for Service Disruption: If the equipment or software failure occurs during the Hirer’s scheduled event time and is resolved, 360 Photo Hire will extend the event time to compensate for any lost time, ensuring the Hirer receives the full service they paid for.

• 15.5 Venue/Customer Responsibility: If the malfunction or disruption is caused by issues outside of 360 Photo Hire's control, such as Wi-Fi problems, power failure, or any other issues related to the venue or customer, 360 Photo Hire will not be held responsible. We will allow a reasonable amount of time for the venue or customer to resolve the issue; however, if the issue is not rectified within a reasonable period and prevents the booth from operating, we will not provide a refund or compensation.

• 15.6 No Refund for Minor Disruptions: In the case of minor disruptions (such as brief technical issues that are resolved within the event time), no refund or extension will be provided.

 

16. Agreement​

• 16.1 Ownership of Items: At all times, the hired items remain the property of 360 Photo Hire (the "Owner"). The "items" refer to all equipment, props, and accessories hired by the Hirer, including but not limited to the Photo Booth, 360 Video Booth, Selfie Pod, LED Inflatable Booth, and any associated accessories.

• 16.2 Hirer Identification: The Hirer is the person(s) named on the invoice agreement. By entering into this agreement, the Hirer acknowledges they are the responsible party for ensuring all Terms and Conditions are followed.

• 16.3 Acceptance of Terms by Hirer and Guests: The Hirer confirms they have shared this information with all relevant parties, including their guests, and that these parties accept the Terms and Conditions set forth herein. The Hirer remains liable for the actions and compliance of all guests and event attendees in relation to these Terms and Conditions.

• 16.4 Agreement to Terms and Conditions: By paying the non-refundable deposit, the Hirer agrees they have read and understood this document and accept all Terms and Conditions in their entirety.

• 16.5 Checkbox Confirmation: By ticking the checkbox on the Event Information form, the Hirer confirms they have read and understood this document and accept all Terms and Conditions in their entirety.