Services Agreement

SF Bay Mirror and Photo Booth agrees to provide the agreed upon photo experience services on the specified date and time in a professional manner, consistent with industry standards, for the agreed upon compensation. All fees paid to secure your event are non-refundable and reflect the work we put into events prior to attending (programming workflows, layout designs, etc) and the bookings we will have missed by securing your date for you. Events that are required to be postponed due to Covid-19 regulations, will be rescheduled to a future available date, without any additional charge.

All event cancellations must be made by contacting us as soon as possible. Once your event has been cancelled, your event date will immediately be available for other customers to book. If your date is rebooked, we may be able to offer a partial refund.

Full Payment

Full payment is required at least 30 days before your event. Events booked well in advance may be offered a payment plan by paying a deposit, to reserve your date at the time of booking, and the full balance is then due in full 30 days before the day of the event. If the final balance is not received within 30 days prior to the event, the provider has the option of cancelling service and has no obligation of providing service or refunding any retainer/deposit.

Venue, Access and Location

It is your responsibility to ensure you have provided the venues contact information, address, name, and zip code for our attendants to find you. We also require that the venue allows reasonable access for loading, and suitable parking once the booth and equipment has been unloaded. If parking for loading is restricted, you will be liable for any parking fees that occur as a result and/or time used seeking a suitable location. Please notify us in advance if you anticipate any access restrictions.

We cannot be held responsible for any errors or delays resulting from incorrect or missing venue location or address details.

Client is also responsible for ensuring power is available for the photo booth (2) - 110V, 5 amps, 3 prong outlets). Client agrees to providing a working outlet no more than 15 feet away from desired Mirror/Photo Booth location.

Venue locations with limited access, stars with no elevator, and union controlled loading dock access points will be subject to either an additional service fee and/or event cancellation without refund, depending on the the load in/out requirements, and any union imposed fees or requirements. Please research the venue load-in requirements and discuss any unique and challenging situations with us in advance.

Location of Photo Booth in Venue

The location chosen for the Photo Booth must be on a solid surface that is level, dry, and in a fully covered/shaded area to protect from inclement weather, overheating of the booth, and to ensure premium picture quality.

Our Ring Light Booth's are much less susceptible to problems with lighting.

When booking a Mirror Booth, the "magic" of the mirror animations effect is dependent on the correct lighting conditions. Poor quality photos and limited visibility of the on-screen animations may occur when the mirror is placed near bright interior lights, in areas of direct sun or bright areas with lots of reflected sunlight (off walls, etc..) Outdoor Mirror Booth events during hours of daylight, typically require a walled ez-up tent and portable air conditioner rental at clients additional expense . Areas in direct sunlight and/or with bright reflections can also cause the photo booth to overheat and cease operation. Direct sunlight, indoor sunrooms and atriums can also cause poor visibility of the mirror animations. Please contact us in advance for any proposed outdoor events. Please keep the lighting in mind when planning a location for the mirror booth in the venue. Choose a location that is away from bright lighting or large windows during daylight hours.

The Mirror Booth cannot be carried up/down stairs and therefore the venue must have an accessible ramp or elevator (passenger or freight) to accommodate delivery for elevated access.

We can not deploy the Mirror Booth on grass lawns, dirt, soft bark, etc. We also cannot deploy any booth outdoors during inclement weather.

Therefore, indoor and/or well shaded locations are highly-recommended. In the event the Client can not or does not provide an appropriate location, the photo booth services will end if inclement weather or poor visibility conditions persist. In the event that services end early due to one of the above problems during an event, the Client will not receive any refund. We will do our best to inform you of the issue and work towards a possible solution prior to ending services.

Space Requirements

Minimum requested space at the venue for photobooths is approx. (12' deep x 12' wide x 8' high ceilings). We can however make arrangements for other configurations. Please notify us if this is necessary so we can verify spacing. Advance site visits are subject to an additional fee.

Props

If your rental package includes the use of props, they are for use with the photo booth and guests are not allowed to take them to other parts of the venue (ie: dance floor, etc) Props must remain at the photo booth table so that all guests will have equal access to them for use with their photos

Unattended Children

Our photo booths and props are designed for use by adults and for safety reasons we do not allow unattended children to use the booth. Please ensure all small children are supervised by a parent or guardian when using the booth. The cameras are positioned to fit average size adults in the frame. Small children will not be centered in the photo frame unless held in the arms of an adult.

Events beyond our Control

SF Bay Photo Booth cannot be held responsible for circumstances that may prevent us from attending your event; these may include but are not limited to, severe weather conditions, traffic delays, breakdown of our vehicles, sickness or equipment failure. In the rare case that we cannot attend or fulfill your hire, due to events beyond our control, we will contact you or the venue as soon as possible. In these instances, our total liability will be limited to refunding all monies paid.

Set-up of Services

We normally arrive to set up approximately 30 minutes to 90 minutes before the hire period is due to commence. If you require the booth to be set up at an earlier time due to venue policies or other restrictions, idle time charge will apply.

It is your responsibility to ensure that the venue has agreed for us to be in attendance at the venue and at the agreed upon set-up time. This also includes ensuring that there is access to enter the venue, be cleared with any security restrictions, and have enough space (approx. 12'x12' area) available with a power outlet within a maximum 15 feet of where the services are to be located. If there is insufficient space for us to set up or we are unable to start setting up at the agreed upon time, you will still be charged the full hire amount .

It is your responsibility to inform us of any circumstances that may make the set up take longer, these may include but are not exhaustive to; going upstairs, a long distance from unloading area to set-up area, restricted access or limited parking. If we are not aware of these and the set-up takes longer than normal your hire period may be intruded into.

Hire Period

The hire period will be for a set period, typically a minimum of three hours, but as specified in the booking form and as agreed by both parties before. In addition to the hire period, we normally allot 60 - 120 minute setup time and 30 minute tear down time. Use of the booth will commence at the agreed time and finish at the agreed time in the booking form. In the rare event of prolonged technical difficulties, during the hire period, we will make every attempt to provide full the agreed upon service period, once any technological problems are rectified. Attendants may be required to periodically pause photo booth services to replenish photo printer paper or reset the software during an event. These are standard for all photo booth rentals.

If your event simply starts late, or runs late, our period of hire will still be for the agreed upon times and an additional fee will be charged for any overtime.

Wi-Fi Access

A stable Wi-Fi connection with a minimum of 5 mbps connection speed is required for many of the services we provide including but not limited to social media sharing, MMS/Text sharing, email sharing, and technical support assistance for our photo booth attendants. We cannot be held responsible for technical problems where Wi-fi access is unavailable or of poor quality.

Liability

Client agrees to, and understands the following:

a) Client will indemnify provider against any and all liability related to Client's Event during or after the Client's event. Client will indemnify Provider from the time of service and on into the future, against any liability associated with Client's event.

b) Client will indemnify Provider against any and all liability associated with the use of pictures taken within the Photo Booth its representatives, employees or affiliates at Client's Event.

Our maximum liability for any event is the total of all monies paid for the hire period.

Termination of Hire

Sf Bay Photo Booth will not tolerate any abusive or threatening behavior to our employees. If unruly or overly intoxicated guests argue with or refuse to follow the attendants directions when using our photobooth, Sf Bay Photo Booth retains the right to terminate the hire, with no refund payable. We are providing a service to you and we ask that our staff be treated in a courteous manner by your guests.

Sf Bay Photo Booth also retain the right to terminate a hire if they feel that any equipment or property belonging to Sf Bay Photo Booth is in danger of being damaged or has been damaged due to unruly behavior from any overly intoxicated guests.

We also reserve the right to refuse guests to participate in the booth activities if we feel they are too unruly or overly intoxicated. Young children must be supervised by a parent or other responsible adult (other than the attendant). For their safety, unattended children and not permitted to loiter at the photo booth.

In any instances where we feel there is a need to terminate the hire, we will attempt to speak with you or the hosting venue first, if practical, to try to resolve the matter before termination of services.

You will be fully responsible for any damages caused by you or any guests at the event, to the booth, printer, or other equipment. The client will also be responsible for the full replacement cost of any props that are broken by deliberate acts (ie: beating on objects, etc.) or removal from the booth area and cannot be relocated by the end of the hire period.

Should a booth, printer, etc be damaged and is unable to used for future booked events you may be liable for the period of time where the booth is being repaired or replaced.