Terms and Conditions of Business and Hire (Revision October 2019) 1. General 1.1. Terms and Conditions of Photo Booth Hire (“Terms”) 1.2. These are the terms of use for Andy Collins Events Limited T/A iBooths (“us/we/our”) which applies to all hire of our products (“Products”) through our Website at www.ibooths.co.uk (“Site”). 1.3. If you do not agree to these Terms, please refrain from using our Site and or Services.1.4. We reserve the right to amend these Terms from time to time and will post a message on our homepage along with the new version of the Terms if that happens or email to alert you to our new terms. Your continued use of the site and services will be deemed to be acceptance of any new terms. 2. Who We Are 2.1. Andy Collins Events LTD trading as iBooths Photo Booths company registered in England and Wales with company number : 11271853 2.2. Our registered address is Registered office address : 38-42 Newport Street, Swindon, Wiltshire, United Kingdom, SN1 3DR 3. Products 3.1. All Products shown on our Site are subject to availability. The images of the Products on our Site are for illustrative purposes only and may vary slightly from those images due to stock rotation and continuous improvements to our range. We reserve the right to provide an alternative booth of equal or better features and or performance. 3.2. Some of the booth features are only available where Wi-Fi is available. We cannot or give any guarantees or assurances that all or any individual additional features will be available at your event. 3.3. We will endeavour to provide a backdrop that the client has chosen, however we reserve the right to substitute the backdrop for an alternative if necessary. 3.4. If the hired equipment booked becomes unavailable for any reason we may offer you an alternative product. You may decline the offer of the alternative, we will refund all monies paid should you wish to cancel your agreement. You will not be subject to any cancellation charges should this situation occur. If the alternative product fee differ from the original hired product then we will upgrade free of charge or downgrade and refund the difference. No other compensation will be offered. 4. Children & Minors 4.1. We welcome all ages. However we insist that children, minors and vulnerable adults are accompanied by a responsible person of consent at all times whilst using the booth. Children and minors who are unattended will not be permitted to use the booth as they are under the age of legal age to agree to the terms of release of GDPR consent 4.2. The props are fun and colourful which attracts young attention. Please ensure that children are fully supervised and props remain with the booth for everyone's enjoyment to use at the booth. Persons found encouraging children to take the props will be charged £8 per item. 4.3. With the exception of guests with disabilities, our booths have been adapted and are not suited for small children. They may require elevation. We do not supply anything that children can stand on and parents / guardians letting children stand on chairs etc do so at their own risk. 4.4. Andy Collins Events Limited T/A iBooths accept no responsibility for injury whist using our products unsupervised or kept under control. 5. Printing and Additional Features Open Booth / Enclosed Booth / Magic Mirror / Retro Mirror / Selfie Wizard 5.1. The open, enclosed and magic mirror and retro mirror booths use DLSR cameras and print directly on site. (The selfie wizard and the social media booth offer printing as an additional purchase option) 5.2. Unless specified on the contract we will supply 1 print per visit. 5.3. We reserve the right to offer additional prints / keyrings and other promotional items at an additional cost to the persons using our services as an additional purchase item. 5.4. Unlimited photo options include up to 8 prints per visit. 5.5. Wi-Fi availability, no reassurances are given that all or any social media and or email features will be available. 5.6. Activating the social media platforms will hold up the line whilst users log in to their social media accounts. 5.7. iBooths will not accept any liability or responsibility for users actions using any of the social media features and do so at their own risk. iBooths also accept no responsibility for any images that are uploaded to social media and end up in public domain. Photo Media Booths 5.8. The Photo Media Booth is designed for sending images directly to the users social media, instagram, e-mail or iMessage therefore does not offer instant printing unless otherwise specified on the contract.5.10. We will send you the digital copies within 10 days after the event date via a digital file transfer service.5.11. The photo media booth relies solely on Wi-Fi availability. iBooths equipment is fitted with a mobile internet router, however we do not guarantee that we will be able to connect to the Three network. We cannot guarantee that the service will be available or make no assurances that the service may be interrupted or terminated during the hire period. Should there be no accessible internet connection available then the images will automatically be saved and if possible posted upon re-connection. No competence or refunds will be offered or agreed upon for loss of or access to mobile internet or venues wi-fi. Additional Prints 5.9. Unless unlimited prints have been added to the package, we reserve the right to sell additional prints during the event at the current rate of £3.00 including vat per 6x4 print by credit / debit card and cash. This service will be available throughout the event as a service should guests wish to purchase further copies of the additional free print. 6. Our Contract with You 6.1. We require booking forms to be completed and returned electronically or physically in order to place and secure the booking. Bookings are only finalised when a signed agreement and initial payment has been received. 6.2. The issue of a contract does not constitute a booking or acknowledge any acceptance of booking 6.3. Bookings are secured only when a signed (digitally or physically) document has been received and acknowledged and the required booking fee has been received. Bookings are confirmed in writing. 6.4. Bookings can be made by other parties until clause 6.3. has been fulfilled and written confirmation sent to the client. 6.5. Bookings accepted by the company is deemed in good faith that all the information provided at the time of booking is correct. 7. Your Obligations 7.1. You are solely responsible for giving us (Andy Collins Events Limited T/A iBooths) the full and correct information in respect of any booking you make with us. Including notifying us of entertainment spaces or buildings separate from the main specified venue which you wish us to set up. No refunds will be given in part or full for services not being provided as a result of breach of our terms and conditions. Furthermore, it is your sole responsibility to ensure that you have read our terms and assured permission for our products to be used at your venue or location and that all the information regarding your venues location and access has been disclosed to us at the time of booking. All disclosed information given to us before the booking will be shown in the notes section of the contract. Please ensure that all disclosures have been entered and noted. We will not be responsible or liable for any non-performances for non or late disclosures. 7.2. We must be made aware at the time of booking of any abnormal access restrictions that may restrict reasonable access in to the venue. Examples of which but not limited to include, any obstacles preventing vehicle access to the set up area, vehicle height restrictions, gravel paths, uneven paths, steps, narrow doorways, slopes and steps. We will not be held responsible for any non-fulfilment of the contracted services as a result of such restrictions preventing us from delivering the equipment with reasonable. It is ultimately the decision of Andy Collins Events Limited and it's employees or representatives what is deemed reasonable without compromising safety to persons and property. 7.3. Any restrictions undisclosed may result in the non fulfilment of our services or, result in a delayed set up time. This will come out of the run-time and also result in an earlier finishing time to compensate the additional time 8. Access and Location 8.1. Due to the nature of the equipment and the weight, we do not carry equipment further distances than absolutely necessary. Therefore we will load and unload at the closest access point to the set up area without any exceptions. The access in to the venue must be clear of obstacles preventing vehicle access to the closest access point to the set up area. We must also be made aware at the time of booking or at the earliest moment of any abnormal access restrictions that may restrict reasonable access in to the venue. Examples of which but not limited to include, any obstacles preventing vehicle access to the set up area, vehicle height restrictions, gravel paths, uneven paths, steps, narrow doorways, slopes and steps. We will not be held responsible for any non-fulfilment of the contracted services as a result of such restrictions preventing us from delivering the equipment with reasonable. It is ultimately the decision of Andy Collins Events Limited and it's employees or representatives what is deemed reasonable without compromising safety to persons and property. 8.2. Due to the size, weight of our equipment, we do not carry equipment up or down stairs under any circumstances. All areas other then the ground floor must be accessible by a working elevator suitable for the cartridge of goods. No exceptions will be made. Please refrain from booking our services if stairs are the only means of access. 8.3. Our equipment is wheeled on trolleys, so the entry route to the set up area must be clear of obstacles, loose gravel, loose carpets or rugs, steps and narrow doorways. Please ensure that the equipment you hire is suitable for your chosen venue. All dimensions of our products can be found on our website or you may contact us for clarification. We will not be held responsible for non fulfilment of our services in the event we cannot gain access into the venue and or set up area. Any delays in setting up because of restricted access will come out of the run time. 8.4. It takes up to an hour to set up the photo booth, therefore we will arrive approximately 1 hour before the agreed start time. If there are any complications that are outside of our control that lead to a longer set up and break down time then this will come out of the run time. If the delay is a direct fault of the company then the run time will be extended to equal time lost in the delay. 8.5. We must be made aware of any restrictions that may prevent reasonable access in to the venue with a suitable parking space for a transit styled van within 50m of the venue. The area where we are expected to park our vehicle must be a well lit maintained area with a clear 2 metres of unloading space in addition to the vehicle length. 8.6. Vehicle parking facilities must be available at the venue or adjacent to the venue for the duration of the hire period plus set up and breakdown time. A parking space must be guaranteed and tariff free for the duration. Should a suitable parking space not be allocated, we will not begin to unload until such time a parking space become available. In any event any delay will come out of the run time without compensation. We will not be held liable for any non fulfilment of our services if a suitable parking space not be allocated in advance, a parking space not become available or in an unreasonable location being, but not limited to, a muddy field, unlit areas and venerable areas. 8.7. We agree that once unloaded and set up, we will, when appropriate move our vehicle(s) to another area with a suitable parking space for a transit styled van as set out in 8.4 8.8. The set up area must be under cover, watertight and stable solid ground. We also require access to a single standard UK power socket within 10 metres of the set up area.8.9. It is the responsibility of the client to ensure that the venue will accept the use and obtain permissions of the hired products on their premises. We will not be held liable for venue refusal to allow our services to be used. 8.9. The equipment will be set up in one location only as agreed on arrival and will not be moved once set up. If it must be removed once installed, this will inure a £60 fee which will become payable immediately. Any delays caused as a result will come out of the run time. 8.10. Due to the size of the backdrops, we do not always use backdrops. If there is a suitable wall or similar that we can use as a backdrop we will use that instead to maximise available space. Enclosed booths will have a white backdrop or green screen if purchased as an add on. Marquees and or Temporary Structures 8.12. We will unload and load at the closest access point directly in to the marquee. We cannot use a trolley across fields so we must be allowed direct access adjacent to the marquee/tipi 8.13. The ground leading to the marquee must be dry and easily accessible by a transit sized vehicle without any restrictions or obstacles preventing access to the marquee/tipi. 8.14. In the event of inclement weather a temporary road system must be installed leading directly to the marquee. We will not attempt to drive over a muddy field or area where there is an increased risk to our vehicles and or staff safety. 8.15. We do not use backdrops in marquees, we will use the wall of the marquee as the backdrop. You may wish to decorate the designated area. 9. No Implied Right Of Use 9.1. Whilst we appreciate offers of help and assistance, We are not insured against injury or liability to persons other than direct representatives of the company to carry our equipment under any circumstances. Any attempts to do so is strictly forbidden and we will not be liable for injury to persons or damage to property and may result in non performance. All damages costs and losses will be made against persons not complying with the request. 9.2. Where we set up the equipment and is unattended during idol times, the equipment must not be used, tampered with in any way. Tampering with the equipment could corrupt the software. We will not be held liable for any loss of images / templates / images for such actions. We will not be held liable for any loss of performance / hire times resulting in having to reset the equipment or total failure caused by third party interventions. 9.3. Whilst left unattended during idol time, the client is solely responsible for the equipment, and will be liable for damages / losses caused by third party intervention. 9.4. If unauthorised use of the booth is used during idol time, we reserve the right to charge £80+vat for every hour the booth is used regardless of how many times the booth is used within the hour. This will become payable immediately or we will adjust the hire period equalling to the additional charge time. 10. Fees, Price and Payment 10.1. Prices for hire of our Products are clearly stated on our Site in pounds sterling with and without VAT for the benefit of our business and private clients. All of our products include VAT at the current rate. Prices for hire of our Products may change from time to time, but price changes will not affect any booking which we have confirmed by official booking confirmation. 10.2. Travel fees are exempt for the first 40 miles, thereafter we charge a travel expenses fee of £1.00 per mile. Travel fees are clearly shown on the quote if the venue was disclosed and or on the contract and invoice. 10.3. A minimum £100 initial payment is required to confirm a Booking. As soon as the signed document is signed and the initial payment (deposit) is paid to us, we will reserve and secure your Date. A confirmation email will be sent upon receiving the initial payment. 10.4. The full balance of the Booking must be paid 14 days prior to the event Date along with any extra or additional costs that have been agreed on the booking agreement. We will send an email confirming the Date and venue location along with the invoice for the full balance of the Booking. It is your responsibility to ensure these details are correct. If you think any of the details are incorrect in this final confirmation email you must inform us as soon as possible. 10.5. While we do our very best to ensure that all prices on our Site are accurate, errors may occasionally occur. If we discover an error in the cost of booking our Products we will inform you as soon as possible and give you the option of re-booking at the correct price or cancelling the Booking without penalty. 10.6. We are under no obligation to provide any Products to you at an incorrect price, even after we have sent you a Booking confirmation if the pricing error is obvious and unmistakable and could have reasonably been recognised by you as a miss- pricing. 10.7. We will make every reasonable attempt to contact you when payments are due. However, if we are unable to contact you, we may treat the Booking as cancelled and or no longer required and a cancellation charge may apply as outlined below in 10.11 10.8. In the event of a charge-back being made at your request from your credit / debit card provider, we will instruct legal proceedings to recover the amount owed plus our incurred costs and interest at a rate of 8% above the bank of England base rate. Cancellation 10.9. If you want to cancel a confirmed Booking, you must do so in writing. Regretfully we cannot accept cancellations over the telephone. The cancellation charges you must pay shall be determined by reference to the table below and you must pay the charges within 20 working days of our invoice. Failure to do so may result in further costs added to recover the debt. 10.10. Cancellation charges • From booking date to 61 days before event date - Loss of initial payment • Less than 60 days notice prior to the event date - 90% of Total Package Price will become payable 10.11. The charges are applicable for the administration time and costs incurred when setting up the booking and taken in to account the likely hood of re-booking the date should a cancellation be made less than 60 days to the event date. We strongly advise event insurance in the unfortunate event of such cancellations. Whilst we sympathise with such circumstances that may lead to the result of such cancellation, we as a company still incur the usual costs and loss of income. There-fore regrettably the cancellation charges apply in all circumstances unless we are at fault. In which case, where we are at fault, a full refund including initial payments will be made in full to the client using the payment method originally used within 10 working days. This may take longer to reach your account when refunds are made on to your credit / debit card due to processing times outside of our control. Rearranging / reschedule the event date 10.12 We appreciate that there may be occasions where the event date will be moved / re-rescheduled. We will accommodate 1 rescheduled date move. This will incur a £50 administration fee cancelling and re-issuing the contract providing the following conditions are met: No previous request exists for the same booking being rescheduled. You agree to a re-booking fee of £50 and is made at the time of rescheduling We have 61 days notice or more prior to the event date. Rescheduling less than 60 days notice will be deemed as cancellation and the cancellation fees apply as clause 10.10 We have the date available. Notable dates such as but not limited to bank holidays / whole of December unless originally booked on any of these or similar notable dates will incur an additional fee. In the event that the original times or venue location is changed, this may incur an additional fee. 10.13. We reserve the right to cancel your Booking without liability to you and without any obligation to refund your initial or subsequent payments if: You do not pay us the balance of your Booking by the date due for such payment; We have reasonable grounds to believe that you may not pay us the balance of your Booking by the due date and we have requested you to explain the position and you have not done so satisfactorily; We discover, before you have paid the balance of your Booking, that you have deliberately concealed information, or deliberately given us incorrect information, about your Booking in circumstances where (if you had not done so) it would have been reasonably foreseeable that we would not have accepted your Booking; Where any of our employees has received threatening or abusive behaviour from you or anyone attending the event with respect to the Booking; We have reasonable grounds to believe that your behaviour or that of any third party is likely to result in damage to our Product or injury to people. We have reasonable grounds to believe the booking is fraudulent, credit card fraud or and money laundering. 10.14. If we cancel your Booking under any of the circumstances outlined above, the cancellation charges set out in the table above shall apply. We may at our discretion offer an early payment discount on a cancellation fee. This will only be offered for 14 days from the cancellation invoice date then thereafter the full cancellation fee will become payable to cover our further administration costs to recover the debt. If the debt remains unpaid then we will pass your details on to our solicitors to recover the monies owed plus costs through the legal system. 10.15. We reserve the right to sub-contract where deemed necessary to ensure that your event remains covered and we do not need to cancel your booking. We will only do this in exceptional circumstances to ensure your booking is fulfilled. You will not be expected to pay any additional costs. 11. Space & Power Requirements 11.1. The Client will arrange for an appropriate space to be made available for the hired equipment at the event venue. A minimum safe floor area of 3m x 2m is required for our photo booths. 11.2. The Client will ensure that an electricity supply comprising a single 13 amp socket located within 10m of the space designated by the client for the hired equipment. 12. PAT & PLI 12.1. iBooths operate safely without compromise. We hold a 10 million pounds public liability and our booth and associated equipment is regularly tested. Our PAT and PLI documents are available for download / view at https://wwwibooths.co.uk and via your client portal. it is the clients responsibility to ensure that the venue has seen / downloaded or requested these documents in advance of our arrival. We do not carry these documents and can only show them digitally if mobile date exists. 12.2. We will not be held responsible for non performance because the documents have not been asked for or obtained in advance of the hire date and the venue refuses iBooths to operate.12.3. Our insurance runs 12 months rota. We can not provide insurance documents until the existing document has expired. Upon expiry date, a new document will be available for download via the client portal. for example If a document expires 23.59, December 31st, a new document will only be available from 00.00 January 1st. If your event is being held on 1st January we can provide proof of insurance on arrival by electronic means. 13. Refreshments 13.1. The client agrees to provide our events staff with soft drinks during the hire period to remain hydrated. 13.2. To avoid disruption, the client agrees that our staff may request that soft drinks are added directly to the clients bar tab as and when required 14. Hire Period 14.1. The hire period is specifically noted on your contract with us. 14.2. Use of our Products and or services will start and end at the agreed times as stated on the contract. 14.3. We will arrive to set up approximately 1 hours prior to the specified start time of hire. If you require us to set up earlier than this then you must notify us at least 7 days before the Date. Additional charges may apply relating to idol time which are clearly displayed on the iBooths website and will be added to the invoice 14.4. Photo booth end time will not exceed 23.00 unless otherwise agreed and written on the contract. 14.5. Where we are at fault and late setting up - we will extend the hire period equalling to the lost time venue permission permitting otherwise we will refund the lost time pro-rata. 14.6. Any extension of service must be made in advance prior to the hire date. Additional hire time cannot be added at the time of hire. 15. Behaviour, Damage to our Equipment, Health and Safety of our Staff, Termination of Hire 15.1. The person named on the agreement, agrees that you are fully responsible for any damage to our products directly caused by you or your guests with respect to your booking. 15.2. In the event of rude or abusive behaviour by you and or your guests that affects the safety of our attendants and or the safe running of our equipment, and potential damage to our products including rudeness, intimidation or threats to our staff, we reserve the right to immediately cease the hire, including the use of the equipment and will immediately remove it from the event. In this instance the hire fee still remains payable in full and no competence will be offered. 15.3. If the attendant feels due to excess alcohol or unruly behaviour person(s) are unfit to use our products or services we reserve the right to refuse them access without prior warning. 15.4. We do not allow drinks / glassware in the vicinity of the booth area. In the event that liquid spillages in or in the vicinity of the products will result in immediate suspension of the services and products until the area is cleaned and secured. Repeated violations will result in the services and products being terminated and withdrawn without refunds in part or full. 16. The Service We Provide You 16.1. In the avoidance of doubt we will provide a photo booth service with a uniformed attendant which serves as entertainment for you and your guests who participate. 16.2. If applicable you will be sent all of the full size unbranded images via download within 14 days after your event. 16.3. If printed pictures are provided, we will provide as standard 1 print per visit. Wedding clients will receive a free guest book and an additional free print for the guest book per visit to the booth during the hire period. Should you require more than the standard number of prints per visit then this will be charged according to our tariff to cover our printing costs. Guest books are available for purchase for all other events. 16.4. We offer our clients free photo templates which are customised. Whilst we will take every care in creating the template we will not be held liable for any errors. We cannot change the template once we are on site, however we can provide a plain template. 16.5. We reserve the right to offer plain or generic templates. 16.6. The photo booth is intended and provided as entertainment and should not be relied upon or intended to be your primary source of event photos. 16.7. We reserve the right to withdraw our props at any time if they are being mistreated or you provide any of your own props 16.8. Events where we do not supply unlimited prints, we may at our digression offer to sell as a "service" of additional prints or full size pictures at your event for a nominal fee to cover our own expenses. This is not capitalism or exploiting your event. 16.9. All prop boxes purchased or provided free as add-ons are set and themed but items may vary. 16.10. Where you have purchased or received a free a guest book as an additional add-on, it is not our responsibility if any pictures are not placed in the guest book. Any damage to the guest book during the event is not our responsibility. Whilst we may assist with the use of the guest book, our priority is the smooth running and operation of the photo booth 17. Events beyond our Control 17.1. We will endeavour to attend any event that you have hired our Product for. Where circumstances make this impossible due to, but not limited to adverse weather conditions, traffic delays, accidents or road closures. We will contact you as early as possible and a full refund will be made. 17.2 We will not be held liable for any planned events such as but not limited to carnivals, street parties or road closures that have been planned and publicised around the vicinity of the event. We must be notified of such closures that prevents us from attending the event on time or delayed. We will not be held liable for late arrival or unable to attend unless we are at fault, then a full refund will be provided to the client. 17.3. We reserve the right to cancel any booking because of and not limited to adverse weather conditions, sudden road closures, unscheduled events, riots causing severe delays or unable to attend. In these exceptional circumstances a full refund will be provided to the client. 17.4. The service provider will not be held responsible for power outages or power failures caused by equipment, cables or generators not supplied by the service provider preventing partial or full performance. Electronic Failure 17.5. Should a camera or other electrical serious malfunction occur excluding a printer malfunction which prevents us from continuing to provide the service then we will offer a refund equal to the percentage time left to the hire fee less the travel costs which are not calculated in the refund.17.6 Refunds will be made to you via original payment method within 7 days from receiving your details for payment. 17.7. In the event of a printer error we will continue to operate the booth as normal. We will print all the images taken and place them into a guest book for you which will be posted to your address on file within 7 days of event and we will provide you with the digital full size prints and the customised template pictures within 14 days after the event via email. No compensation will be offered for such a failure however we will continue to do our up-most to rectify the issue on site. 18. Ownership of Data 18.1. Anyone who uses our services agrees to our terms and conditions that comply with GDPR 18.2.We shall not be responsible for any loss, damage or disclosure of Your Data caused by any third party. The Product supplied for the Booking will clearly display a statement that all images taken using our Product can be uploaded to our public online web gallery (unless a third party requests otherwise) and we are exempt from any liability with respect to publishing the images. 18.3. We are not responsible or liable for you or any third party uploading images taken by our Product to any social media platform either at your event or through accessing our public online web gallery. 19. Images Ownership 19.1. We retain sole ownership and all copyright of all digital images taken by our products and cameras. 19.2. Images taken by our Products during events may be used by us to assist with promoting our services. This may include printed publications as well as online images for the purposes of advertising, publicity, publication and or promotion. 20. Complaints Procedure 20.1. We hope that you thoroughly enjoy the service that we provide you. However should you be unsatisfied with any aspect of the service which we provide then of course we would like to hear from you. Most complaints can be rectified during the performance, so please do speak to the booth operator raising your concerns. If this is not possible, then please contact us in the first instance outlining the nature and facts of your complaint. Please note that we need to record the nature of your complaint, so we can only act on complaints in writing. We cannot in most circumstances deal with complaints over the telephone and we can only speak to the person named and signed the contract due to data protection laws. We cannot without your express written permission discuss any aspect of your booking with us to anyone else. Please write to us at Andy Collins Events LTD 33 Cunningham Road, Swindon, Wiltshire, SN2 1PR or email us at info@ibooths.co.uk . 20.2. We will acknowledge receipt of your complaint within 48 hours of receiving your complaint and will reply in detail within 21 days allowing us to conduct our own investigations and speak to our operatives. This does not affect your right to seek independent legal advise. However rare, we aim to resolve complaints quickly and amicably. 21. Changes to these Terms and Conditions and general 21.1. From time to time it may be necessary for iBooths to amend our terms of business. Therefore iBooths reserves the right to change these terms and conditions at any time without prior notice. 21.2. In the event that any changes are made, the revised terms and conditions shall be posted on the iBooths website immediately. Please check the latest information posted herein to inform yourself of any changes. 21.3. We (iBooths) shall not sell or share your personal information with any third party or use your email address for unsolicited mail, we may occasionally send you an email related to any relevant product offers. 22. Agreement 22.1. By entering this agreement you agree that you have read and understood in its entirety the terms and conditions and you agree that they will be adhered to in full. You also agree and understand that our terms and conditions are set out in accordance with our business and are there to protect you as a customer and us as a company and our staff. Any breach of the terms and conditions may result in the immediate termination of our services. If you do not agree with our terms of business, please do not sign the agreement, additionally if there is anything that you are unsure about and requires further clarification, please contact us before signing.
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Photo Booth Wiltshire
digital interactive FUN FOR EVENTS
© 2019 Andy Collins Events LTD trading as iBoorhs iBooths is a registered trade mark of Andy Collins Events Limited Company no 11271853 VAT No 291 9791 49
Contact us 0800 644 1986 info@iBooths.co.uk Our preferred contact is email as we can reply to you quickly and more comprehensively through email.
Coverage Areas We cover all areas of the UK however our main coverage area is around Wiltshire, Cotswolds, Gloucestershire, Oxfordshire, Hampshire, Surrey and surrounding areas. You can obtain a no obligation quote via our automated form which will calculate travel fees accurately before booking our services.
Payment Methods We accept all major credit and debit cards including amex online or telephone payments
Terms and Conditions 1. Terms and Conditions of Photo Booth Hire (“Terms”) 1.1. These are the terms of use for Andy Collins Events Limited T/A iBooths (“us/we/our”) which applies to all hire of our products (“Products”) through our Website at www.ibooths.co.uk (“Site”). 1.2. If you do not agree to these Terms, please refrain from using our Site and or Services. 1.3. We reserve the right to amend these Terms from time to time and will post a message on our homepage along with the new version of the Terms if that happens or email to alert you to our new terms. Your continued use of the site and services will be deemed to be acceptance of any new terms. 2. Who we are 2.1. Andy Collins Events LTD trading as iBooths Photo Booths company registered in England and Wales with company number : 11271853 2.2. Our registered address is Registered office address : 38-42 Newport Street, Swindon, Wiltshire, United Kingdom, SN1 3DR 3. Products 3.1 All Products shown on our Site are subject to availability. The images of the Products on our Site are for illustrative purposes only and may vary slightly from those images due to stock rotation and continuous improvements to our range. We reserve the right to provide an alternative booth of equal or better features and or performance. 3.2. Some of the booths features are only available where Wi-Fi is available. We cannot or give any guarantees or assurances that all or any individual additional features will be available at your event. 3.3 Due to the size of the backdrops, we do not always use backdrops. If there is a suitable wall or similar that we can use as a backdrop we will use that instead to maximise available space. Enclosed booths will have a white backdrop or green screen if purchased as an add on. 3.4 We will endeavour to provide a backdrop that the client has chosen, however we reserve the right to substitute the backdrop for an alternative. 3.5 The equipment will be set up in one location only as agreed on arrival and will not be moved once set up. 3.6 It takes up to an hour to set up the photo booth, therefore we will arrive approximately 1 hour before the agreed start time. If there are any complications that are outside of our control that lead to a longer set up and break down time then this will come out of the run time. 4. Children 4.1. We welcome all ages to take advantage of what our booths have to offer and have fun. However we insist that children are accompanied by a responsible adult at all times whilst using the booth. Children unattended will not be permitted to use the booth as they are under the age of legal age to agree to the terms of release of GDPR consent 4.2. The props are fun and colourful which attracts young attention. Please ensure that children are fully supervised and props remain with the booth for everyone's enjoyment to use at the booth. 4.3. With the exception of guests with disabilities, our booths have been adapted and are not suited for small children. They may require elevation. We do not supply anything that children can stand on and parents / guardians letting children stand on chairs etc do so at their own risk. 4.4. Andy Collins Events Limited T/A iBooths accept no responsibility for injury whist using our products unsupervised or kept under control. 5. Printing and Additional Features Open Booth / Enclosed Booth / Magic Mirror / Retro Mirror / Selfie Wizard 5.1. The open, enclosed and magic mirror and retro mirror booths use DLSR cameras and print directly on site. (The selfie wizard and the social media booth offer printing as an additional purchase option) 5.2. Unless specified on the contract we will supply 1 print per visit. 4.4. Wi-Fi availability, no reassurances are given that all or any social media and or email features will be available. 5.5. Activating the social media platforms will hold up the line whilst users log in to their social media accounts. 5.6. iBooths will not accept any liability or responsibility for users actions using any of the social media features and do so at their own risk. iBooths also accept no responsibility for any images that are uploaded to social media and end up in public domain. Photo Media Booths 5.7. The Photo Media Booth is designed for sending images directly to the users social media, instagram, e-mail or iMessage therefore does not offer instant printing unless otherwise specified on the contract. 5.8. We will send you the digital copies within 10 days after the event date via a digital file transfer service. 5.9. The photo media booth relies solely on Wi-Fi availability. iBooths equipment is fitted with a mobile internet router, however we do not guarantee that we will be able to connect to the Three network. We cannot guarantee that the service will be available or make no assurances that the service may be interrupted or terminated during the hire period. Should there be no accessible internet connection available then the images will automatically be saved and if possible posted upon re-connection. No competence or refunds will be offered or agreed upon for loss of or access to mobile internet or venues wi-fi. Additional Prints 5.10. Unless unlimited prints has been added to the package, we reserve the right to sell additional prints during the event at the current rate of £3.00 including vat per 6x4 print by credit / debit card and cash. This service will be available throughout the event as a service should guests wish to purchase further copies of the additional free print. 6. Our Contract with You 6.1. We require booking forms to be completed and returned electronically or physically in order to place the booking. 6.2. The issue of a contract does not constitute a booking or acknowledge any acceptance of booking 6.3. Bookings are secured only when a signed (digitally or physically) document has been received and acknowledged and the required booking fee has been received. Bookings are confirmed in writing. 6.4. Bookings can be made by other parties until clause 6.3. has been fulfilled and written confirmation sent to the client. 7. Your Obligations 7.1. You are responsible for giving us (Andy Collins Events Limited T/A iBooths) the full and correct information in respect of any booking you make with us. 7.2. We do not carry equipment further distances than absolutely necessary. Therefore we will load and unload at the closest access point to the set up area without any exceptions. 7.3. We must be made aware of any abnormal access restrictions that may restrict reasonable access in to the venue. Examples but not limited to obstacles preventing vehicle access to the closest door to the set up area, vehicle height restrictions, gravel paths, uneven paths, steps, narrow doorways, slopes and steps as an example. 7.4. Any restrictions undisclosed may result in the non fulfilment of our services or result in a delayed set up time, this will come out of the runtime and also result in an earlier finishing time to compensate. 8. Access and Location 8.1. It takes up to an hour to set up the photo booth, therefore we will arrive approximately 1 hour before the agreed start time. If there are any complications that are outside of our control that lead to a longer set up and break down time then this will come out of the run time. 8.2. The access in to the venue must be clear of obstacles preventing vehicle access to the closest access point to the set up area 8.3. We must be made aware of any restrictions that may prevent reasonable access in to the venue with a suitable parking space for a transit styled van within 50m of the venue. The area where we are expected to park our vehicle must be a well lit maintained area with a clear 2 metres of unloading space in addition to the vehicle length. 8.4. Vehicle parking facilities must be available at the venue for the duration of the hire period plus set up and breakdown time. A parking space must be guaranteed and tariff free for the duration. Should a suitable parking space not be allocated, we will not begin to unload until such time a parking space become available. In any event any delay will come out of the run time without compensation. We will not be held liable for any non fulfilment of our services if a suitable parking space not be allocated in advance and not become available. 8.5. We agree that once unloaded and set up, we will, when appropriate move our vehicle(s) to another area with a suitable parking space for a transit styled van within 50m of the venue. The area where we are expected to park our vehicle must be a well lit area 8.6. We will not carry equipment further than absolutely necessary. We will always use the closest access point 8.7. We do not carry equipment up or down stairs under any circumstances. Set up areas other then the ground floor must be accessible by a working elevator suitable for the cartridge of goods. No exceptions will be made. 8.8. Our equipment is wheeled, so the entry route to the set up area must be clear of obstacles, loose carpets or rugs, steps and narrow doorways. Please ensure that the equipment you hire is suitable. All dimensions of our products can be found on our website. We will not be held responsible in the event we cannot gain access into the set up area. Any delays in setting up because of restricted access will come out of the runtime. 8.9. The set up area must be under cover, watertight and access to a single standard UK power socket within 10 metres of the set up area 8.10. It is the responsibility of the client to ensure that the venue will accept the use and obtain permissions of the hired products on their premises. We will not be held liable for venue refusal to allow our services to be used. Marquees and or Temporary Structures 8.11. We will unload and load at the main entrance to the marquee so please endure the access is available 8.12. The ground leading to the marquee must be dry and easily accessible by a transit sized vehicle without any restrictions 8.13. In the event of inclement weather a temporary road system must be installed leading directly to the marquee. We will not attempt to drive over a muddy field or area where there is an increased risk to our vehicles and or staff safety. 9. Implied Right Of Use 9.1. We are not insured to allow anyone to assist in carrying or setting up company equipment. We will not allow anyone other than direct representatives of the company to carry our equipment under any circumstances. 10. Price and Payment 10.1. Prices for hire of our Products are clearly stated on our Site in pounds sterling with and without VAT for the benefit of our business and private clients. All of our products include VAT at the current rate. Prices for hire of our Products may change from time to time, but price changes will not affect any Booking which we have confirmed by email. 10.2. Travel fees are exempt for the first 40 miles, thereafter we charge a travel expenses fee of £1.00 per mile. Travel fees are clearly shown on the quote if the venue was disclosed and or on the contract and invoice. 10.3. A minimum £100 initial payment is required to confirm a Booking. As soon as the signed document is signed and the initial payment (deposit) is paid to us, we will reserve your Date. A confirmation email will be sent upon full payment of the initial payment. 10.4. The Product for hire will only be reserved once the signed agreement and deposit has been received from you. 10.5. The full balance of the Booking must be paid 14 days prior to the Date along with any extra costs that have been agreed. We will send an email confirming the Date and venue location along with the invoice for the full balance of the Booking. It is your responsibility to ensure these details are correct. If you think any of the details are incorrect in this final confirmation email you must inform us as soon as possible. 10.6. While we do our very best to ensure that all prices on our Site are accurate, errors may occasionally occur. If we discover an error in the cost of booking our Products we will inform you as soon as possible and give you the option of re-booking at the correct price or cancelling the Booking. 10.7. We are under no obligation to provide any Products to you at an incorrect price, even after we have sent you a Booking confirmation if the pricing error is obvious and unmistakable and could have reasonably been recognised by you as a miss-pricing. 10.8. If we are unable to contact you, we may treat the Booking as cancelled and a cancellation charge may apply as outlined below. 10.9. In the event of a charge-back being made at your request from your credit / debit card provider, we will instruct legal proceedings to recover the amount owed plus our incurred costs and interest at a rate of 8% above the bank of England base rate. 10.10. No refunds will be given in part or full for services not being provided as a result of breach of our terms and conditions. It is your sole responsibility to ensure that you have read our terms and assured permission for our products to be used at your venue or location and that all the information regarding your venues location and access has been disclosed to us at the time of booking. All disclosed information given to us before the booking will be shown in the notes section of the contract. Please ensure that all disclosures have been entered and noted. We will not be responsible or liable for any non performances for non or late disclosures. Cancellation 10.11. If you want to cancel a confirmed Booking, you must do so in writing. The cancellation charges you must pay shall be determined by reference to the table below and you must pay the charges within 20 working days of our invoice. Failure to do so may result in further costs added to recover the debt. Length of time before the hire Date 10.12. Cancellation charge • From booking to 61 days before event date - Loss of initial payment • Less than 60 days from event date - 90% of Total Package Price 10.13. The date of your event can be changed for £50 to cover our administration and design costs as long as we have been notified a minimum of 3 months from your hire date and as long as the new date requested is available. 10.14. We reserve the right to cancel your Booking without liability to you and without any obligation to refund your initial or subsequent payments if: • You do not pay us the balance of your Booking by the date due for such payment; • We have reasonable grounds to believe that you may not pay us the balance of your Booking by the due date and we have requested you to explain the position and you have not done so satisfactorily; • We discover, before you have paid the balance of your Booking, that you have deliberately concealed information, or deliberately given us incorrect information, about your Booking in circumstances where (if you had not done so) it would have been reasonably foreseeable that we would not have accepted your Booking; • Where any of our employees has received threatening or abusive behaviour from you or anyone attending the event with respect to the Booking; • We have reasonable grounds to believe that your behaviour or that of any third party is likely to result in damage to our Product or injury to people. 10.15. If we cancel your Booking under any of the circumstances above, the cancellation charges set out in the table above shall apply. We may at our discretion offer an early payment discount on a cancellation fee. This will only be offered for 14 days from the cancellation invoice date then thereafter the full cancellation fee will become payable to cover our further administration costs to recover the debt. If the debt remains unpaid then we will pass your details on to our solicitors to recover the monies owed plus costs. 10.16. If the hired equipment booked becomes unavailable for any reason we may offer you an alternative product. You may decline the offer of the alternative, we will refund all monies paid should you wish to cancel your agreement. You will not be subject to any cancellation charges should this situation occur. If the alternative product fee differ from the original hired product then we will upgrade free of charge or downgrade and refund the difference. No other compensation will be offered. 10.17. We reserve the right to sub-contract where deemed necessary to ensure that your event remains covered and we do not need to cancel your booking in exceptional circumstances. 11. Space & Power Requirements 11.1. The Client will arrange for an appropriate space to be made available for the hired equipment at the event venue. A minimum safe floor area of 3m x 2m is required for our photo booths. 11.2. The Client will ensure that an electricity supply comprising a single 13 amp socket located within 10m of the space designated by the client for the hired equipment. 12. PAT & PLI 12.1. iBooths operate safely. We hold a 10 million pounds public liability and our booth and associated equipment is regularly tested. Our PAT and PLI documents are available for download / view at https://wwwibooths.co.uk it is the clients responsibility to ensure that the venue has seen / downloaded or requested these documents in advance of our arrival. 12.2. We are an events company with many products out at various events daily, so our staff do not carry these documents on their person. We will not be held responsible for non performance because the documents have not been asked for or obtained in advance of the hire date and the venue refuses iBooths to operate. 12.3. Our documents can be found online at https://www.ibooths.co.uk please be aware that like all insurance policies, new documents will not be available until 00.01 after the expiry date of the current document. (EG, expiry date on the certificate is 31st May, a new certificate will be available from 00.01 on the 1st June the following year) 13. Refreshments 13.1. The client agrees to provide our events staff with soft drinks during the hire period to remain hydrated. 13.2. The client agrees that our staff may request that soft drinks are added directly to the clients bar bill as and when required 14. Hire Period 14.1. The hire period is specifically noted on your contract with us. 14.2. Use of our Products and or services will start and end at the agreed times as stated on the contract. 14.3. We will arrive to set up approximately 1 hours prior to the specified start time of hire. If you require us to set up earlier than this then you must notify us at least 7 days before the Date. Additional charges may apply relating to idol time which are clearly displayed on the iBooths website and will be added to the invoice. 14.4. Photo booth end time will not exceed 23.00 unless otherwise agreed and written on the contract. 14.5. Where we are at fault and late setting up - we will extend the hire period equalling to the lost time venue permission permitting. 14.6. Any extension of service must be made in advance prior to the hire date. Additional hire time cannot be added at the time of hire. 15. Behaviour, Damage to our Equipment, Health and Safety of our Staff, Termination of Hire 15.1. As the client, you agree that you are fully responsible for any damage to our products caused by you or your guests with respect to your booking. 15.2. In the event of rude or abusive behaviour by you and or your guests that affects the safety of our attendants and or the safe running of our equipment, and potential damage to our products including rudeness, intimidation or threats to our staff, we reserve the right to immediately cease the hire, including the use of the equipment and will immediately remove it from the event. In this instance the hire fee still remains payable in full and no competence will be offered 15.3. If the attendant feels due to excess alcohol or unruly behaviour person(s) are unfit to use our products or services we reserve the right to refuse them access without warning. 15.4. It is strictly forbidden to consume or hold food or liquids on or near our products and services. Should anyone be found concealing food or drink whist using our products, we may refuse individual(s) the use of our products during the hire period. 15.5. In the event that liquid spillages in or in the vicinity of the products will result in immediate suspension of the services and products until the area is cleaned and secured. Repeated violations will result in the services and products being terminated and withdrawn without refunds in part or full. 16. The Service We Provide You 16.1. In the avoidance of doubt we will provide a photo booth service with a uniformed attendant which serves as entertainment for you and your guests who participate. 16.2. If applicable you will be sent all of the full size unbranded images via download within 14 days after your event. 16.3. If printed pictures are provided, we will provide as standard 1 print per visit. Wedding clients will receive a free guest book and an additional free print for the guest book per visit to the booth during the hire period. Should you require more than the standard number of prints per visit then this will be charged according to our tariff to cover our printing costs. Guest books are available for purchase for all other events. 16.4. We offer our clients free photo templates are customised. Whilst we will take every care in creating the template we will not be held liable for any errors. We cannot change the template once we are on site, however we can provide a plain template. 16.5. We reserve the right to offer plain or generic templates. 16.6. The photo booth is intended and provided as entertainment and should not be relied upon or intended to be your primary source of event photos. 16.7. We reserve the right to withdraw our props if they are being mistreated or you provide any of your own props 16.8. Events where we do not supply unlimited prints, we may at our digression offer to sell as a "service" of additional prints or full size pictures at your event for a nominal fee to cover our own expenses. This is not capitalism or exploiting your event. 16.9. All prop boxes purchased or provided free as add-ons are set and themed but items may vary. 16.10. Where you have purchased or received a free a guest book as an additional add-on, it is not our responsibility if any pictures are not placed in the guest book. Any damage to the guest book during the event is not our responsibility. Whilst we may assist with the use of the guest book, our priority is the smooth running and operation of the photo booth 17. Events beyond our Control 17.1. We will endeavour to attend any event that you have hired our Product for. Where circumstances make this impossible due to, but not limited to adverse weather conditions, traffic delays or road closures. We will contact you as early as possible and a full refund will be made. Exclusions include but not limited to any planned events or road closures that prevents us from attending the event in a timely manor or at all. In these instances unless we have been notified in advance then we will not be held liable for late arrival or unable to attend at all. 17.2. We reserve the right to cancel any Booking because of and not limited to adverse weather conditions, road closures, unscheduled events causing severe delays. 17.3 The service provider will not be held responsible nor is it the service provider’s responsibility for power outages or power failures caused by equipment, cables or generators not supplied by the service provider preventing partial or full performance. Electronic Failure 17.4. In the event of a printer error we will continue to operate the booth as normal and we will provide you with the digital full size prints and the customised template pictures within 14 days after the event via email notification to download your images. No compensation will be offered for such a failure however we will do our up-most to rectify the issue on site. 17.5. Should a camera or other electrical malfunction excluding a printer malfunction occur preventing us from continuing to provide the service then we will offer a refund equal to the percentage time left to the hire fee less the travel costs which are not calculated in the refund. 17.6 Refunds will be made to you via original payment method within 7 days from receiving your details for payment. 18. Ownership of Data 18.1. Anyone who uses our services agrees to our terms and conditions that comply with GDPR 18.2.We shall not be responsible for any loss, damage or disclosure of Your Data caused by any third party. The Product supplied for the Booking will clearly display a statement that all images taken using our Product can be uploaded to our public online web gallery (unless a third party requests otherwise) and we are exempt from any liability with respect to publishing the images. 18.3. We are not responsible or liable for you or any third party uploading images taken by our Product to any social media platform either at your event or through accessing our public online web gallery. 19. Images Ownership 19.1. We retain sole ownership and all copyright of all digital images taken by our products and cameras. 19.2. Images taken by our Products during events may be used by us to assist with promoting our services. This may included printed publications as well as online images for the purposes of advertising, publicity, publication and or promotion. In addition, users of our products hereby release, discharge and agree to save harmless Andy Collins Events Limited trading as iBooths Interactive, from any liability, that may occur or be produced in the taking of said picture or in any subsequent processing thereof, as well as any publication thereof, including without limitation any claims for libel or invasion of privacy. . 20. Complaints Procedure 20.1. We hope that you thoroughly enjoy the service that we provide you. However should you be unsatisfied with any aspect of the service which we provide then of course we would like to hear from you. Most complaints can be rectified during the performance, so please do speak to the booth operator raising your concerns. If this is not possible, then please contact us in the first instance outlining the nature and facts of your complaint. Please note that we need to record the nature of your complaint, so we can only act on complaints in writing. We cannot in most circumstances deal with complaints over the telephone and we can only speak to the person named and signed the contract due to data protection laws. We cannot without your express written permission discuss any aspect of your booking with us to anyone else. Please write to us at Andy Collins Events LTD 33 Cunningham Road, Swindon, Wiltshire, SN2 1PR or email us at info@ibooths.co.uk . 20.2. We will acknowledge receipt of your complaint within 48 hours of receiving your complaint and will reply in detail within 21 days allowing us to conduct our own investigations and speak to our operatives. This does not affect your right to seek independent legal advise. However however rare, we aim to resolve complaints amicably. 21. Changes to these Terms and Conditions and general 21.1. From time to time it may be necessary for iBooths to amend our terms of business. Therefore iBooths reserves the right to change these terms and conditions at any time without prior notice. 21.2. In the event that any changes are made, the revised terms and conditions shall be posted on the iBooths website immediately. Please check the latest information posted herein to inform yourself of any changes. 21.3. We (iBooths) shall not sell or share your personal information with any third party or use your email address for unsolicited mail, we may occasionally send you an email related to any relevant product offers. 22. Agreement 22.1. By entering this agreement you agree that you have read and understood in its entirety the terms and conditions and you agree that they will be adhered to in full. You also agree and understand that our terms and conditions are set out in accordance with our business and are there to protect you as a customer and us as a company and our staff. Any breach of the terms and conditions may result in the immediate termination of our services. If you do not agree with our terms of business, please do not sign the agreement, additionally if there is anything that you are unsure about and requires further clarification, please contact us before signing.
Photo Booth Wiltshire
digital interactive FUN FOR EVENTS
© 2019 Andy Collins Events LTD trading as iBoorhs iBooths is a registered trade mark of Andy Collins Events Limited Company no 11271853 VAT No 291 9791 49
Contact us 0800 644 1986 info@iBooths.co.uk Our preferred contact is email as we can reply to you quickly and more comprehensively through email.
Coverage Areas We cover all areas of the UK however our main coverage area is around Wiltshire, Cotswolds, Gloucestershire, Oxfordshire, Hampshire, Surrey and surrounding areas. You can obtain a no obligation quote via our automated form which will calculate travel fees accurately before booking our services.
Payment Methods We accept all major credit and debit cards including amex online or telephone payments