Terms & Conditions

General Terms

The following websites are operated by Photobooth LAB: www.midlandsphotobooths.co.za, www.durbanphotobooths.co.za and www.retrobooth.co.za. These Terms & Conditions apply to any booking made through any of these websites.

1. Introduction & Acceptance

These Terms & Conditions apply to all bookings for Photobooth LAB’s services, including the Photobooth, SPIN360, and Instant Printing Kiosk. Payment of the booking retainer fee constitutes acceptance of the quotation, these Terms & Conditions, and any event-specific requirements communicated by Photobooth LAB to the client.

2. Bookings, Payments, Cancellations & Refunds

The booking retainer fee is a non-refundable and non-transferable 50% fee, charged and deducted from the final invoice. This booking retainer fee reserves, secures, and confirms your event date. Should you cancel, change your date, or postpone your booking, this fee will be forfeited. All cancellations must be submitted to Photobooth LAB in writing.

A cancellation fee will be charged according to how far in advance of the event date the cancellation is received:

1. More than 30 days before the event: 50% cancellation fee of the total invoice amount. Your booking retainer fee will be considered the cancellation fee.
2. Between 15 and 29 days before the event: 50% cancellation fee of the total invoice amount.
3. Between 8 and 14 days before the event: 75% cancellation fee of the total invoice amount.
4. 7 days or fewer before the event: 100% cancellation fee of the total invoice amount. No refund will be due.

Should Photobooth LAB be unable to fulfil the booking due to unforeseen circumstances, the client will be offered either a full refund or an alternative booking date at no additional cost.

All packages are based on consecutive hours only. All bookings must be paid in full 14 (fourteen) days prior to the booking date.

3. Travel Fees & Accommodation

Photobooth LAB reserves the right to charge for travel. Travel outside our standard service zones will be charged at R7.00 per km. Should our teams require undercover or paid parking, a validated parking ticket is to be provided to the operator.

Fuel Price Adjustments: Travel fees are calculated using fuel prices at the time of quoting. Should the price of fuel (petrol or diesel) increase between the date of your quote or booking confirmation and the date of your event, Photobooth LAB reserves the right to adjust, add to or amend the travel fees payable, including the per-km rate. Any adjustment will reflect the increase in fuel costs, will be communicated to you in writing before your event, and will be added to your final invoice.

Should you change your venue after confirming your booking, additional travel charges may apply and will be added to your final invoice.

Photobooth LAB reserves the right to request accommodation for certain venues, or where a travel risk is imposed on our staff. Accommodation is required where the booking end time is after 10pm, and is at the account of the client. Accommodation must be a minimum of 3-star graded and located no more than 5km from the venue; should the client wish for Photobooth LAB to book its own accommodation, this cost will be added to the final invoice. For certain KZN venues, we require accommodation onsite, at the venue — please chat to us in this regard.

4. Venue Requirements & Setup

Additional setup fees may be charged depending on the venue and its accessibility, including but not limited to ease of access for supplier entrance, stairs, extended loading time, paperwork, induction times, and security checks.

It is the responsibility of the venue to provide stable electricity/power. Photobooth LAB is not responsible for loadshedding or electrical faults related to the venue’s power source, and the client may not claim non-rendering of services on this basis; the client will hold the venue responsible for providing an alternative power solution. No additional time or refunds will be given due to non-rendering of services caused by power issues.

Food, alcohol, and beverages may not be consumed or brought into the Photobooth, SPIN360, or Instant Printing Kiosk area. All food and drink must be left on the props table before entering the setup area.

4.1 Photobooth

It is the responsibility of the client to ensure that an area of approximately 3m x 3m is allocated at the venue, and that sufficient space is available at the time of arrival. Photobooth LAB and any operator will not be held liable for non-rendering of services due to failure of the above. A working plug point is required within 5m of the setup area.

We advise setting up away from walkways and high-traffic zones, and not near the bar, dance floor, buffet, or eating stations.

Backdrops are allocated on a first-come, first-served basis; please note your backdrop choice on your booking form to avoid disappointment. A complimentary luxury backdrop is included with any Photobooth package; Photobooth LAB reserves the right to charge a fee of R500.00 for a backdrop where the selected package is on a promotion or competition basis.

4.2 SPIN360

It is the responsibility of the client to ensure that an area of no less than 3m x 3m is allocated at the venue, and that sufficient space is available at the time of arrival. Photobooth LAB will not be held liable for partial or non-rendering of services due to insufficient space for safe operation of the SPIN360.

We advise setting up away from walkways and high-traffic zones, and not near the bar, dance floor, buffet, or eating stations.

The SPIN360 has a weight limitation: only 2 (two) persons are permitted on the platform at any time. Jumping and excessive foot movement will cause stability issues in the final video. Our staff are trained to advise guests of this before use.

4.3 Instant Printing Kiosk

It is the responsibility of the client to ensure that an area of approximately 2m x 2m is allocated at the venue, and that sufficient space is available at the time of arrival. A working plug point is required within 5m of the setup area. Full terms for the Instant Printing Kiosk are set out under 8. Instant Printing Kiosk.

5. Set Up, Arrival & Timing

Our team will set up the Photobooth, SPIN360, or Instant Printing Kiosk within 1 (one) hour prior to the booked start time stated on the booking form — not the start time of the event itself.

Should you require setup more than 1 (one) hour in advance, early setup fees apply and will be added to the final invoice, charged per hour or part thereof. We allow a maximum of 2 (two) hours for early setup.

Please ensure a point of contact is allocated who is aware of the intended location for setup. Once equipment has been set up, we are unable to relocate it. Photobooth LAB reserves the right to charge an additional fee where setup requires additional time, including for venues with stairs, extended loading times, difficult access, or delayed access due to paperwork or safety inductions.

6. Outdoor Events & Weather Conditions

The Photobooth and SPIN360 can be used both indoors and outdoors. Due to changes in outdoor lighting conditions, Photobooth LAB cannot guarantee constant lighting, and exposure may differ depending on sun, cloud, or shaded areas. Please choose your setup area carefully, or discuss options with us in advance. Photobooth LAB will not be held liable for inconsistent lighting where setup is outdoors.

Physical backdrops are for indoor bookings only and require a setup space of 3m x 3m. For outdoor Photobooth bookings, a physical backdrop is not provided.

The Instant Printing Kiosk can be used indoors and outdoors. For outdoor setup of the Photobooth or Kiosk, the client must provide an umbrella or gazebo for shelter, from direct sunlight or dew. This must be discussed with us prior to the event. We require a flat, sturdy, dry surface; should the ground be uneven, slanted, wet, or stony, Photobooth LAB reserves the right to refuse setup.

Where the Client requests or requires Photobooth LAB’s services and equipment to be positioned outdoors at an event, the Client acknowledges that Photobooth LAB’s equipment, including electrical components and wooden Retro equipment, must be adequately protected from adverse weather conditions.

In the event of rain, or where weather conditions are reasonably expected to pose a risk of damage to the equipment, an umbrella, open-sided gazebo, marquee or similar structure will not be considered sufficient protection. Photobooth LAB reserves the sole discretion to determine whether the proposed outdoor location provides adequate protection for its equipment.

Where weather conditions present a reasonable risk to the safety or integrity of the equipment, Photobooth LAB reserves the right to require that the equipment be relocated to a suitable indoor or fully weather-protected alternative location.

Should no suitable indoor or adequately protected alternative location be available, Photobooth LAB reserves the right to suspend or, where necessary, cancel the rendering of the services for the affected period. In such circumstances, Photobooth LAB shall not be held liable for any failure or inability to render the services resulting from adverse weather conditions or the Client’s inability to provide a suitable protected location.

The Client acknowledges that this provision is necessary to protect Photobooth LAB’s equipment from potential water damage, electrical hazards and other weather-related damage, and to ensure the safety of guests, staff and equipment.

7. Equipment Damage & Technical Issues

Our team takes all reasonable precautions to protect our equipment and your guests. Should any guest, or anyone directly or indirectly associated with the function, damage — with or without intent — the Photobooth, printer, props, backdrops, Instant Printing Kiosk, Kiosk Sharing Station, or any other equipment supplied by Photobooth LAB, the client will be liable for the cost of repair or replacement. Backdrops are washable; however, if stained, they must be replaced. This fee is due within 5 days of the date of damage.

Should any guest damage — with or without intent — the SPIN360 base and mechanism, LED lights, mobile camera, props, battery packs, rotating arm, Kiosk Sharing Station, or any other equipment supplied by Photobooth LAB, the client will be liable for the full cost of repair or replacement.

In the unlikely event that our printer experiences technical difficulties, prints will be completed within 5 (five) working days of the booking date, and arrangements will be made to ensure the client receives them.

The client is liable for the cost of repair or replacement of the Instant Printing Kiosk or Kiosk Sharing Station if damaged by a guest, with or without intent.

8. Instant Printing Kiosk — Full Terms

This section sets out the complete terms governing the Instant Printing Kiosk.

Space & Power

• An area of approximately 2m x 2m must be available at the venue.
• A working plug point is required within 5m of the setup area.

Connectivity

• The Instant Printing Kiosk requires a stable internet connection with a minimum speed of 5mbps.
• Photobooth LAB’s default connection is provided via our service provider, Vodacom.
• Where the venue has non-guest WiFi available, the Kiosk will be connected to this to ensure stable connectivity.
• Photobooth LAB will not be held responsible for a lack of, or insufficient, network availability.

Indoor & Outdoor Use

• The Kiosk can be used indoors and outdoors.
• For outdoor setup, the client must provide adequate shelter (an umbrella or gazebo) to protect the Kiosk from direct sunlight and dew, and this must be discussed with Photobooth LAB prior to the event.
• Photobooth LAB reserves the right to refuse setup on an uneven, slanted, wet, stony, or otherwise unsuitable surface, or in any other unfavourable location.

How It Works

• Guests are responsible for taking photos on their own mobile device.
• The operator at your event is responsible for ensuring guest photos are uploaded and printed; the operator will not assist in taking photos.
• Unused prints are non-refundable/transferable and will not be credited or compensated.

9. Miscellaneous

Unused Hours

All hours included the booked package are allocated specifically to the Client’s event and must be utilised within the agreed booking period. Any unused hours, whether due to but not limited to, late commencement, early completion, changes to the event schedule or any other reason, shall be forfeited and are strictly non-refundable and non-creditable.

Unused Quota-based Print Packages

All prints included in the booked package are allocated specifically to the Client’s event and must be utilised during the agreed booking period. Any unused portion of the allocated print quota, whether due to but not limited to, lower guest usage, early completion of the event, changes to the event schedule, insufficient guest participation or any other reason, shall be forfeited and shall not be refundable, transferable or redeemable for cash or credit.

Unused or remaining prints may not be carried over to another event, transferred to another booking or exchanged for alternative products or services. The Client shall not be entitled to any refund, credit, compensation or other consideration for any portion of the allocated print quota that remains unused at the conclusion of the event.

Alcohol & Supervision

• Photobooth LAB reserves the right to refuse service to intoxicated individuals, aggressive guests, or anyone engaging in unsafe or inappropriate conduct.
• Children under the age of 12 must be supervised by a responsible adult at all times. Photobooth LAB accepts no responsibility for injury or damage resulting from unsupervised children, and reserves the right not to photograph a child under 12 without adult supervision and consent.

Artwork & Templates

• Two (2) changes to your pre-designed template are included; a fee of R250.00 per change applies thereafter.
• Custom-designed templates (e.g. based on your RSVP or wedding invitation) are charged at R250.00 per template, with two (2) changes included.
• Should you, the client, choose to design your own template/artwork for any of our services, the onus is on you, the client, to ensure that our guidelines have been followed, spelling is correct and it is sent to us in the correct format. Photobooth LAB will not be held liable for any errors that result in but not limited to poor printing, errors or not following brand CI.
• Photobooth LAB charges a standard fee of R250 should this artwork need to be adjusted/edited in any way.

Postcards

One (1) postcard is printed per session as standard. Additional postcard prints incur a fee. Please enquire with us about this pricing.

AI Technology

We offer AI background removal (Intelligent Green Screen) with a choice of digital backgrounds, replacing a physical backdrop for Photobooth Packages. Please discuss this option with us in advance. It is the responsibility of the client to provide a full high-resolution image of the background they wish to use.

Venue Packages

Venue-Dedicated Packages are specially structured packages negotiated for use at specific venues and are subject to the terms and inclusions applicable to that venue.

No Substitutions or Price Adjustments: Venue-Dedicated Packages are fixed packages and do not permit substitutions, alterations, exchanges or pricing adjustments to the advertised inclusions, regardless of whether certain items or services are not required by the Client.

Unused Hours: All hours included in a Venue-Dedicated Package are allocated specifically to the Client’s event and must be utilised within the agreed booking period. Any unused hours, whether due to late commencement, early completion, changes to the event schedule or any other reason, shall be forfeited and are strictly non-refundable and non-creditable.

Change of Venue: Should the Client change the venue after the booking has been confirmed, the Venue-Dedicated Package may no longer apply. Photobooth LAB reserves the right to reassess the package and apply any additional charges reasonably applicable to the new venue, including, but not limited to, additional travel, setup, operating or logistical costs.

Complimentary Items and Inclusions: Any items or services provided as complimentary inclusions within a Venue-Dedicated Package, including but not limited to magnets, idle hours, memory boxes or other promotional or complimentary items, have no cash or credit value and are provided solely as part of the package offering. Such complimentary inclusions cannot be exchanged, substituted, redeemed for cash, credited against the package price or carried over to another event.

The Client shall not be entitled to any refund, credit, replacement, compensation or other consideration for any package inclusion, complimentary item, allocated hour or service that remains unused, unclaimed or is not required by the Client.

10. SPIN360 Add-Ons

Photobooth LAB allows for laminated vinyl branding on the base of the SPIN360. While this product is laminated, Photobooth LAB is not responsible for damage to the vinyl caused by any guest or customer. This is an additional charge, available only for bookings of 5 hours or more, and requires a lead time of 10 working days from the date payment is received.

Custom-designed end-stinger videos are available at an additional charge. Where not requested, the standard Photobooth LAB end stinger will be used on the video.

Backdrops are not included in the SPIN360 packages. These can be added on to your booking and will be charged for.

11. Content Delivery

SPIN360: A WiFi or cellular connection is required for guests to receive their shared video immediately. Where there is no or insufficient WiFi/cell reception at the venue, videos will be sent once the device reaches our offices. A digital link to all videos will be sent to the client within 7 days of the event.

Photobooth: Digital photostrips or postcards are delivered free of charge via a digital link within 7 days of the event.

Instant Printing Kiosk: Digital postcards of the filter applied / branded photos are delivered free of charge via a digital link within 7 days of the event. Should you want the original photos, a fee of R295 applies and will be delivered via WeTransfer within 7 days after your event.

Originals: A fee of R295.00 applies if you would like the original individual photos from the booth, delivered via WeTransfer within 7 days after your event.

12. Data & Privacy

By participating in any Photobooth LAB service, guests consent to being photographed, filmed, or recorded. Client booking information is stored securely and handled responsibly; Photobooth LAB will never sell or share personal information without consent, unless required by law.

Should the client not wish for their photos, or photos of their guests, to be used for advertising, this must be conveyed to Photobooth LAB in writing before the event.

The Instant Printing Kiosk’s software has integrated AI technology to convert and generate AI-styled filters. By uploading or using this service, the client agrees that guest images may be sent to third-party providers for filtering, and the client signs this agreement on behalf of all guests.

13. Meals & Operator Breaks

A meal and a soft drink should be provided for the operating team; Photobooth LAB will confirm how many operators will attend your event. Should the booking duration exceed 5 consecutive hours, a mandatory break for the operator is required. This is to be discussed and agreed upon when securing your booking.

14. Client Delays & Event Overruns

The Photobooth LAB team will arrive at the agreed time and remain in operation for the duration of the pre-booked time. Delays caused by the venue or gaining access to it, inadequate setup space, uncertainty over equipment placement, event scheduling changes or delays, speeches running over time, or any other circumstances beyond our control do not automatically extend the duration of the booking.

Additional time may be added on the night at the rate agreed on the booking form; the additional hour is to be paid in cash to the operator.

15. Force Majeure

Photobooth LAB will not be liable for any delay, interruption, or failure to perform its obligations arising from circumstances beyond its reasonable control, including but not limited to: travel delays due to traffic or accidents, natural disasters, government restrictions, civil unrest, pandemics, utility failures, and extreme weather.

16. Acknowledgement & Acceptance

By paying the required 50% booking retainer fee, accepting a quotation, completing and returning the booking form, making payment for any service from Photobooth LAB, or otherwise proceeding with a booking, the client acknowledges and agrees that:

• They have read and understood these Terms & Conditions;
• They have had the opportunity to ask questions regarding any provision contained herein;
• They accept and agree to be bound by these Terms & Conditions in their entirety; and
• These Terms & Conditions form part of the agreement between the client and Photobooth LAB.

No physical or electronic signature is required for these Terms & Conditions to become binding once a booking retainer fee has been paid.