Terms and Conditions

Blue Fin Events Limited (Trading as Party Pics Photo Booths) – Terms and Conditions of Hire

The terms and contract below will set an agreement between the Hire Provider and the Customer for the Hire of the equipment and services. This written contract is the full written intention for both parties and supersedes all other written/oral agreements between the Hire provider and the Customer.

The Hire Provider / Booking agent

– Party Pics Photo Booths ( Blue fin events)

The Customer

– The person, organisation or company booking the equipment for their event with the hire provider.

Hire Period

– Is the hire time that the Photobooth and or/ equipment hired will be operational .Operations may need to be interrupted for Maintenance (i.e. photo paper and development ink changes, which will be kept to a minimum).

The Equipment

– Consists of the item owned and delivered

Event Date and time

– Is the date and start time of the hire period.

Event Location

– Is the address and location where the provider will be set up the equipment ready for the hire period and idle period (if required).

Event Bookings

1. All equipment remains at all times, the property of the provider.

2. When placing an order either verbally or by electronic communication it is deemed that the customer has read, understood and fully agreed and is bound to the providers terms and conditions of hire.

3. For private events ( weddings / birthdays ) a booking will only be fully confirmed once a confirmed Booking fee(non-refundable) is received (Fees can vary, up/down depending on the Equipment Hired).

For corporate clients ( businesses / Schools etc) the booking is confirmed at time of Written confirmation to proceed. Written confirmation can be my email / or social media platforms . This Is due to often lengthy processes for Businesses to complete the invoice process.

Once a written request to reserve a booking for a particular date is confirmed , the booking is final and cancellations fees as outlined in our terms will apply.

It is the clients responsibility to ensure all adequate checks have been made with the venues / business to ensure event booking can proceed . Blue fin accept no liability if the booked equipment cannot be installed due to venue access restrictions such as steps , stairs, lifts , tight corridors.

We have full PAT tests and public liability

Venues with restricted access ( whether permanently or temporary) , or services out of order on the specific hire date ( such as lifts ) May restrict the delivery of hired items . In such instances the business will not be liable however we will try our best to offer alternative more appropriate equipment .

The vintage booths and Audio kiosks are heavy , large sized items so lifts may not be appropriate. If lift access is required for the venue please inform us of the entry door sizes and internal life sizes to prevent installation issues .

Our Full day packages secure you a delivery time before Midday on the booking date , with collection before Midday the following day. Please check with your venue this criteria can be met.

Payments

1. All equipment hire are subject to a booking deposit fee . Dependant on the time scale to the event date in relation the the booking made , full payment may be required .
These are non-refundable), Booking fee deposits are at the companies’ discretion
2. For private clients The final balance will be payable in full One Month prior to the event date to the relevant hire provider

corporate clients invoices are due no later than one month post event hire date , and should be paid earlier if possible. .


3. When placing an order either verbally or by electronic communication it is deemed that the customer has read, understood and fully agreed and is bound to the providers terms and conditions of hire irrespective


4. A private booking will only be fully confirmed when deposit fee received, unless prior agreed.
A corporate booking will be confirmed by written acceptance to undertake the booking

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The Customer will receive confirmation of deposit payment .

5. The provider reserves the right to charge interest on all overdue balances at 3% above the bank of England base rate ,  per month of balance overdue. A balance is over due one day post due date.
6. Approved credit accounts will be 30 days from invoice date and will be subject to late payment interest.( Corporate Client only)

Date Changes and cancellations

1. Event date and time changes must be made in writing at least 28 days in advance of the event date and time. Any change of date and time is subject to hire availability. If the alternative date and time are not available, the booking fee will be forfeited and the event cancelled. If a new date is available , We may require an additional Deposit booking fee to secure the new date , and hire price may be subject to change. This will be communicated to client prior to an official change being made.
2. If the new date is available, the provider will confirm the new event date and time and the customer will receive a new confirmation with final payment details.
3. Any cancellation will forfeit any payment made towards the hire.
4. In the event that the customer cancels the event , cancellation is subject to the following cancellation charges
i. Within 2 months before the event date 50% of the full hire charge.
ii. Within 6 weeks before the event date 75% of the full hire charge
iii. Within 4 weeks before the event date 100% of the full hire charge.

Event Location, facilities, and conduct.

  1. A single location for the hire equipment to be installed will be determined by the Companies representative and they will consider All Health and safety aspects prior to an install . Once the equipment set-up, the location cannot be changed.
  2. The Company representative reserve the right to the final install location , in line with a Full employee and Health and safety check.
  3. Suitable space is required for the equipment set up and area provided for equipment must be cleared by venue prior to our arriving.
  4. Items will not be placed directly on a Dancefloor for operational purposes ( risk of damage etc)
  5. The customer must make sure the equipment they have hired is suitable for the venue in terms of access and power supply.
  6. The provider reserves the right to refuse full or partial delivery and set up of the equipment if the event site is deemed to be unsuitable or unsafe for operation (Health and Safety or risk assessment issue), or is the customer has failed to notify at the time of booking the provider of any delivery obstructions or obstacles such as stairs or excessive distance from providers vehicle to Equipment set-up location. The client must inform Blue fin of any loading access issues including steps, stairs, tight corriders and lifts.
  7. Failure to inform the company of loading restrictions , steps or stairs may result in refusal of delivery. Refusal could be based on an unsafe entrance /egress , or simply a physical inability to get the Equipment installed. Equipment will typically be installed prior to the event , with a minimum access period of 3 hrs prior to the event starting. If there is time restrictions to install we must be told at time of booking.
  8. No unsupervised children under 14 years old should be allowed to use the Products. Any faults developing from children interfering with equipment will not be the responsibility of the company.
  9. Any faults identified within the hire time must be reported to the Company as soon as possible and no longer than 1 hour after fault identified. The company will identify and resolve any issues within one hour of being reported ( often immediately) , and provide a brief report as to the cause. If a fault is identified but not reported then the company cannot be held responsible as no opportunity given to rectify.
  10. Once a fault is identified the company will make a review as to the cause of fault. Technical faults , electronic malfunctions will be the responsibility of the company. Exterior faults such as power cuts , mis use are not the companies responsibility.
  11. If a fault is identified , and deemed to be the responsibility of the company , and we cannot rectify , we will refund pro rata for the time unavailable
  12. In these event Blue fin attends such venue on the date of hire and the equipment cannot be set up due to instances above, the hire will not proceed and Blue fin will not refund monies paid for the hire .
  13. Any venues with lift access must be communicated at the time of booking to ensure the life is of suitable size to allow for the carry of hire goods. If a hire is accepted by the company for a venue with a lift, and the lift is out of service at the time of delivery , the company will not incur any liability. Items appropriate for lifts ( Arcade Machine , Light up letters , Magic Mirror, Selfie Tower).
  14. Please note the following items will not be suitable for lifts . This is due to weight, manoeuvrability, risk of damage ( to lift and equipment) and injury. ( Photobooths , 8ft Audio Kiosk, Light up Heart ) . If you have booked one of these items and failed to inform us of access issues as above we will offer an alternative item . Alternatively we can set the equipment up at an alternative location within venue where access allows. If we are informed within 14 days of booking access issues which would prevent install of items we will refund the Booking fee paid.
  15. If in the event we cannot install the items due to access issues the following options would apply: 1. Offer alternative Option , 2. If we are notified of unsuitability prior to the event and an alternative cannot be arranged the following charges will apply a) over 1 month , hire cancelled , booking fee forfeited , b) within 4 weeks 50% charge of total hire cost , c)within 2 weeks 75%of total hire cost, d) on the day 100% of total hire cost.
  16. The Photobooths /Magic Mirrors are Constructed heavy solid booths and for Safely reasons will not be carried up/down stairs. The Selfie Towers are a lighter alternative .
  17. The Customer is responsible for ensuring that suitable security and crowd control measures are in place before during and after the hire period and idle times.
  18. The Provide operates a zero tolerance policy regarding protection and safety of its reputation, it’s Staff and equipment and reserves the right to cease operation if at anytime the Providers attendant(s) feels that its unsafe or threatening from either the customer, venue provider’s staff or guest’s conduct endangers the safety of the Providers attendant, equipment or other guests.
  19. The Customer must ensure the relevant venue is informed of the booth hire and that there is sufficient space and power is available. Failure to notify the venue may increase set up times / affect your length of hire / include only partial set up of items booked.
  20. Illuminated Letters once installed cannot be moved within the venue, any damage is the customers responsibility to make good
  21. If the event is running behind schedule , this may affect your overall hire time . Event delays may also limit delivery to partial products , or in the worst scenario void the hire . The hire will only be void if the time delay causes a significant follow on impact to other events on that day where the provider has responsibility for.
  22. All Day hire packages include delivery before Midday ( Unless otherwise agreed ), and collection from the venue prior to 11am the following day. If the venue is not 24 hour access please inform us.
  23. Audio Files for Audio Book will be sent within 14 days of hire date , digital Photos from Photobooths/Pods/Mirrors if requested will be sent within 28 days of hire date. Files will be sent via a 3rd party platform ( usually wetransfer)

Damage or theft to Equipment

1. The customer acknowledges that they will be fully responsible for any damage or loss to the Provider’s equipment through either misuse, damage, missing props or equipment by the Customer, its guest or event hosting personnel.

Indemnification

1. The Customer 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 Customers event.
2. Customer will indemnify the Provider from the time of the start of the event times and on into the future, against any liability associated with Customer or its guests.
3. The Customer will indemnify the provider against any and all liability associated with the use of pictures taken within the Photo Booth, its representatives, employees, guests or affiliates at Customers event.
4. The Customer agrees to indemnify the Provider for any damage or theft of the Providers equipment whilst on the equipment is on the event site/location.
5. The video messaging, facebook upload and props are a free addition to the photo booth hire and if for any reason the free additions are not working or unavailable the customer is not entitled to a refund. In the unlikely event the digital images are corrupted, lost or stolen, the provider will compensate up to a total value of £10.
7. The Provider accepts no liability for any damage or loss of personnel property and or any injury arising from the use of the hired equipment.
8. In the event Provider is unable to supply a working photo booth/ product  for at least 80% of the hire Period, Customer shall be refunded a prorated amount based on the amount of service received.
9. In the unfortunate event that the printer fails to print photos on the Event location, the provider will provide a USB flash drive to the customer of all the photo booth photos take during the event. Hard copies will then be printed and mailed to the customer within 28 days of the event. No monies will be compensated in such situations.
10. If no equipment hire is provided, Providers maximum liability will be the return of all payments received from Customer. If a package deal is booked and part of the equipment malfunctions for the entire duration, or it is failed to be provided, the maximum liability will be allocated to the specific part of the package not provided, and not the full package.

11. The hire provider cannot accept responsibility for failure to attend an event which is due to severe weather, highway or road closure which is out of the hire provider’s control. If we cannot attend due to weather conditions out our of control. If we are affected by weather conditions/ Road closures on the day of the wedding and cannot attend we will refer you to your own personal insurance cover. As these are unseen circumstances we will not be responsible for a refund and alternatively will offer a credit note.

If we cancel the event prior to the day of hire due to weather / Road conditions we will refund the full package monies paid.


12. Illuminated letters and signs bulbs and lights are pre checked to make sure all bulbs are operational, During an event a bulb can go out, and the hire provider can take no responsibility for any bulbs which cease to work during an event .In the Unusual event over 25% bulbs malfunction , The hire provider will compensate the Client accordingly. Any customer misuse / knocking over of the letters causing bulbs to go out will not be covered.

13. The hire provider cannot accept responsibility for failure to provide services or equipment due to any incident or event out of the hire providers control , such as Road closures, venue access restrictions, Or medical emergencies
14. If a package is booked, which includes free items . We reserve the right to offer alternative items should the original free item be unavailable for any reason. Any fault of free product , or failure to provide , will result in no liability and no compensation will be provided , and no refunds will be given for the free product.
15. The hire provider will use Vans to transport the equipment. Vans can vary in height however it is the clients responsibility to inform the hire provider at the time of booking / well in advance of the hire date of any low access bridges / gates etc that would prevent vans for approaching venues. Van Clearance height is 10 foot.

Copyright

  1. The customer and all their guests hereby give the Provider the right and permission to copyright and use, in any media, any or all photo booth photos taken at the event.
  2. If any provision of these terms shall be unlawful, void, or for any reason unenforceable under Contract Law, then that provision, or portion thereof, shall be deemed separate from the rest of this contract and shall not affect the validity and enforceability of any remaining provisions, or portions thereof.

All payments are final. Customers making over payments , clearing balances in advance , or paying full rental price at time of booking will not be subject to be returned in the event of any cancellation. Any cancellation will forfeit all funds paid.