About these terms and conditions (“Terms”)
1.2 We reserve the right to amend these Terms from time to time. Your continued use of the Site will be deemed to be acceptance of any new terms. Should these terms change from when you agreed to them during the booking process, we will contact you via your registered e-mail address to inform you of these changes.
Who we are
2.1 Madphotobooths is a partnership, registered in the United Kingdom. The registered address for the company is 19, Priors East, Basildon, Essex SS14 1JR.
2.2 The Booth shown on our Site is subject to availability. The images of the Booth on our Site is for illustrative purposes only and may vary slightly from those images.
Our contract with you
3.1 We require booking forms to be completed and returned by email in order to place the booking. All details stated on the booking form will be taken as given unless we are otherwise notified in email or writing.
3.2 Once you have filled out the booking form on our Site with respect to your hire requirements, you will receive an email from us acknowledging that we have received your request. This does not mean the booking has been accepted. We will send you a confirmation email with our contact details, details of the Booth you have hired (and any additional add-ons) for the requested event date (“Date”), the final full cost and an invoice for the deposit. A contract between us will only be formed once we confirm receipt of your deposit for hire of the Booth on the Date (“Booking”). If the Booth is no longer available for hire we will inform you of this by email and your order will not be processed, or if a payment was taken you will be refunded for the full amount.
3.3 Our order process allows you to check and amend any errors before submitting the order. Please take time to read and check your order at each stage of the order process. You are solely responsible for providing accurate details with respect to any Booking you make.
Price and Payment
4.1 Prices for hire of our Booth are clearly stated on our Site in pounds sterling. Prices for hire of our Booth may change from time to time, but price changes will not affect any Booking which we have confirmed by email.
4.2 A minimum 50% deposit is required to confirm a Booking, if the Date is two (2) calendar years or more from the date the Booking is made. If the date is within one (1) calendar year from the time of booking, or, between one (1) and two (2) calendar years, a minimum deposit of £100 is to be paid in all instances, once the Date for the booking has been confirmed by us. As soon as the deposit is paid to us, we will reserve your Date. A confirmation email will be sent upon full payment of the deposit. The Booth for hire will only be reserved once the deposit has been received from you. All deposits are non-refundable.
4.3 The full balance of the Booking must be paid no later than 28 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. Failure to pay the remainder of the Hire Fee by the agreed date will result in your booking being cancelled, and the fees and payments outlined in Section 5.3 will be enforced.
4.4 Payment of deposit via our Online Payment system, Stripe, is secure, and all detail is held by Stripe, and no card details are shared with us. Payment of deposit via this method, does not incur a processing fee. Payment of Balance for the Hire of the Booth is preferred via Bank Transfer, however we can accept payment of balance via Debit/Credit Card, using Stripe, and this will be confirmed and processed over the telephone. However, payment of Balance for the Hire of the Booth via this method will incur a processing fee of 2%. This will be outlined clearly in an amended Invoice, prior to payment.
4.5 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 Booth we will inform you as soon as possible and give you the option of re-booking at the correct price or cancelling the Booking. We are under no obligation to provide any Booth 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 mis-pricing. If we are unable to contact you, we may treat the Booking as cancelled and a cancellation charge may apply as outlined below.
5.1 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 15 working days of our invoice.
5.2 Length of time before the Date
5.3 Cancellation charge
More than 6 (six) months – 50% of Total Package Price
Less than 4 (four) months – 75% of Total Package Price
Less than 1(one) month – 100% of Total Package Price
5.4 The date of your event can be changed for £50 as long as we have been notified a minimum of 3 months from your Date and as long as the new date requested is available. Under certain circumstances, we have discretion to waive this fee, this is to be decided by us and us alone.
5.5 We reserve the right to cancel your Booking without liability to you and without any obligation to refund your payment 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 Booth or injury to people.
5.6 If we cancel your Booking under any of the circumstances above, the cancellation charges set out in the table above shall apply. You are fully responsible for any deliberate damage to our Booth caused by you or a third party with respect to your Booking.
Venue Access and Location
6.1 We must be provided with the full correct address, including full correct postcode, for the chosen venue, and it is your responsibility to ensure this. There must be suitable parking facilities at your chosen venue for the duration of your Booking for reasonable access for both loading and unloading of equipment. We are happy to liaise with your venue if requested to arrange access at the agreed time on the Date, but you must provide a contact number for the venue or an email address.
6.2 If your event is located in Central London, where parking is either difficult or non-existent, it is your responsibilty to ensure adequate measures are made for the delivery of the booth next to the venue. The delivery vehicle will be required after the hire period, and should the vehicle need to be parked in a Public or Private Car Park within a short distance of the venue, any charges incurred will be your responsibilty, and will need to be settled at the end of the hire period, in cash. If, as a result of inadequate measures by you to ensure the safe delivery of the booth to the venue, a Parking Ticket is issued to the delivery vehicle, any penalty and subsequent fine will be your responsibilty and will need to be paid in full.
7.1 The hire period for the Booking will be stated on the confirmation email we provide to you. Use of our Booth will start at the agreed time and will finish at the agreed time. We will arrive to set up approximately 2 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. If we set up our Booth prior to the agreed start time and the Booth is not in use then there will be an additional charge of £25 for each hour the Booth is not in use.
7.2 If for any instance we are delayed in providing the hired Booth due to poor access or venue restrictions the agreed hire period will remain unchanged. If your event starts or runs late, the period of hire will still be for the agreed period, unless we have agreed to provide additional hours as per an additional charge.
7.3 We also require a small table and a chair if you choose to have the Guestbook option so your guests can sit and write their personal messages.
Access, Space & Power requirements
8.1 You will arrange for an appropriate space to be made available for the Booth at the event venue. A minimum floor area of 2.5m x 2.5m is required.
8.2 You will provide a mains electricity supply comprising a single 13 amp socket located within the space designated by the you for the Booth.
Health & Safety Requirements
9.1 The following Health & Safety requirements are to be expected at the event as referred to in the Booking, and during the terms of the hire period, both pre and post hire period.
9.2 Participants must be physically fit to take part in the Booth activities, and free from any illnesses or conditions which may render the activity hazardous. Madphotobooths accepts no responsibilities if you do not adhere to these rules.
9.3 Alcoholic beverages, and food of any kind is not permitted inside the Booth, at any time pre, during, and post hire period, and provision must be made by you to communicate this effectively to all guests. You must also provide a table for use during the Hire Period to enable storage of props, and guestbook, if requested, and also to provide an area for those using the Booth to place any food or beverages prior to entering the Booth.
9.4 The Booth will be set up in one location only as agreed on arrival and will not be moved once unloaded.
9.5 We reserve the right to refuse delivery if the venue or site is deemed to be unsuitable by our delivery personnel or if the client has failed to notify us of any delivery obstructions such as stairs or excessive loading distances from our vehicle to the installation site. In such a case no refund will be given and the full hire fee will be due.
9.6 You are responsible for ensuring that suitable security and crowd control measures are in place prior to the start of the event.
10.1 Loss or damage to property owned by those using the Booth, or personal injury or death of any participants however caused, unless proven negligence of Madphotobooths.
Events beyond our Control
11.1 We will endeavour to attend any event that you have hired our Booth for. Where circumstances make this impossible due to, but not limited to adverse weather conditions, we will contact you as early as possible and a full refund will be made. We reserve the right to cancel any Booking because of adverse weather conditions.
11.2 We will always try to arrive at the venue location which you provide for the agreed time. Where circumstances make this difficult due to severe traffic delays or vehicle breakdowns, we will extend the time of the hire so that the hire period is the same with respect to the Booking made by you. If this is not possible we will refund you accordingly the amount of time delayed by and in proportion to the amount paid.
11.3 Where you have chose the guestbook, it is not our responsibility if any pictures are not placed in the guestbook. Any damage to the guestbook during the event is not our responsibility. All prop boxes purchased as add-ons are set and themed but items may vary.
11.4 Emails, Facebook and other social media options require an internet connection and an upload speed of 1MB/s for these options to run effectively. A wired connection is preferable as upload speeds depend on the connection. Emails, Facebook and other social media options can run off a Wi-Fi connection as long as the connection is steady and has the recommended speed of 1MB/s. Facebook is sometimes affected by technical issues and service disruptions, which cannot be predicted. Therefore we cannot be held responsible if Facebook experiences technical difficulties as this is beyond our control.
11.5 Please note that we use a Facebook application to upload pictures. For each Facebook upload there will be a reference to our company and it is the policy of Facebook to make this reference. Unfortunately the reference cannot be removed from any of the images uploaded to Facebook.
12.1 You must comply with the terms of the Agreement as set out in these Terms.
12.2 You warrant that you: are over 18 and have full authority to enter in this Agreement.
12.3 You confirm you are not currently restricted from using our Site or from contracting with us; that you shall not infringe our rights; and that you shall only submit information on the Site that you are entitled to submit, which is accurate and not confidential.
12.4 You are responsible for complying with the laws of the country from where you use the Site and to ensure you have all necessary permission and consents in place in relation to your use of the Site.
12.5 If you think that you are entitled or required to act contrary to the Agreement due to mandatory law which applies to you, you must notify us at least 28 days before you act contrary to this Agreement. We will let you know if we are able to provide a solution that prevents you having to act contrary to the Agreement.
12.6 You should not create a false identity or submit inaccurate, false or misleading information.
12.7 You agree to indemnify us against all damages, losses and costs which we incur due to your failure to comply with this Agreement.
Ownership of data
13.2 All images taken using our Booth will be uploaded to our secure online web gallery (unless a third party requests otherwise) and we are exempt from any liability with respect to publishing the images. You will be provided with a password to access the gallery and we exclude all liability with respect to your use or a third party’s use of any password we provide to you.
13.3 All images taken at the event will be provided to you on a USB, if this is provided as part of your purchase. These images are yours to keep, however, they sill remain the property of Madphotobooths, and all intellectual rights to these images are owned by us, and as such cannot be sold for use elsewhere.
13.5 Images taken by our Booth during events may be used by us to assist with promoting our services (unless you or a third party requests otherwise). This may include printed publications as well as online images. We own all copyright in any image taken by our Booth, and the subsequent use of such images, in any form currently available, or any form to be available and yet to be invented, in perpetuity. The customer also grants rights to us of any user who may be included in any image in whole or in part, via any or all media now or hereafter known for illustration, art, promotion, advertising, trade, or for any other purpose, in perpetuity.
14.1 The terms of this Agreement, other than the sections dealing with our respective rights and obligations, shall survive termination.
Our liability if you are a business customer
15.1 We only supply the Booth for internal use by your business, and you agree not to use the Booth for any re-sale purposes. Nothing in this Agreement limits or excludes our liability for:
15.2 death or personal injury caused by our negligence; or
15.3 fraud or fraudulent misrepresentation;
15.4 However beyond that we exclude all other liability to the extent permitted at law.
15.5 We will under no circumstances whatever be liable to you, whether in contract, negligence, breach of statutory duty, or otherwise, arising under or in connection with the Agreement for:
15.6 any loss of profits, sales, business, or revenue;
15.7 loss or corruption of data, information or software;
15.8 loss of business opportunity;
15.9 loss of anticipated savings;
15.10 loss of goodwill; or
15.11 any indirect or consequential loss.
15.12 Our total liability to you in respect of all other losses arising under or in connection with this Agreement, whether in contract, negligence, breach of statutory duty, or otherwise, shall in no circumstances exceed the hire price of the Booth. Except as expressly stated in these Terms, we do not give any representation, warranties or undertakings in relation to the Booth. Any representation, condition or warranty which might be implied or incorporated into these Terms by statute, common law or otherwise is excluded to the fullest extent permitted by law. In particular, we will not be responsible for ensuring that the Booth is suitable for your purposes.
Our liability if you are a consumer
15.13 If we fail to comply with these Terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breach of these Terms or our negligence, but we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if they were an obvious consequence of our breach or if they were contemplated by you and us at the time we entered into the Agreement. We only supply the Booth for domestic and private use. You agree not to use the Booth for any commercial, business or re-sale purposes, and we have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity. Nothing in this Agreement limits or excludes our liability for:
15.14 death or personal injury caused by our negligence; or
15.15 fraud or fraudulent misrepresentation;
15.16 however beyond that we exclude all other liability to the extent permitted at law.
General Legal provisions
16.1 If we choose to waive any particular right we have under the Agreement on any particular occasion this does not prevent us from exercising that right on another occasion.
16.2 If any part of the Agreement is held by a court of law (or similar forum) to be invalid or unenforceable, this shall not affect the validity or enforceability of the rest of the Agreement.
16.3 You are not entitled to transfer or assign your rights and obligations under the Agreement to anyone else without our prior written permission.
16.4 If there are any disputes arising out of your use of the Site or relating to the Agreement then these will be governed by the laws of the United Kingdom. If either party requires to raise court proceedings against us in relation to any such dispute then these proceedings must be raised in the United Kingdom.