Terms and Conditions
1. Definitions and General Terms
1.1. The Provider: Photo-Booths Benelux BVBA, registered at 35 Congresstraat, 1000 Brussels, Belgium, with:
- Company Registration Number: 0683.832.380
- VAT Number: BE0683.832.380
1.2. The Customer: The individual or company renting the Photo Booth.
- A private individual is identified in the Booking Confirmation Form in the billing section.
- A company is identified in the Official Quote as it’s recipient or in the Booking Confirmation Form in the billing section.
1.3. The Equipment: The full contents of the Photo Booth setup, including but not limited to:
- Photographic equipment and accessories
- Dress-up accessories (paper accessories do not need to be returned)
- Backdrops, additional lighting, and extension cables
1.4. The Hire Agreement: The legally binding contract between the Provider and the Customer, which is valid for the date, location, and terms specified in the Booking Confirmation Form or Official Quote.
1.5. The Service Period: The agreed rental duration as confirmed in the Booking Confirmation Form or Official Quote.
2. Booking and Payment Terms
2.1. Private Bookings
A private individual must pay a €100 deposit to secure the booking. The deposit will be deducted from the final balance. A booking is confirmed only when the Provider sends written confirmation upon receival of the deposit.
The remaining balance must be paid before the event. The invoice with the remaining balance will be sent approximately 14 days before the event. If the booking is made less than 14 days before the event, invoice will be sent directly after the booking and payment must be made before the event commences.
2.2. Corporate Bookings
For company bookings, the Provider will issue an invoice with a 14-day payment term unless otherwise agreed. A binding contract is formed once the Customer accepts the Official Quote in writing.
2.3. Late Payments and Penalties
The following late payment conditions apply equally to all Customers, including both
private individuals and corporate clients, without exception.
If an invoice is not paid by its due date, a fixed late payment fee of €40
shall become immediately due and payable, without prior notice.
In addition, the Provider reserves the right to charge late payment interest at a rate of 1% per month
on any outstanding amount, calculated from the invoice due date until full payment is received.
All late payment fees, interest, and any costs related to reminders, recovery, or collection
procedures shall be borne entirely by the Customer.
3. Cancellations & Rescheduling
3.1. Private Booking Cancellations
- More than days before the event → The deposit will be returned to the Customer regardless of the reason for the cancellation.
- Less than 30 days before the event → The deposit is forfeited but may be used as a credit for future bookings within 12 months.
3.2. Corporate Booking Cancellations
- More than 30 days before the event → No charge applies.
- Less than 30 days before the event → The full hire charge is payable.
3.3. Rescheduling a Booking
- Rescheduling is permitted if requested at least 7 days before the event and is subject to availability.
- If rescheduling is not possible, cancellation fees apply as per Sections 3.1 and 3.2.
4. Service Provision & Force Majeure
4.1. The Provider guarantees the Photo Booth will be operational for at least 95% of the agreed service period.
4.2. If downtime exceeds 5% due to equipment failure, the Provider will issue a pro-rated refund.
4.3. The Customer must notify the Provider immediately if any issue arises. Failure to report issues during the event waives the right to a refund.
4.4. If printed photos cannot be produced on-site due to technical issues, the Provider will mail printed copies free of charge.
4.5. The Provider is not liable for delays caused by Force Majeure (e.g., natural disasters, power failures, strikes, power cuts). If the event is canceled due to Force Majeure, the Customer will receive a credit for rescheduling valid for 12 months.
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5. Use of Equipment & Customer Responsibilities
5.1. The Customer must ensure:
- The venue allows Photo Booth setup.
- Adequate space (If accompanied by a background - 240 cm x 240 cm x 240 cm, if without a physical background a triangular – 200cm (height) x 100 cm x 100cm) and a power outlet within 10 meters are available.
- Event guests use the booth responsibly (no food, drinks, or dangerous objects on the booth).
5.2. The Customer is fully responsible for any loss or damage to the Equipment due to:
- Negligence or misuse by event guests.
- Relocating the Equipment without permission.
- Fire, theft, flooding, or intentional damage.
6. Liability & Indemnification
6.1. The Provider is not liable for:
- Loss of business, profits, or opportunities due to use of the Photo Booth.
- Venue restrictions or environmental factors that impact service quality.
- Personal injuries arising from improper use of the Equipment.
6.2. The Customer agrees to indemnify the Provider against:
- Any claims arising from the use of event photographs.
- Damage, theft, or loss of the Provider’s Equipment while on-site.
- Legal claims related to data privacy violations if the Customer misuses event images.
7. Copyright & Privacy Policy
7.1. By using the Photo Booth, event attendees grant the Provider permission to:
- Store, reproduce, and share event images with the Customer.
- Use images for marketing purposes (unless opted out before the event).
7.2. The Customer has the right to:
- Request permanent deletion of event images.
- Opt out of marketing usage by emailing the Provider before the event.
8. Dispute Resolution & Governing Law
8.1. Both parties agree to attempt mediation before initiating legal action.
8.2. This Agreement is governed by the laws of Belgium, and any disputes shall be settled in the courts of Belgium.