InstaTime Photobooth Rental Agreement Service Contract The following contract and its terms will set forth an Agreement between InstaTime Photobooth (SUPPLIER) and (CLIENT) the parties, for Photobooth services during the designated service period. This written Agreement sets forth the entire Agreement between the Supplier and Client regarding the Photobooth service, and no statement, whether written or oral, made before or at the signing of this Agreement will vary or modify these written terms. SERVICE PERIOD The Service Period will occur: [DATE]: [START TIME]: [END TIME]: Supplier agrees to operate the Photobooth for a minimum of 80% during this period. Occasionally, the Photobooth service may be interrupted for maintenance or normal operation, such as refilling printing supplies. PAYMENT A non-refundable booking fee in the amount of 15% of the total balance is due upon signing of this contract. The event is only reserved once the booking fee is received. The remaining balance is due no later than 2 weeks in advance of the client s Event Date. If the balance is not received by [DUE DATE], InstaTime Photobooth reserves the right to cancel the event. ACCESS, SPACE & POWER FOR PHOTOBOOTH Client will arrange the appropriate space for the Photobooth at the event venue. Client is responsible for providing power to the Photobooth. The Photobooth requires a 120V, 10 amps, 3-prong outlet from a reliable power source within 15 feet (along a wall) of the setup area. The circuit must be free of all other connected loads and cannot be shared with other services (such as the DJ). Any delay in the performance or damage to the Photobooth equipment due to improper power is the responsibility of the Client. Client shall provide InstaTime Photobooth with safe and appropriate working conditions, including a minimum 10 x 5 x 8 (LxWxH) area for setup. OUTDOOR PHOTOBOOTHS Outdoor Photobooths can be so much fun weather-permitting! In all cases of outdoor events, a Plan B must be in place. We ask that if you so choose to host the Photobooth outside during the event, the Photobooth must be placed in an area that is: - Completely dry - On a paved or solid surface (no dirt/gravel/grass. If your area is grassy, we will need to arrange for the Photobooth to rest on a hard surface covering, at an additional cost)
- Protected from extreme weather or temperatures, such as heat, cold or direct sunlight - Not too dark Please note that our printer will not operate if it s too cold or too hot (below 16 C or above 30 C). Our Photobooth also needs to have a separate and reliable source of power for 120V usage. We cannot share the circuit with other services (such as a DJ) as this may trip the power and cause permanent damage to the Photobooth. Please make sure that our space is easily accessible to your guests, and is neither too far from the main event or too close to hinder the event activities. If it is impossible to place us in an area that meets these requirements, we may not be able to operate. If conditions change during an event that render the Photobooth inoperable, we will need to end the service. No refunds will be given in such case. DATE CHANGES & CANCELLATIONS If the Client requests a date change, this must be done at least 30 days in advance of the original event date and must be submitted to the Supplier in writing. Date changes for the Photobooth are subject to availability and receipt of a new Service Contract. If there is no availability for the date change, the deposit shall be forfeited and the event cancelled. Any cancellation occurring less than 30 days prior to the event date shall forfeit all payments received. CHANGES TO SERVICES AGREED UPON If the Client requires a change to the hourly use of the Photobooth, or wishes to cancel/add specific services to the agreed package, this must be submitted in writing to the Supplier no later than 30 days prior to the event. If the change request can be accommodated, the pricing structure will be adjusted to reflect the change. Increases in balance will be due at the same time as the total balance due, no later than 2 weeks before the event date. If a credit is required, the Supplier will adjust the balance due with a credit, and the Client will be required to pay the remaining outstanding balance. IDLE HOURS AND FUEL SURCHARGE If the Client requires the Photobooth to remain operational during an idle period (such as during meals or speeches), this must be arranged no later than 2 weeks prior to the event, subject to the agreed services package listed in the Client invoice. Idle hours can be arranged at an additional cost. We will arrive 60-90 minutes prior to the service start time and depart 30-60 minutes after the service end time. If we are required to arrive or depart outside of these times, idle hours will be charged. Travel costs are covered in any package up to 50km from the Kitchener-Waterloo region. For any trips that extend further than 50km, a travel fee will be charged at an additional cost. DAMAGE TO SUPPLIER S EQUIPMENT In the event of any damage or loss to the Supplier s equipment, the Client shall be held responsible for all including: a) Misuse of the Supplier s equipment by Client or its guests (invited or uninvited), or b) Any theft or disaster (including but not limited to fire, earthquakes or floods)
In addition, the Client acknowledges the right of the Supplier to decline service to client s guests (invited or uninvited) for misuse, inappropriate photos or unruly behavior. INDEMNIFICATION Client agrees to and understands the following: a) Client will indemnify Supplier against all liability related to Client s Event during or after Client s event. Client will indemnify Supplier from the time of service and on into the future, against any liability associated with the Client. b) Client will indemnify Supplier against all liability associated with the use of pictures taken within the Photobooth, its representatives, employees or affiliates at Client s event. REFUSAL/DISRUPTION OF SERVICE We understand that everyone wants to have a good time, but in some rare circumstances, we reserve the right to refuse service, pack up and depart from the venue if any of the following occur: The attendants are harassed, threatened, or abused by any guests (invited or uninvited) The equipment is damaged by the guests (invited or uninvited) If service is disrupted for any of these reasons, no refunds will be issued. CHILDREN UNDER 12 In most cases, we are happy to have children use our Photobooth and love servicing parties with plenty of kids! However, if required, we may need to enforce our children under 12 policy in an effort to maintain order in and around the Photobooth. The children under 12 policy states that children under the age of 12 must be accompanied by an adult at all times when using the Photobooth. The adult does not need to be in the photos with the child/children, but they must supervise activity around the Photobooth. We will not enforce this policy in most cases. DRESS Our attendants will always appear professionally dressed at your event (typically black pants with white collared shirt). If you have any reasonable suggestions for attire, please let us know! Requests must be practical (no thick sweaters on a hot sunny day), and may incur additional charges (formal tuxedos, specialty costumes). Please let us know your suggestion below:
MODEL RELEASE OPTION PLEASE SELECT YES OR NO YES I agree to the model release below NO I do not agree We realize that our clients and their guests may wish for their photos to remain private. We d love to use your photos on our website, but respect your right to privacy. Client agrees to, and understands the following: All guests using the Photobooth hereby give InstaTime Photobooth the right and permission to copyright and use photographic portraits or pictures of any Photobooth user who may be included intact or in part, made through any and all media now or hereafter known for illustration, art, promotion, advertising, trade, or any other purpose. In addition, I hereby release, discharge and agree to InstaTime Photobooth 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. Initials Date MISCELLANEOUS TERMS 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. This is the entire agreement between the Supplier and Client relating to the subject matter herein and shall not be modified except in writing, signed by both parties. In the event of a conflict between parties, Client agrees to solve any arguments via arbitration. In the event of a mechanical failure or for any reason or inability to perform such that the Supplier cannot provide a functioning photobooth, the Supplier s maximum liability is the return of any payments received. If only partial services can be provided due to conditions beyond the Supplier s control, then the rental charges are to be refunded on a prorated basis. VENUE REQUIREMENTS Please communicate with the venue coordinator that we require the following: MEALS 1 six- or eight-foot table 2 chairs 10 x 5 floor space Close access to a 120V, 10 amps, 3-prong outlet (within 15 feet) At all events, we will have 2 attendants operating the Photobooth for the duration of the event. Will the attendants be welcome to eat the venue provided meal? Yes, the attendants may eat No, please eat before arriving
PHOTO DESIGN Your photostrip layouts will be designed to match the theme of your event. We will communicate with you on the type of design you wish to see, and will allow up to 3 revisions of your layout. After the 3 rd revision, you will be charged an additional fee. In most cases, the photostrip templates can accommodate 2 lines of text. Please tell us what you d like to be written in the footer: Line 1: Line 2: We can modify the layout if you wish to include graphics, logos, more text, etc. If you have any particular requests, please let us know what you would like to see. CLIENT S INFORMATION Name: Address: Contact No.: Email Address: Celebrant s Name (if applicable): EVENT LOCATION INFORMATION Name of Location: Location Address: Location Phone: Location Event Contact Name: PACKAGE AND ADD-ON SERVICE Please refer to the accompanying invoice IT for details regarding the photobooth rental hours, backdrop selections, photo customization and storage, travel fee and any other applicable fees, including the total, deposit paid and balances owing.
Client: Printed Name: Signature: Date: