1. Initial Payment, Fees and Cancellation Charges
An initial payment of £100 is required to secure the 360 Video Booth for your event date. If requested, we will reserve your event date for 5 days from quotation until we receive payment via BACS. The initial payment is non-refundable after 30 days of receipt, reflecting the work we put into planning and the bookings we may have turned away to secure your date.

All cancellations must be made in writing by contacting us via email ati nfo@southwestcelebrations.co.uk. Once you express your wish to cancel, your event date will be immediately available for other bookings.

Cancellation within 30 days of making the initial payment (only applicable for events more than 60 days in advance) – Full refund.
Cancellation 31 days or more before the event – Refund of any monies paid, excluding the £100 initial payment and transaction fees.
Cancellation between 30 – 14 days of the event – 50% refund of the full booking cost, excluding transaction fees. At this point, it is usually too late for us to take another booking.
Cancellation within 14 days of the event – Full amount payable, no refund available.

Please note: Any refunds of monies paid will incur a transaction fee set by our third-party payment providers.

2. Full Payment
Full payment is required at least 30 days before your event. A reminder will be emailed to you.

3. COVID-19 Policy
If your event cannot go ahead due to COVID-19 restrictions, we will work with you to reschedule to a new date within 6 months of the original booking at no extra cost and transfer any payments made to a new date. If the date is more than 6 months from the original booking, we reserve the right to add an additional cost in line with regular price increases, where applicable. If your event is cancelled completely, our standard cancellation terms will apply, but we will allow the £100 booking fee to be used towards a future booking for yourself, a family member, or a friend.

4. Venue, Access and Location
You must provide the correct venue details (name, postcode, and contact information). The venue must allow reasonable access for loading and provide suitable parking. If parking restrictions lead to fines, you will be liable for the charges. We cannot be held responsible for delays due to incorrect or missing address details.

5. Events Beyond Our Control
South West Celebrations cannot be held responsible for circumstances preventing us from attending your event, including but not limited to:
Severe weather conditions
Traffic delays
Vehicle breakdowns
Equipment failure
Staff illness
If we are unable to attend, we will notify you or the venue as soon as possible. Our liability will be limited to a full refund of any monies paid.

6. Set-up of Services
We will arrive approximately 60 minutes before the hire period to set up. If earlier setup is required, an idle time charge applies. You must ensure the venue allows us to operate at the agreed time, with sufficient space and a power socket within 2 metres. You are required to inform us of the venue at the time of booking, and whether the location is at ground level, and if not, whether it is accessible by a lift. If setup takes longer due to restricted access (e.g. stairs, long distances from loading areas), this may reduce the hire period.

7. Hire Period
The hire period will be for the agreed duration (typically 2 or 3 hours). If the event starts late or runs over schedule, the hire period remains as originally agreed unless additional hours are booked.
Staff are entitled to close the booth for a 10 minute break in order to use facilities.

8. Photos & Social Media
South West Celebrations reserves the right to use event photos and video footage for marketing and advertising purposes. By using the booth, guests are consenting to being photographed or videoed. Unless otherwise requested, we may upload event galleries to our social media pages for easy guest access and sharing.

9. Liability & Damages
South West Celebrations are not liable for:
Loss of or damage to personal property, including jewellery, cameras, or clothing.
Personal injury or death, unless caused by proven negligence of South West Celebrations.
Damage caused to our equipment or venue property by guests due to negligence, intoxication, or malice.
Any such damages will be charged to you at full replacement cost, with invoices provided.

10. Misuse and Behaviour
South West Celebrations has a zero-tolerance policy for abuse or threatening behaviour towards our staff. If this occurs, we reserve the right to refuse use by a specific guest or to terminate the hire immediately with no refund. Guests must not use the photo booth while heavily intoxicated with alcohol or under the influence of drugs. Guests must not jump on or off the booth’s platform, exit the booth while it’s in motion, or touch the moving arm.
We may terminate the hire if our equipment is at risk of damage due to unruly behaviour. If damages occur, you will be liable for full replacement costs. Any incidents must be reported immediately to a South West Celebrations staff member.

11. Usage Restrictions
At no time will any guest be allowed to operate the booth. Our attendant will instruct guests about how to get on the booth and use it safely. All guests must use the booth in accordance with our safety instructions. You will be liable for any damage caused to the booth if guests do not follow our instructions
when using the booth.

Parents/guardians are responsible for their children at all times. If your child enters the booth, Children are not permitted into the 360 Video Booth area marked by barriers, or to use the booth, unsupervised. Children under the age of 10 must not use the Photo Booth unattended, and must be accompanied by a parent/guardian responsible for their safety.

Pets are not permitted into the 360 Video Booth area marked by barriers, or on the photo booth, with the exception of a pre-agreed small pet (less than 15kg) being carried by their owner. South West Celebrations are not liable for the safety and welfare of pets. You are liable for any damages to equipment caused by pets attending the event, including replacement of any item .

By making a booking with South West Celebrations, you confirm that you have read, understood, and agree to these Terms & Conditions.

For any questions, please contact us at info@southwestcelebrations.co.uk or 07474 208 547.