Terms of Service – ProFX Photo Booth

Welcome to ProFX Photo Booth. By booking with us, you agree to the policies below. This page is meant to keep things clear and fair for both of us. If anything here feels unclear, please reach out before booking. Click here to view our Terms & Conditions.

Booking & Payments

How your booking is confirmed

  • Your date is reserved only after:
    • Your non-refundable retainer is paid, and
    • You receive a written confirmation or invoice from ProFX.
  • Until then, the date and time remain open and may be booked by another client.

Payment schedule

  • A non-refundable retainer (as listed on your invoice) is required to secure your event.
  • The remaining balance is due 14 days before your event, unless otherwise agreed in writing.
  • Bookings made within 14 days of the event must be paid in full at the time of booking and are non-refundable, except if ProFX cancels or in certain force majeure situations.

Late or missed payments

  • If payment is not received by the due date, ProFX may:
    • Charge a late fee,
    • Pause or suspend services until payment is made, and/or
    • Cancel the booking and retain the retainer and any amounts paid.

Cancellations & Reschedules

If you cancel

All cancellations must be submitted in writing (email is acceptable).

  • The retainer is always non-refundable.
  • If you cancel 14 days or more before the event date:
    • Any amounts paid beyond the retainer may be refunded.
  • If you cancel within 14 days of the event date:
    • All payments are non-refundable, and any remaining balance may still be owed depending on work already performed and costs incurred.

In some cases, at ProFX’s sole discretion, funds may be kept on file as a credit toward a future event instead of a refund.

If ProFX cancels

  • If ProFX must cancel due to serious illness, unforeseen issues, or other circumstances and cannot provide the service, you will receive a full refund of all amounts paid.
  • This refund is your sole and exclusive remedy in the event of a Company-initiated cancellation.

Rescheduling

  • ProFX will make reasonable efforts to move your booking to a new date, subject to availability.
  • Funds already paid (including the retainer) can typically be transferred to one new date within a reasonable timeframe (usually within 12 months).
  • If ProFX is not available for your new date or the rescheduled date falls under different pricing, the reschedule may be treated as a cancellation under the policy above.

Setup, Space & Power

To provide the best experience, we require the following at your venue:

  • A clear area of approximately 10′ x 10′ (or as specified for your booth type).
  • One standard 120V power outlet within 10 feet of the setup area.
  • A clean, dry, and level surface.
  • For outdoor events: adequate shade or cover and protection from rain, wind, and direct sun.

Setup and teardown time

  • ProFX typically arrives 60–90 minutes before your booth start time for setup.
  • We require 30–60 minutes after the event for pack-down.
  • Setup and teardown time do not count toward your paid rental period.

If there is not enough space, safe access, or adequate power, ProFX may refuse to set up, pause operation, or shut down the booth. In these cases, no refund will be provided, as the issue relates to venue/conditions rather than ProFX’s performance.

Use of the Booth, Downtime & Behavior

Booth use and guest behavior

  • Equipment must be used only as intended and in accordance with ProFX staff instructions.
  • ProFX reserves the right to pause or stop the booth if guests:
    • Act in a way that endangers the equipment or staff,
    • Harass staff, or
    • Create unsafe or highly disruptive conditions.
  • No refund or partial refund will be provided if services are stopped due to unsafe, abusive, or destructive behavior.

Downtime and technical issues

  • ProFX aims to keep the booth operational for at least 80% of the booked time.
  • Short pauses for printer paper/ink changes, printer cool-down, or moving guests in and out are considered normal.
  • If equipment malfunction on ProFX’s side causes extended downtime beyond reasonable limits, ProFX may, at its discretion, provide a prorated refund or credit for the lost time.
  • This does not apply to issues caused by:
    • Venue power outages,
    • Venue Wi-Fi issues (for AI/online features), or
    • Guest misuse or damage.

Damage & Responsibility

  • You are responsible for any damage to the photo booth, camera, printer, props, backdrops, or other equipment caused by:
    • Your guests,
    • Children,
    • Venue staff, or
    • Other vendors (excluding ProFX staff).
  • You may be charged for:
    • Repair or full replacement costs, and
    • Any lost income from future events affected by the damage.
  • ProFX may end service early if equipment is at serious risk. No refund will be issued in such cases if the cause is guest or venue behavior.

Photos, Media & Privacy

Photo ownership

  • You and your guests retain personal rights to the photos taken at your event.
  • You may share, post, and print them for personal, non-commercial use.

How ProFX may use your photos

  • Unless you request otherwise in writing before your event, ProFX may use event photos and/or videos for:
    • Website galleries and portfolios,
    • Social media, and
    • Printed or digital marketing materials.
  • If you prefer no social/media use, please inform us in writing before the event. A “no media” note or add-on can be applied to your booking.

Designs and intellectual property

  • All overlays, custom designs, logos, templates, and software configurations remain the exclusive property of ProFX.
  • They may not be reused, copied, modified, or resold without ProFX’s prior written consent.

Force Majeure (Events Beyond Our Control)

ProFX may be unable to perform services due to events beyond our control, including but not limited to:

  • Severe weather or natural disasters,
  • Government orders, shutdowns, or venue closures,
  • Major power or infrastructure failures,
  • Acts of war, terrorism, or significant civil unrest,
  • Epidemics or pandemics, or
  • Serious illness or injury of key staff.

In such cases, ProFX will notify you as soon as reasonably possible and may:

  • Work with you to reschedule the event, and/or
  • Refund fees paid, less reasonable expenses already incurred and work already completed.

Beyond a refund or reschedule, ProFX is not responsible for additional costs, damages, or losses caused by these events.

Liability & Indemnity

  • ProFX’s total liability for any claim related to your booking is limited to the total amount you paid to ProFX for that event.
  • ProFX is not liable for:
    • Lost profits or revenue,
    • Emotional distress or loss of enjoyment, or
    • Indirect, incidental, or consequential damages.
  • You agree to indemnify and hold ProFX harmless from claims arising from:
    • The actions or behavior of your guests, vendors, or venue, or
    • Third-party issues outside ProFX’s control.

Quick FAQ

When is my booking confirmed?

Your booking is confirmed when your non-refundable retainer is paid and you receive a written confirmation or invoice from ProFX.

When is the final balance due?

The remaining balance is due 14 days before your event date, unless otherwise agreed in writing.

What happens if I cancel?

  • The retainer is always non-refundable.
  • Cancel 14+ days before the event: amounts paid beyond the retainer may be refunded.
  • Cancel within 14 days: payments are non-refundable. In some cases, a credit may be offered at ProFX’s discretion.

What if ProFX needs to cancel?

If ProFX must cancel and cannot provide services, you will receive a full refund of all amounts paid. This refund is our maximum liability.

Can I reschedule my event?

We will do our best to accommodate a new date, subject to availability. Funds are usually transferable once to a new date (often within 12 months). If we are not available, the reschedule may be treated as a cancellation.

What does the venue need to provide?

  • Approximately 10′ x 10′ of space,
  • One 120V power outlet near the setup area,
  • A safe, dry, level area, and
  • For outdoors: shade/cover and weather protection.

Will you post our photos online?

Usually, yes. We may share select photos or videos on our website or social media unless you request otherwise in writing before the event.

What if guests damage the booth or props?

You, as the client, are financially responsible for damage caused by guests, venue staff, or other vendors.

By booking ProFX Photo Booth, paying a retainer, or signing our contract, you agree to these Terms of Service. If you have any questions or need clarification, please contact us before finalizing your booking.