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Photo Booth Rental

Terms & Conditions

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These terms are the agreement between you (the client) and Viva Photo Booth and More (“Viva”, “we”, “us”), an owner-operated photo booth business run by Carlos & Ana in Metro Vancouver, British Columbia. They are short on purpose. If anything is unclear, ask us before you book.

Agreement

These terms apply to every quote, booking and event we deliver, and to your use of our website. You accept them when you pay a deposit, sign or confirm a quote in writing, or use the website. If a signed booking contract says something different, the signed document wins on that point.

Services and quotes

  • We provide open-air photo booth rentals with an on-site host, plus the add-ons listed on this site (keepsake stations, guest books, sticker machine and others). What is included in your booking is what your quote lists.
  • Quotes are free and valid for 14 days. Prices are in Canadian dollars and GST is added. Prices shown on the website are indicative; your written quote governs.
  • The minimum booking is 2 hours of service time. Setup and teardown are on us and do not count as service time.
  • Custom print designs: we send you a proof for approval before the event. Changes requested after approval, or within 48 hours of the event, may not be possible.
  • Specific backdrops and props are subject to availability. If one is unavailable we offer a comparable substitute.

Booking, deposit and payment

  • Your date is reserved when we receive a 50% deposit and your written confirmation. Until then the date stays open to other clients.
  • Once we confirm your date, the deposit is non-refundable. It takes your date off the market and covers the initial work of customizing and preparing your experience.
  • A deposit paid online reserves the date subject to our confirmation within 24 hours; if we can't do the date, it is refunded in full.
  • The remaining balance is due within 7 days after the event. Extra hours and any add-ons agreed on the day are added to that same final invoice.
  • Accepted payment methods are stated on your invoice.

Cancellation, rescheduling and refunds

  • Cancellations and reschedules must be sent by email to info@vivaphotoboothandmore.ca. They take effect when we confirm receipt.
  • Cancel 7 days or more before the event: we keep the deposit and nothing else is owed.
  • Cancel less than 7 days before the event: the full balance is payable, because by then we have turned away other bookings and prepared your event.
  • Rescheduling: with at least 7 days’ notice you may move your deposit once to a new date within 12 months, subject to our availability. If the new date or package costs more, the difference applies. If we cannot agree on a date, the deposit is forfeited.
  • If we cancel for a reason within our control, we refund everything you have paid, including the deposit. That refund is our only obligation for the cancellation.

Client responsibilities

  • Space: a level, dry area of about 6 ft × 6 ft (2 m × 2 m), indoors or under cover. Some add-ons need more; your quote says so.
  • Power: a standard 120 V outlet within 25 ft (8 m) of the setup spot. Generators must be agreed in advance.
  • Outdoors: overhead cover and shelter from wind and rain. Our host decides on site whether conditions are safe for guests and equipment, and may move the booth or pause service.
  • Access: load-in 60 to 90 minutes before the start time and about 45 minutes after the end; parking or a loading spot near the entrance; tell us in advance about stairs, elevators or long carries. Parking or venue access fees are either in your quote or reimbursed at cost.
  • Venue: you obtain the venue’s permission for the booth and tell us about its vendor rules before the event. If the venue requires a certificate of insurance, ask us and we send it (see section 8).
  • Guests: you are responsible for your guests’ conduct and for the respectful treatment of our host and equipment. Children must be supervised by an adult.
  • Contact: name one person on site who can answer questions and make decisions during the event.

Overtime, idle time and travel

  • Extra hours agreed before the event are $99 per hour plus GST. Extra hours requested on the day are $125 per hour plus GST, subject to our host’s availability and the venue’s closing time. Both are added to the final invoice, due within 7 days after the event.
  • If you ask us to pause during the booked time (dinner, speeches), those minutes still count as service time unless your quote says otherwise.
  • Any travel or venue fee is written into your quote before you book and never added afterwards. We serve Metro Vancouver and the Lower Mainland; further destinations on request.

Equipment, damage and safety

  • All equipment remains our property and is operated by our host. Guests must not move or handle it.
  • You are responsible for loss of or damage to our equipment, props and backdrops caused by you, your guests, other vendors or venue conditions, beyond normal wear. We invoice repair or replacement at cost, with receipts.
  • We may pause or end service, without refund, if our host is faced with aggression, harassment, severe intoxication, an electrical hazard or dangerous weather. We tell you first whenever we can.
  • We are not liable for injury caused by using props or equipment against our host’s instructions.

Insurance

Viva Photo Booth and More carries $5 million in commercial general liability insurance. A certificate of insurance is available on request, for example when your venue asks for one. Keeping the policy current and renewed is our responsibility.

Photos, social media release and consent

  • Copyright in the photos, videos and designs we create stays with Viva. You receive a permanent, non-exclusive licence to use your event’s photos for personal purposes and, for corporate clients, for internal and social media use. Reselling them is not allowed.
  • Social media release: our booking contract includes a social media release. By signing it, the parent, organizer or person responsible for the event accepts that we may use short clips and photos from the event on our social media and website, even where children appear and may be recognizable. We never single out individual children in close-ups and we never make invasive use of the images.
  • You confirm you have the authority to host the event and that you will let your guests know a photo booth is operating and that photos may appear in the event’s online gallery. Guests choose whether to step in front of the camera.
  • If you prefer that we do not use images of your event or your guests on social media, tell us in writing and we update your booking accordingly. After the event, any person in a photo can ask us to remove it; see our Privacy Policy.
  • Packages that include a private online gallery deliver it within 24 hours at vivaphotoboothandmore.ca/gallery, protected by a password.
  • Photos are stored for 60 days after the event. Download what you want to keep within that time. We may keep them longer when we can, but we do not guarantee it.
  • You decide who receives the password. We are not responsible for onward sharing by you or your guests.
  • Delivered images are final. Retouching or re-editing can be quoted on request.

Unexpected circumstances and the Viva Promise

  • We are a two-person team. If a circumstance beyond our reasonable control prevents us from providing the service (severe weather, road closures, illness or accident, power failure at the venue, venue restrictions, government orders, public emergencies), we do everything reasonably possible to find a solution or an alternative, but we cannot guarantee that we will be able to provide the service.
  • In those cases the deposit is not refundable, as it covers the design and preparation work already completed. You only pay for service we delivered; anything already paid for service we did not deliver is refunded. The deposit is refunded in full only when the situation is caused by Viva or by a failure directly attributable to us.
  • If the start is delayed by you or the venue (late access, no power, wrong space), service still ends at the booked time unless you add extra hours.
  • The Viva Promise: if we start your service late for a reason attributable to Viva, your first hour of service is free. We value that hour at $99. The first 15 minutes of a booking may be used to resolve a technical issue; if a delay caused by us goes beyond that and affects the start of your service, the Viva Promise applies.

Limitation of liability

To the extent permitted by the laws of British Columbia, our total liability for any claim connected with a booking is limited to the amount you paid for that booking, and we are not liable for indirect or consequential loss, including loss of enjoyment or profit. Nothing in these terms limits liability that cannot be limited by law, including liability for our fraud or gross negligence, or your rights under the Business Practices and Consumer Protection Act (British Columbia).

Website use and intellectual property

  • The text, photos, videos, logos and design of this website belong to Viva or our licensors. Client photos appear with permission. Do not copy, scrape or reuse them without our written consent.
  • Do not misuse the site: no automated scraping, no attempts to access galleries you are not authorised for, no false information in our forms.
  • Packages and prices on the site are indicative and may change; your written quote is what applies to your booking.

Third-party services

We rely on third-party providers for hosting, email, analytics and advertising, and for our online gallery. Their terms apply to their services; our Privacy Policy explains what information they receive. Links to other websites are provided for convenience and we are not responsible for their content.

Governing law

These terms are governed by the laws of British Columbia and the federal laws of Canada applicable there. Any dispute will be brought in the courts of British Columbia sitting in Vancouver. Before that, please write to us: most issues are solved with one email. Nothing here removes rights you have as a consumer under Canadian or British Columbia law.

Changes to these terms

We may update these terms; the date at the top tells you when. The version in force on the day you paid your deposit applies to your booking.

Contact

Viva Photo Booth and More, Metro Vancouver, British Columbia, Canada.
Email: info@vivaphotoboothandmore.ca
Phone: +1 (236) 808-7980