Questions to Ask Before Booking Any Photo Booth Supplier

Almost every photo booth website says the same things: unlimited prints, props included, professional service. The words are free, so everyone uses them. The questions below are the ones that actually tell you who you are dealing with — ask them of us and of anyone else you are considering.

We have answered each one for ourselves underneath, so you can see what a straight answer looks like.

"Is setup time included in my hire hours?"

This is the single most common way a booking turns out worse than expected. If a supplier arrives at 7pm for a 7pm start, your guests are watching someone build a booth for 45 minutes — and you are paying for it.

Ask plainly: does my paid time start when you arrive, or when the booth opens to guests?

Our answer: we arrive 60 to 90 minutes before your start time, and setup is not part of your hire. Your hours begin when the booth opens.

"Will an attendant stay for the whole event?"

Some suppliers drop off a booth and leave. Others staff only the first hour. An unattended booth jams, runs out of paper, and — at weddings especially — quietly stops being used because nobody is inviting people over.

Ask whether an attendant stays for the entire hire, and whether they are DBS-checked. If there are children at your event, that second part matters.

Our answer: a DBS-checked attendant stays for the full hire, every package, no exceptions.

"What does 'unlimited' actually mean?"

"Unlimited prints" can mean unlimited sessions with one print each — so a group of six gets one strip to share and five people go home with nothing.

Ask: does everyone in the photo get their own copy?

Our answer: every guest in the photo gets a printed copy, as many times as they come back.

"How much space and power do you need?"

Ask for a specific figure, then check it against your venue. A supplier who cannot tell you immediately has not thought about it, and you will find out on the day when the booth does not fit.

Our answer: roughly 3m x 2m and a standard plug socket within reasonable reach. Tight corners and low ceilings are usually workable if you tell us in advance.

"Are you insured?"

Many venues in Swansea and South Wales ask suppliers for public liability insurance and PAT certificates before letting them load in. If your supplier cannot produce them, you can find out on the day, at the worst possible moment.

Ask for proof rather than reassurance, and ask your venue what they require — the two should match. Ask us and we will confirm exactly what we hold for your venue.

"What happens if your equipment fails?"

Cameras and printers do occasionally fail. The question is not whether a supplier has ever had a problem — it is what they do about it.

Ask whether they carry backup equipment, and what happens if the booth cannot run.

Here is the honest version: no supplier can promise nothing will ever go wrong, and anyone who tells you their kit cannot fail is selling you something. What you want to hear is a specific plan — what they carry, and what they do if the booth cannot run. Ask us and we will talk you through ours.

"Can I see the actual booth I am booking?"

Stock photography is easy to find. Ask for photos of their booth at real events, and ideally a recent strip design.

If every image on a website is a generic press shot, that is worth noticing. Our gallery is all real events across South Wales.

"What is your cancellation and date-change policy?"

Ask before you pay a deposit, not after. Specifically:

• What happens if you need to move the date?
• What happens if they cannot attend?
• Is the deposit refundable, and under what circumstances?

Get the answer in writing. A supplier who is vague about this in an email will be vague about it when it matters.

Our answer: talk to us as early as you can. Date changes are usually workable when there is reasonable notice and we have the alternative free.

"When do I get my photos, and in what format?"

Ask whether you receive full-resolution originals or only the strip layouts. The difference matters if you want to use the images for thank-you cards or an album — a 2x6 strip is not much use for that.

Our answer: an online gallery, plus USB on 3-hour-and-above packages, with the full-resolution originals rather than just the layouts.

"Is there anything not included?"

The most useful question on this list, and the one suppliers least expect. Ask directly what costs extra: travel, idle time, extra hours, props, a guest book, a custom design.

Our answer: backdrop, props, custom strip design and an attendant are in every package. Guest books are included on 4 and 5 hour packages. We will tell you about travel when you tell us your venue — before you book, not after.

A short checklist

Copy this into an email and send it to every supplier you are considering:

• Is setup time included in my hire hours?
• Does an attendant stay for the whole event, and are they DBS-checked?
• Does everyone in the photo get their own print?
• How much space and power do you need?
• Can you send proof of public liability insurance and PAT testing?
• What happens if equipment fails?
• Can I see photos of your booth at real events?
• What is your cancellation and date-change policy?
• When do I get the digital images, and are they full resolution?
• What is not included in the price?

The replies will tell you more than any amount of marketing copy. Suppliers who answer quickly and specifically tend to run events the same way.

Ready to put these to us? Get a free quote, compare the booths, or see what is in each package.