Terms & Conditions

1. Acceptance

By paying the deposit, the Client confirms acceptance of these Terms & Conditions.

2. Definitions

The Client: The person or business making the booking.

The Service Provider: QuikPix Photo Booth (Pty) Ltd.

3. Availability & Quotes

Quotes confirm availability at the time issued but do not guarantee future availability.

Before making payment, the Client must confirm that the requested booth is still available.

4. Payments & Confirmation

4.1 Deposits

A 50% deposit is required to secure your booking.

A booking is only confirmed once payment is received and a confirmation email has been sent by the Service Provider.

This deposit is non-refundable, as it covers administration, design work, and the reservation of your event date (which prevents us from accepting other bookings).

In compliance with the Consumer Protection Act, 2008, deposits will only be refunded in circumstances where retaining the full amount would be considered an unreasonable cancellation fee.

4.2 Balance

The remaining 50% is due 3 days before the event.

4.3 Late Bookings

Bookings made within 3 days of the event require full payment upfront.

A booking is only confirmed once payment is received and a confirmation email has been sent by the Service Provider.

5. Event Details, Changes & Payments

The event date, time, and venue provided at the time of booking are confirmed once the deposit is received and a confirmation email is issued. These details constitute the official booking.

Any subsequent changes must be agreed in writing. Availability for new dates, times, or different venues cannot be guaranteed.

If the event is moved to a date, time, or venue where the Service Provider cannot provide the service, the deposit portion will be forfeited.

Design work will only commence once upon payment has been received.

Operators and equipment will not be dispatched unless full payment has been received. If the balance is unpaid, the booking will be treated as cancelled and the deposit forfeited.

Proof of payment, including the unique reference number from the quote or invoice, must be sent to info@quikpix.co.za to ensure payments are correctly allocated.

6. Refunds, Cancellations & Postponements

6.1 Cancellations

If full payment has been made and the event is cancelled:

• 7 days or more before the event: the 50% balance will be refunded.
• Less than 7 days before the event: The full booking amount is forfeited.

The deposit is non-refundable.

6.2 Postponements

A booking credit will be issued, valid for 60 days from the original event date.

If the Service Provider is unavailable on the new date, the deposit is forfeited and the balance (if paid) will be refunded.

Credits not used within 60 days will expire, and all payments will be forfeited.

6.3 Cancellations or Postponements Within 24 Hours

If the event is cancelled or postponed within 24 hours of the booking, the Service Provider accepts no liability for losses (financial or otherwise), and no refunds will be issued.

7. Service Extensions & Idle Time

7.1 Extensions

Extra time is subject to the operator’s availability and may be declined if:

• the operator is not available beyond the original booking duration, or
• there are later events booked.

If available, extensions are charged at R800 per hour, billed in full-hour segments only (no pro-rata).

Example: An additional 20 minutes will be billed as a full extra hour (R800).

Payment for extensions must be made during the event or within 48 hours afterwards.

7.2 Idle Time

Idle time (when the booth is set up but not operating) can be booked at R400 per hour.

Example: If setup is required at 18:00 but the booth operates from 19:00–21:00, one idle hour (R400) will apply.

If idle time is not booked and the booth is unused due to formalities or delays, the Service Provider will not extend the operating time unless additional time is booked at R800 per hour.

Please note: The hire period runs continuously for the hours booked. Any period during which the booth is not used still forms part of the booking.

8. Digital Photos Delivery

Photos are provided digitally within 2 working days of the event.

Photos remain available for download for 3 months. After this period, the Service Provider cannot guarantee storage.

9. Operational Terms

9.1 Setup Time

All packages include 1 hour of setup time before the booked operating hours.

If additional setup time, early arrival, or extended preparation is required, idle time must be booked at R400 per hour.

9.2 Power Supply

The Service Provider does not provide its own power supply (generators, inverters, or UPS units).

The Client or venue must supply a standard 230V plug point as required for the booth type.

If no power is available, or if the supply is interrupted (e.g. load shedding, unscheduled outages), the Service Provider cannot operate. The team will remain on-site for the booked duration, but the operating time cannot be extended to make up for lost time.

If additional time is required once power is restored, it must be booked at the standard rate of R800 per hour.

9.3 Booth Requirements

Printing Booths:

• Require a space of 2.5m (L) x 2.5m (W) x 2.3m (H), plus 1 x 230V plug point within 20m.
• Backdrop & Green Screen booths must be set up against a wall for stability.

360 Video Booths:

• Require a 3m x 3m flat surface.
• No plug point is needed unless a TV Slideshow add-on is included (→ 230V plug point within 20m).

9.4 Location

Indoor or covered areas are strongly recommended.

For outdoor setups, the Client must provide an indoor Plan B in case of rain.

A strong WiFi connection is preferred for the 360 booth. The Service Provider does provide WiFi where possible, but video sharing is dependent on venue signal quality. Upload speeds below 10 Mbps will result in delays.

9.5 Operating Conditions

The Client must provide an area suitable for continuous operation of the booth.

If the area becomes unsuitable and the booth must be moved (e.g. due to rain), the Service Provider will not extend the booking time.

If the operator is required to take down, move, and re-setup the booth during the event, this process forms part of the booked hire period, and no additional time will be added.

10. Equipment Malfunctions

In the unlikely event that on-site printing is not possible, all photos will be printed and delivered within 2 working days at no additional cost.

Liability is limited to the refund of payments received for the unserved time. The Service Provider is not responsible for any further damages or losses resulting from the interruption.

11. Events Beyond Our Control

No refunds will be given if the service cannot be rendered due to circumstances outside the Service Provider’s control, including (but not limited to):

• Load shedding or unscheduled power outages
• Acts of God (floods, storms, earthquakes, etc.)
• Force majeure (civil unrest, terrorism, state/government action, new legislation, strikes, etc.)
• Severe traffic delays or vehicle breakdowns
• Changes in the event schedule or delays in the program
• Weather or venue changes making operation unfeasible

12. Children’s Events

The booth is designed to capture the optimal shot from the waist up for the average adult.

For users under 1.5m in height, the camera may be positioned too high. To ensure the best experience, the Client must provide a platform, stool or raised section for children to stand on.

The Service Provider does not supply this equipment.

13. Safety & Indemnity

The Client is responsible for ensuring that the venue and conditions are suitable for safe photo booth operation.

Obtaining any permits or permissions required for the setup is the Client’s responsibility.

The Client must ensure that guests do not damage the equipment or harass staff.

The Service Provider retains the right to terminate services immediately if the safety of staff or equipment is at risk. In such cases, no refund will be due.

Any loss of or damage to equipment caused by the Client, guests, unsuitable venue, or negligence will be billed to the Client.

The Client indemnifies the Service Provider against all claims or liability during or after the event, except where such liability arises from the Service Provider’s gross negligence or wilful misconduct, which cannot be excluded under the Consumer Protection Act, 2008.

14. Insurance

The Service Provider maintains standard public liability insurance.

It is the Client’s responsibility to ensure the venue permits use of photo booth equipment and to determine if any additional event-specific insurance is required.

The Client indemnifies the Service Provider against any claims for loss, injury, or damage arising from the event, except where such loss, injury, or damage is caused by the gross negligence or willful misconduct of the Service Provider.

The Service Provider recommends that the Client obtains any additional event insurance or public liability insurance deemed necessary to cover unforeseen incidents or third-party claims.

15. Marketing & Privacy

The Service Provider reserves the right to use photographs and videos taken within or around the photo booth for marketing and promotional purposes (such as on social media, websites, and advertising).

In line with the Protection of Personal Information Act, 2013 (POPIA):

• Guests may request that their images not be used for marketing, and such requests will be respected.
• No sensitive personal information will be published without consent.

The Client agrees not to hold the Service Provider liable for any claims (including defamation, libel, or invasion of privacy) arising from the lawful use of such marketing materials.