Terms & Conditions

Please ensure you read the following terms carefully before finalising your booking with Flash Pods Ltd.

1. Booking Confirmation

1. Your booking will be considered confirmed once you receive a confirmation email and have paid the deposit (if applicable) or the full booking fee.

2. By placing an order—whether verbally or online—you agree that you have read, understood, and accepted these terms and conditions.

2. Payment, Deposits, and Pricing

1. For bookings over £200, a non-refundable deposit of £150 is required to secure the booking. The remaining balance must be paid in full no later than 14 days before the event date. For bookings made within 30 days of the event, full payment is due upon booking.

2. For bookings under £200, the full amount must be paid upfront to confirm your reservation.

3. If the booking remains unpaid in full, we will be unable to provide our services or attend the event. Any payments made will be forfeited.

4. Flash Pods Ltd operates on a cashless basis and does not accept cash payments. For bookings under £200, payments can be made via card; for amounts over £200, payment must be made via bank transfer.

5. If a cancellation occurs within 31 days of booking, the deposit will not be refunded. For cancellations made within 31 days of the event, any payments made will be forfeited, and the full balance will still be due.

6. Any request to extend the hire or services beyond the initial agreement must be paid for in full before the extension begins. Additional time is subject to availability and will be offered at our discretion.

7. Please note that prices quoted may change prior to confirmation of your booking and payment of the deposit.

8. In the event of payment being agreed after services have been provided, a 5% weekly late fee on the outstanding amount, plus VAT, will be charged. We may pursue outstanding amounts through small claims court if payment is not received after four weeks.

3. Photo Booth Hire Timing and Duration

1. If, for reasons within our control, we are unable to begin the service at the agreed time, we will extend the hire period to make up for the delay, subject to venue approval.

2. If delays arise that are outside of our control, we will do our best to offer additional time. However, this will depend on the availability of the next client, and if no extension is possible, the booking will end at the scheduled time.

3. If the delay is caused by activities within your control or by the venue, the service will still conclude at the scheduled end time. Any extensions are at our discretion and may incur additional charges.

4. We are not responsible for situations beyond our control that may prevent us from attending your event, such as extreme weather conditions, traffic disruptions, vehicle breakdowns, illness, or equipment failure. In these cases, we will notify you as soon as possible, and our liability will be limited to a refund of any payments already made.

5. We will arrive one hour before the agreed start time for the Mirror, 360, and Icon products and leave immediately after the service ends. If early setup or late breakdown is needed, we charge an idle hour fee of £50 per hour to cover staff costs when the equipment is not in use. The booth is not insured unless Flash Pods staff are present.

6. Unlimited prints are available only during the agreed hire duration, with a limit of one print per person in the photo to avoid wastage. The attendant may, at their discretion, print additional copies. We do not provide extra prints for guestbooks not supplied by Flash Pods, as the fee for the guestbook is to cover the cost of extra prints, not just the book itself.

4. Equipment and Hire Items

1. Flash Pods reserves the right to replace any equipment with a similar item of equivalent value and to adjust product specifications as required.

2. All equipment provided as part of your hire (excluding balloons) remains the property of Flash Pods Ltd at all times.

3. Space requirements for the equipment are approximate and may vary slightly.

5. Site Location, Access & Behaviour

1. Equipment will be set up in one agreed location, and once set up, we cannot move it.

2. It is your responsibility to ensure there is enough space for the equipment and to obtain permission from the venue for its use.

3. To ensure the safety and comfort of our staff, our photo booth cannot be set up next to loud sound systems, as we need to communicate with guests and maintain a safe working environment.

4. If there are any issues with access or setup, such as stairs or long distances from the unloading area, please inform us in advance. We allocate time for setup in our pricing, but any unforeseen complications that delay setup will result in a reduction in the hire duration.

5. Due to the weight of the Mirror and 360 equipment, these cannot be carried up flights of stairs. We require a lift or disabled access to transport the equipment above the ground floor. Additionally, we need direct access to the venue from the street or parking area.

6. If the venue is not safe, accessible, or does not meet our requirements, our team may request an alternative location or cancel the booking. No refund will be given in this situation.

7. You are responsible for ensuring that appropriate security and crowd control measures are in place for your event, if needed.

8. If, at any point, we feel that the behaviour of the guests or clients poses a risk to the safety of individuals, guests, or equipment, we reserve the right to stop operations and remove our equipment from the venue. No refunds will be issued.

9. Our team reserves the right to refuse service to guests who are disruptive, intoxicated, or behaving inappropriately.

6. Liability and Insurance

1. You agree to cover any damage or theft of Flash Pods Ltd equipment caused by negligent behaviour on the part of the hirer or guests. This includes any loss of business due to equipment being unavailable for future clients until repairs are completed.

2. Flash Pods Ltd is not liable for any damage to personal property or injury resulting from the use of the hired equipment.

3. Children under 14 must be supervised by an adult when using any of our equipment.

4. You guarantee that consent has been obtained from all individuals involved for their photos to be taken using our equipment.

5. Flash Pods Ltd carries public liability insurance up to £5 million, and all equipment is PAT certified. If you need a copy of this documentation for your venue, please contact us.

7. General Terms and Conditions

1. Unless otherwise agreed, Flash Pods Ltd may use photographs taken at your event for promotional purposes, both online and in print. By booking with us, you grant permission for this, on behalf of all guests.

2. If you have any questions about these terms before making a booking, please don’t hesitate to contact us. We’re happy to help.

3. While we make every effort to provide the services as agreed, circumstances beyond our control may sometimes require changes. These changes will not be considered a breach of contract.

4. Any dissatisfaction with our service should be reported on the night of the event so that we can resolve the issue promptly.

For any enquiries regarding our terms and conditions, please contact us at bookings@flashpods.co.uk.