Booking terms

27 October 2026 · IP-2026-10-27-1

1. Who you are booking with

Your booking is with Lewis Knight, trading as Instapic Photo Booth & Events. Contact us at info@instapicphotobooth.co.uk or through www.instapicphotobooth.co.uk. Instapic is not currently VAT registered; no VAT is added to the quoted price.

Business correspondence address: 29 Cadwell Walk, Gorebridge, Midlothian, EH23 4LF. Correspondence only — no customer visits or collections.

Your accepted quote and these terms describe the agreed booking. Please check the event date, venue, hire times, products, options, quantities, travel charge, discounts and total before accepting. We will provide a copy of your agreed details and the applicable terms.

For a booking made on behalf of a business or organisation, the quote should identify that customer and the person authorised to agree the booking for it. Consumer rights apply where the customer legally qualifies as a consumer; a label on the enquiry form does not decide this. The booking, payment and fair-cancellation arrangements stated here also apply to business bookings unless a different arrangement is expressly agreed in writing.

2. Quotes, availability and confirmation

An enquiry does not reserve a date. When we check availability and send your personal quote, we hold the quoted availability for 48 hours from that point. Your first payment link is open for the first 24 hours.

If that first link expires, our reminder lets you select “I still want to book”. This reopens payment only for the time left in the original 48-hour hold. It does not start another full 24 or 48 hours. Once the hold ends, the date is released and we must check availability before issuing a new quote. Your quote shows the final deadline. Please start a new online checkout at least 31 minutes before your payment link ends; if less time remains, contact us. An already-open checkout keeps its stated expiry time.

After we have checked availability, your booking is confirmed when you accept the quote and we verify receipt of the required deposit or full payment. Bank transfers are verified when we match the money actually received. Your confirmation and Booking Hub show the booking's status.

We may agree in writing to confirm your booking with the deposit payable later. That agreement must include the deposit due date. A booking confirmed this way remains a confirmed booking while payment is tracked separately.

After quote expiry or withdrawal, contact us for a fresh availability check. If a delayed payment reaches us after the quote has expired, we will contact you to check whether the booking can still proceed. If we cannot provide the booking and you do not agree an alternative, we will return the payment for the unavailable booking.

3. Price and payments

The accepted quote states the total price, including the stated travel charge. Instapic is not VAT registered and no VAT is added. We will not change that price without your agreement to a change in the booking.

The standard deposit is £50, credited towards the total. The remaining balance is due 14 days before the event, except where the cash option below or another written arrangement applies. A booking made inside that period normally requires the full balance at confirmation.

After the deposit has been received, a confirmed booking that includes a photo booth or magic mirror can select Pay cash on the night in the Hub. This applies to the whole remaining booking balance, including other products and travel. The balance is then due to the attendant at the event. Selecting cash does not record a payment: we update the Hub when the cash is actually received. A two-week reminder states the balance and the selected payment arrangement. If the last photo booth or magic mirror is removed by an agreed amendment, the revised booking shows the normal balance deadline.

After confirmation and before the balance deadline, you may make voluntary payments of £25 or more towards the balance. Once the balance is due, the remaining amount is payable in full. You can pay a smaller final balance in full. These payments do not extend the balance due date. Payment methods and any provider transaction limits will be shown before you pay.

Your Hub updates after a payment is verified. A processing, declined or cancelled payment is not money received. Please contact us if a receipt and the Hub appear inconsistent.

4. Optional third-party finance

Where offered, finance or pay-later options are provided by the named payment provider and are subject to its eligibility checks and terms. We do not promise approval or a particular repayment plan. Where available in this Hub, Klarna is offered to private customers for the whole amount then outstanding, rather than a deposit or optional top-up.

The amount successfully paid to Instapic is credited to your booking. Any repayments you owe the finance provider are separate from the amount still owed to Instapic. Voluntary payments you make directly towards your booking are not a finance agreement with us.

If a refund is due, we will coordinate it through the appropriate payment/provider process and explain any alternative needed. A provider's refund-processing window or dispute deadline does not by itself remove your rights against us. Contact the provider about its repayment schedule while a refund is being processed.

5. If you cancel

Where a booking is for services related to a leisure event on the specific date agreed, such as a wedding or party, the statutory 14-day cooling-off right does not apply. This does not remove the cancellation arrangements below or your other legal rights. We do not apply this exception to every booking merely because it includes hired equipment or has a date. Where a statutory cancellation right applies to your particular booking, its information will be supplied with your quote before you accept and takes priority over these cancellation charges.

Where cancellation charges are legally permitted, we may retain or request only a reasonable amount reflecting our actual net loss caused by the cancellation. We will take account of costs saved, work or services already supplied, reasonable non-recoverable commitments and any replacement booking. We will take reasonable steps to reduce the loss and will not recover the same loss twice.

We will explain the calculation and credit money already paid against any amount properly due. The deposit is part of the booking price, not an automatic additional cancellation penalty. Any excess payment will be refunded. We will explain the amount and refund arrangements without delaying any refund beyond the applicable legal deadline. Statutory cancellation rights and remedies take priority over this clause.

6. Changing the date or booking

Ask us before making changes to dates, venues, times or products. Changes depend on availability and any agreed price adjustment. We will confirm the revised details in writing before they take effect.

If we cannot accommodate a requested change, your original booking remains in place unless you cancel it. We will discuss a postponement where possible; a request to change dates does not automatically forfeit all payments.

7. Event arrangements and equipment

We will provide the agreed services with reasonable care and skill. Please give us accurate venue and access information and arrange the permissions, safe space, access times and power supply stated in your quote or agreed setup requirements. Requirements added later must be agreed with you if they materially affect your booking.

We deliver, set up and collect all hired equipment. Customers do not collect or set up equipment themselves. Photo booths are attended; any attendance arrangements for other products will be stated in your quote. We agree venue access, setup and collection times with you. Any travel or delivery charge is included in the agreed quote.

The equipment remains ours. Please do not move, dismantle or allow someone else to collect it unless we have agreed this with you. For equipment left at the venue, please arrange the agreed access for our collection.

Please tell us promptly about delays or access problems. We will discuss reasonable alternatives. Extra time or charges require agreement; delays do not automatically authorize an unlimited charge.

We may pause an activity where reasonably necessary to address a genuine safety risk and will explain the problem and seek a practical solution. Any charge, reduction or refund will reflect the circumstances and your legal rights.

You are responsible for taking reasonable care of equipment placed in your custody and following reasonable safety instructions. Any claim for loss or damage must be supported by evidence, relate to a responsibility you legally bear, and reflect a reasonable repair cost or depreciated replacement value. Ordinary wear and tear is excluded. You are not automatically liable for every action of every guest regardless of fault.

For photo booth and magic mirror bookings, prints are provided on the night unless otherwise agreed. Your event gallery is provided through Pixieset, linked from our website, and is available for at least one year. We may keep gallery or backup copies longer to help with later requests, while storage allows and retention remains appropriate. Availability after the first year is not guaranteed, so please download and keep your own copies. For new events, the gallery contents are protected by a viewing password, with separate download controls. A genuine event photograph is used as the public gallery cover, and the title may also be visible on our gallery homepage. The remaining photographs require the viewing password. Anyone you share the viewing password with can access the gallery; please share it only with the people you intend. A download PIN alone does not protect viewing. Photo handling and any separate public promotional use are explained in the privacy notice.

7a. LED dance floors

Our dance floors are regularly maintained to a high standard. Occasionally, individual panels may develop a lighting fault. We carry spare panels and replace affected panels when a fault is identified and it is safe and practical to do so.

Drinks must not be taken onto or placed on the dance floor. Spillages, hair grips and other small objects can cause interruptions. Please report any problem promptly so we can advise or take appropriate action. Stop using an affected area if panels separate or there is a safety concern; do not attempt repairs or dismantle the floor.

Thick or soft carpets can allow movement beneath an interlocking floor and may cause panels to separate. Please tell us about the venue's flooring in advance. We assess the surface and use suitable underlay where needed to reduce movement. If a safe installation is not possible, we will discuss an appropriate alternative with you.

Where evidence shows that disruption was caused solely by guest spillages, foreign objects or misuse, and not by a fault in our equipment, installation or service, we do not refund the resulting loss of use.

An isolated lighting fault does not automatically entitle you to a full refund. Any repair, price reduction or refund will reflect the cause, duration and impact on the agreed service. This does not exclude a remedy where our equipment or service fails to meet your legal rights. Safety concerns are addressed regardless of how many panels are affected.

8. Late payment

If a payment is overdue, we will contact you and give a reasonable stated deadline to resolve it before deciding whether the booking can continue. No automatic late-payment penalty is created by these terms. If cancellation becomes necessary, any amount retained or claimed remains subject to the fair-loss approach above and your legal rights.

9. If we cannot deliver or something goes wrong

If we cannot supply the booking as agreed, we will contact you promptly. A substitute product, date or provider requires your agreement. If no acceptable alternative is agreed, we will refund the affected services not supplied, without limiting any further rights you have.

Tell our attendant about a problem during the event where practical so we can try to put it right. You may also contact us afterwards; failing to report immediately does not automatically remove your rights. Any remedy will reflect the problem, the services supplied and applicable law.

10. Photographs for marketing

We may use selected photographs taken at events, including our equipment and setups, on our website, social media and other promotional materials. Where people are identifiable, we will obtain their separate permission before using those photographs for marketing. For identifiable children, we will seek permission from a parent or guardian and respect the child’s wishes.

Marketing permission is optional and does not affect your booking. Accepting these terms does not give permission on behalf of all guests. Permission can be withdrawn by emailing info@instapicphotobooth.co.uk; we will stop future use and remove the relevant photographs from online marketing we control.

11. Your information, complaints and legal rights

We use booking details to manage your event, payments and necessary staff arrangements as explained in our privacy notice. The online event-gallery arrangements are described above and in the privacy notice. Marketing and use of photographs in separate promotional posts or advertising are not assumed from acceptance of these booking terms.

Send questions or complaints to info@instapicphotobooth.co.uk. We will investigate and explain our response.

Nothing in these terms excludes rights or liability that cannot lawfully be excluded, including liability for fraud or death or personal injury caused by negligence. Any applicable statutory cancellation rights, consumer guarantees and remedies remain available.