Photo booth rental contract template.
A photo booth rental contract should state the rental hours, whether an attendant is included, the space and power the booth needs, how many prints and digital copies guests get, who is responsible for guest damage, travel fees, and the deposit and cancellation terms. Copy the clauses below and have a lawyer review them.
Updated
Hours, attendant, space and prints.
PHOTO BOOTH RENTAL AGREEMENT. This agreement is between [Your business name] ("Company") and [Client name] ("Client"), dated [Date], for an event on [Event date] at [Venue name and address].
1. Rental and package. Company will provide a [Booth type, for example: enclosed / open-air / mirror / 360] photo booth for [Number] hours of operation, from [Start time] to [End time]. Setup takes about [Number] minutes before the start time and teardown about [Number] minutes after. Setup and teardown are not counted in the rental hours.
2. Attendant. [A booth attendant is included for the full rental time / no attendant is included]. The attendant helps guests, refills supplies and keeps the booth running. Client will make sure the attendant can use a restroom and get water, and is given a meal if the rental is longer than [Number] hours.
3. Space and power. Client will provide a flat, dry space of at least [Dimensions] with a standard power outlet within [Distance] of the booth, and a clear path of [Width] for loading in. If the booth is outdoors, Client provides a covered area. Venue stairs, elevators, loading rules and fees are Client's responsibility to confirm before signing.
4. Prints and digital copies. The package includes [unlimited / Number] prints per session on [Print size] paper, a digital gallery of all photos within [Number] days, and [props, backdrop and custom print design]. Extra prints beyond the package are [Rate]. Company may keep photos for [portfolio and marketing] unless Client asks in writing not to.
Damage, travel, payment and cancellation.
5. Guest conduct and damage. Guests must use the booth as shown by the attendant. Client is responsible for loss of or damage to Company's equipment, props and backdrop caused by Client or guests, at repair or replacement cost, up to [Limit if any]. Company may stop the booth if guests misuse it after a warning, and the full fee is still due.
6. Travel. The fee includes travel within [Distance or area]. Beyond that, Client pays [Travel fee or per-mile rate], plus [parking, tolls, lodging] where needed.
7. Fee and deposit. The total fee is [Total amount]. A deposit of [Deposit amount] is due when Client signs and holds the date only when the deposit and signed agreement are received. The balance of [Balance amount] is due [Number] days before the event. Extra time is available at [Rate] per [hour / half hour] if the booth is free.
8. Cancellation by Client. If Client cancels more than [Number] days before the event, Company keeps the deposit. If Client cancels [Number] days or fewer before, Client owes [Amount or share of the total fee], because the date cannot be rebooked. Client may move the date once if Company is available and asked at least [Number] days ahead.
9. Equipment failure and cancellation by Company. If the booth fails or Company cannot attend because of equipment problems, illness or an emergency, Company will [arrange a replacement booth or attendant where possible] and refund the fee for time the booth was not working.
10. Weather and venue. For outdoor events Client will provide cover. If the venue cancels, restricts access or sets rules that stop the booth from operating, Company and Client will agree on a new time or the cancellation terms apply.
11. Liability. Company is responsible for providing the booth and service with reasonable care. Company is not responsible for [injury, loss or damage caused by guests, venue conditions or events outside Company's control]. Company's total liability is limited to the fees Client paid. [Company carries liability insurance, and a certificate is available on request.]
12. Entire agreement. This is the full agreement. Changes must be in writing and agreed by both. It is governed by the laws of [State].
Signed: [Client name], [Date]. [Company name], [Date].
Show the booth's footprint and power needs up front.
Most photo booth problems are about space and power, so include a photo or the dimensions of your booth and ask the client to confirm them with the venue. Keep the rental hours separate from setup and teardown in your quote too.
If you rent several booth types, use one clause 1 per type, or list the booth and add-ons in an attachment.
Have a lawyer review it.
This is a starting point, not a finished legal document. Rules on deposits, liability for guest damage and cancellation fees differ by state. Have a lawyer in your state review your final version once, then reuse it. This page is not legal advice.
Hold the date with a deposit and a signed contract.
- Attach your contract to a package or quote so the client signs it before they pay.
- Clients request a date from your packages and pay a deposit online, and the balance can be charged automatically.
Common questions.
What should a photo booth rental contract include?
Rental hours, setup and teardown time, attendant, space and power needs, prints and digital copies, props, guest damage, travel fees, deposit, cancellation, equipment failure and liability.
Who pays if a guest damages the photo booth?
Write in that the client is responsible for damage caused by them or their guests, at repair or replacement cost, and that you can stop the booth after a warning if guests misuse it.
Are setup and teardown included in the rental hours?
State it clearly. Most vendors count only operating hours as the rental and add setup and teardown before and after. Say how long each takes so the client can arrange venue access.
What space and power does a photo booth need?
It depends on your booth. Give the client the footprint and a clear path for loading, plus a standard power outlet near the booth. Put the exact numbers in the contract and ask them to confirm with the venue.
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