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                                                Hire Time

 

The start and finish times you require us for, of which you have confirmed with Harmony Photography and Photobooth Hire  before your event.

Arrival Time

Usually, we will arrive approximately 1 hour before your Hire Time. This time is just a guide and may vary depending on circumstance, different times pre-arranged with us, traffic, and other unforeseeable circumstances.

 

                                  DESIGN & CUSTOMISATION

Our in-house design team will liaise with you regarding your design. We will introduce you to our design via email/facebook. Any further changes to the design have to be requested in writing 2 weeks before your event.

Elements we design for you vary from event to event, which may include:

  • The print template

  • "Touch to Start" screens

  • Screens throughout the workflow

  • Sharing screens

  • Digital copies of the images shared.

 

                                                    POWER REQUIREMENTS

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One GPO (a standard, single phase, 240V, power point) is required. The GPO must be situated within 5 metres of the booth. If not, a power extension must be provided to the area (within the 5 metre radius).

 

                                     MEAL REQUIREMENTS

3-5 hours

A crew meal is required for events over 3 hours. The crew meal should be the same as your guests. Our crew are often allocated a place to sit at the crew table with other vendors (DJ/band, photographers, videographers, MC's etc). 

1-2 hours

A sit-down meal is not required for events under 3 hours.You are required to provide simple refreshments to our  staff, such as soft drinks or water and the same food provided to your guests.

Dietary Requirements: None of our current staff have specific meal requirements.

 

                     STAFF CARE and Photo Booth Maintenance

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Care for our staff is one of our top priorities, alongside customer care.

Your event may be a long day of load-in, setup, operation and load-out for our staff, often totalling 6-7 hours of work. This is why we request simple refreshments and a meal for longer hire times.

We understand that every event is different and our staff may not have the opportunity to take a break due to the intensity of your event, however it's company policy to allow staff a 10 minute bathroom and refreshment break every two hours.

If an opportunity for a break presents itself, please be understanding of our staff taking a moment to rejuvenate. You may find them away from their allocated area at this time. The attendant Mobile Number will be provided in case of any issues.

In addition to our staff care The Photo Booth will be closed for 10 Minutes half way through the event to Clean the mirror and make sure everything is running smoothly. This is essential for us to provide you with a high quality service. 

Example

An event from 6pm to 10pm, we will close the Photo Booth from 6.00pm to 6.10pm to check that the booth is clean (for best photo quality) and that it hasn't been moved or pushed out of its place by one of the guests.

 

                                 RUN SHEET & FLOOR PLAN

Run Sheet

A run sheet outlines:

  • Timings of key points during your event

  • Which people are responsible for which action

  • Contact names and numbers of vendors

Your run sheet should be distributed to your venue staff and all vendors so everybody is on the same page.

If you are creating a run sheet and floor plan for your event, we would appreciate you sharing it with us.

A run-sheet helps our event staff understand what is happening during your event and when, which will help us best serve you.

Example

If your speeches start at 9pm, we need to start informing your guests at 8:45pm that our service will cease at 9pm. This will aid in the flow of your event, benefiting your catering staff and your MC. 

An indication of your vendors' allocated time to eat is also useful, allowing them to prepare for busy periods and key events they need to be present for.

 

Floor Plan

A floor plan indicates the space where vendors, stations and furniture are allocated within your venue.

Determining a floor plan in advance will ease the load-in and setup process of your vendors, which will alleviate potential unnecessary stress on the day.

 

                  DIGITAL IMAGES & PRIORITY DIGITAL DELIVERY

Digital Images

Normally, you will receive your digital images at the end of your event. In some cases (Example: If your event is on a Monday), you may receive your photos later during the week. This may vary depending on the season.  

 

ADDITIONAL OPTIONS

If you need any of our additional options, you must request them at least 7 working days before your event date. The extra cost will be provided upon request.

Additional Options include:

  • Guest Book Pack - (Brown or Black, 20  pages) + Metallic Pens + Double-Sided Tape/Glue

  • 4x6" Acrylic Frame

  • Additional Physical Copies of your Prints

  • Additional Backdrops for your event 

  • Printing of any of your photos on any material (Wood,Plastic,Leather,Acrylic,Shirts, Guest Book Cover)

 

                                           SOCIAL MEDIA 

We have a strong focus on documenting our activities, updating our audience, and including our community (you) on social media.

We will request your social media handles so we can update you when you're featured on one of our social media channels.

We may capture your event through photo, video, 360 degree photo, 360 degree video, 3D virtual reality scan, live video, and audio recording. We retain the rights to these recordings.

Photography is sometimes carried out by your attendant to discreetly document your event.

We post regular updates on our activity in the following channels:

  • Instagram

  • Facebook 

We will never distribute or sell the photos or video of you and your event in exchange for money, goods or services without permission. However we retain the right to post some of the event photos taken by the guests on the photobooth or our attendant on our social media for marketing purposes and to be able to keep our prices low and competitive.

If you would not like us to take photos and videos, please inform us.

 

LOADING INSTRUCTIONS

We require loading instructions before your event date. This will assist our staff in loading in and setting up in time for your event. It will also help our staff respect your venue's rules and safety protocol.

 

                                                PARKING

You are required to provide parking for our staff members. There are usually three options:

  • Free Parking.

  • Metered Parking.

  • Parking Station Parking.

  • Arranged Parking.

 

Free Parking

If there is free parking available to our staff, no additional payment is required.

 

Metered Parking

If our staff is required to park in a metered parking zone, you are required to pay for parking for the duration of your Hire Time, plus an additional two hours for load-in and load-out time.

 

Example

Your Hire Time is 7pm-11pm, coming to a total of 4 hours. Total of 6 hours parking will be required to cover loading in and out.

 

Parking Station

If our staff is required to park in a parking station, you are required to pay for parking until our staff need to collect the car for load-out.It is useful to tell us If using a parking station is the best option for parking near your venue, as booking and pre-paying may be needed in advance.

 

Arranged Parking

In some cases, you may need to arrange parking for our staff with your venue.

You may request the registration number of our staff Vehicle before your event.

 

                       ADDITIONAL TIME & IDLE TIME

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Additional Time

An extension of your Hire Time. Any time beyond your end time.

Idle Time

The time we are required before an event, but not used.

 

Additional Time: Charged in 30 minutes increments

If you discover (during your event) that you require our services for longer than your Hire Time, you are required to pay the cost of additional time on the spot and to inform us ASAP.

We will pack up if your event runs past your Hire Time and you do not want us to continue. This may occur while your event is still running.

 

 

Idle Time: Fees apply. Charged in 30 minutes increments

Included in your package, you receive 1 hour load-in time before your hire time.

If you require us to load in earlier than 1 hour before your Hire Time, additional Idle Time needs to be purchased in advance.

 

                                   CANCELLATION POLICY

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If you cancel after you pay the deposit, your deposit will be used as a cancellation fee. This will cover the cost for admin/back-office work.

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In the case of an event  postponement a minimum 2 weeks written notice will be required. All deposits and balances paid will be transferable to your next booking. For postponement with less than 2 weeks written notice will incur a cancellation fee.

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(Special Circumstances Cancellations)

Cancellation for special cases due to unforeseen circumstances will be dealt with as case by case basis.

 

Coronavirus (COVID-19) - Booking Postponement or Cancellation

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Please note that the following policy may change at any time, as the nature of the circumstances may change without warning.

In the case of an event cancellation or postponement, all deposits and balances paid will be transferable to your next booking.

Refunds are not possible at this time.

 

                            PUBLIC LIABILITY INSURANCE

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Some venues require vendors to submit their public liability insurance. We are fully insured with NRMA with $20,000000 Public Liability Cover

You may request our certificate of currency at any time.

 


 

                           PAYMENT & PAYMENT METHODS

Payment

Security deposit is required to secure and confirm your booking.

 

Final payment of the total balance via bank transfer is due 2 business days before your event. For Cash/Card Payments, you will be required to pay our attendant upon arrival before setting up. This means the person arranging the payment would need to be at the venue 1 hour prior to the event start time, or the remaining balance should be handed to your Venue or your  Event coordinator.

Failure to do so may result in a loss of booking and loss of your security deposit.

NOTE: The Payment terms may vary depending on the circumstances of your booking.

 

Payment Method

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Payment methods we accept for the remaining balance are:

  • Cash

  • Direct Deposit via Bank EFT ( Has to be done 2 business days before your event )

  • Credit Card Payment

    •              VISA

    •              Mastercard

NOTE: A 2% processing fee applies for all card payments.

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