Terms & Conditions – VW Photobus
These Terms & Conditions ("Agreement") govern all bookings and services provided by VW Photobus. By confirming a booking, the client agrees to be bound by the following terms:
1. Booking & Payment
1.1 A non-refundable deposit of £100 is required to secure your booking. Bookings are not confirmed until this deposit has been received and a confirmation email has been issued.
1.2 The remaining balance must be paid no later than 14 days prior to the event date.
1.3 For bookings made within 14 days of the event, full payment is required at the time of booking.
1.4 Payment instructions and invoices will be provided upon confirmation. Accepted methods of payment include bank transfer and any other method agreed upon in writing.
2. Cancellations & Amendments
2.1 In the event of a cancellation by the Client:
Cancellations made more than 30 days prior to the event date will result in forfeiture of the deposit only.
Cancellations made within 30 days of the event will be subject to 100% of the total booking fee.
2.2 Requests to amend the event date or time must be submitted in writing and are subject to availability and confirmation. We reserve the right to treat such changes as a cancellation and rebooking, at our discretion.
2.3 In the rare event that VW Photobus is unable to attend due to extenuating circumstances (e.g., vehicle breakdown, severe weather, or staff illness), a full refund will be issued. VW Photobus will not be liable for any other costs incurred by the Client in such cases.
3. Service Delivery & Setup Requirements
3.1 VW Photobus staff will arrive approximately 60–90 minutes prior to the hire start time to complete setup.
3.2 The Client must ensure the venue provides:
Adequate space for the photobus setup
Safe and accessible entry to the event area
Parking facilities for the VW Photobus (including permits or prior arrangements, if necessary)
Access to power
3.3 It is the Client’s responsibility to obtain all necessary permissions from the venue, including for power usage, sound, and equipment access.
4. Guest Conduct & Equipment Usage
4.1 All guests use the photobus and associated equipment at their own risk. VW Photobus accepts no responsibility for any injuries caused through misuse or inappropriate behavior.
4.2 The Client will be held financially liable for any loss or damage to the photobus or equipment caused by guests or event attendees.
4.3 VW Photobus reserves the right to pause or terminate services if:
Guests behave in an abusive, threatening, or dangerous manner
Equipment is at risk of damage or misuse
No refund will be provided in such circumstances.
5. Prints & Digital Media
5.1 Packages include instant printouts as specified in the selected service tier.
5.2 For bookings under The Pop-Up Print Package, photostrips are charged at £3.50 per strip. Payment can be made via cash or card.
5.3 Digital copies of images may be made available after the event, depending on the package selected.
6. Image Rights & Promotional Use
6.1 Unless otherwise agreed in writing, VW Photobus retains the right to use photographs and images captured during the event for marketing and promotional purposes, including but not limited to websites, social media, and printed materials.
6.2 If the Client wishes to keep images private, a written request must be submitted prior to the event date. We will confirm in writing if this request has been approved.
7. Liability & Insurance
7.1 VW Photobus carries full public liability insurance. Evidence of insurance can be provided to venues upon request.
7.2 While all reasonable care is taken, VW Photobus shall not be held responsible for any indirect, incidental, or consequential damages, including delays or failures caused by events outside our control.
7.3 All staff members representing VW Photobus have undergone Disclosure and Barring Service (DBS) checks to ensure suitability for working at events involving children or vulnerable individuals.
8. Travel & Additional Charges
8.1 The standard package includes travel to events within a 40-mile radius of our base location.
8.2 Travel beyond 40 miles will incur a charge of £0.50 per additional mile (both directions).
8.3 Any congestion charges, parking fees, tolls, or overnight accommodation (if required due to distance or event timings) will be discussed with the Client and added to the final invoice.
9. Force Majeure
VW Photobus shall not be liable for failure to perform its obligations under this Agreement due to circumstances beyond its reasonable control, including but not limited to acts of God, war, civil unrest, strikes, pandemics, or extreme weather conditions.
10. Governing Law
These Terms & Conditions shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising shall be subject to the exclusive jurisdiction of the English courts.