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Memory Pod Photo Booth Contract  

Terms & Conditions 

1. Definitions 

For the purpose of this Agreement, the following words shall have the following  meanings: 

“Booking Fee” means the booking fee specified on the Booking Form and Quote; 

“Booking Form” refers to the form you are detailing the Photo Booth and/or  Products which you wish to hire and the Hire Period and shall include the Online  Booking Form contained on our website or any signed and printed version of this  form. 

“Memory Pod Photo Booth”, “us”, “we”, “our” means Memory Pod Photo Booth Limited. 

“Force Majeure” means any event which is beyond the reasonable control of  Memory Pod Photo Booth which shall include, without limitation, acts of  God, governmental actions, fire, death, illness or other capacity certified by a  properly qualified medical practitioner, war or national emergency, acts of  terrorism, protests, riot, civil commotion, explosion, extreme weather conditions,  flood, epidemic, lock‐outs, strikes or other labour disputes or restraints or delays  affecting carriers or inability or delay in obtaining supplies of adequate or suitable  materials. 

“Guest Book” means the photo album that we compile at the event for the Hirer if the Ultimate Guest Book Service is purchased. 

“Hirer", “you”, “your” and “yours” are references to you the person hiring the  Photo Booth and/or Products from us. 

“Hire Agreement” is a reference to these Terms and Conditions, any Booking  Form and payment instructions provided to you. 

“Hire Charge” is a reference to the charge we make for the hire of the Photo  Booth and/or Products to you and which is detailed in any quote we may provide  to you.

“Hire Period” is a reference to the period which you have agreed to hire the Photo  Booth and/or Products and which is specified on the Online Booking Form or a  Quote. 

“Photo Booth” means the Photo Booth which we have agreed to hire to you in  accordance with these Terms and Conditions. 

“Products” refers to all products shown on our website. 

“Quote” means the quotation document for Corporate and Private events issued  to the Hirer which details the Photo Booth and/or Products to be hired and the Hire  Period. 

“Terms and Conditions” means the terms and conditions of hire of the Photo  Booth and/or Products as set out in this document. 

2. Agreement to Online Terms and Conditions 

2.1 When hiring a Photo Booth or any of our Products from us you do so in  accordance with this Hire Agreement. You are deemed to have accepted the Hire  Charge for the hire of the Photo Booth, and other terms such as delivery, which  have been quoted to you at the time of placing your order. 

2.2 All Products shown on our website are subject to availability. The images of the  Products on our website are for illustrative purposes only and may vary slightly  from those images. 

2.3 Any contract for the hire of the Photo Booth is between you and Memory Pod Photo Booth

2.4 These Terms and Conditions will remain in place on the website and can be  accessed by you at any time. The Terms and Conditions displayed on the website  at the time of booking your event shall apply to your booking. We reserve the right  to amend or update our Terms and Conditions at any time and any subsequent  bookings made by you shall be governed by such terms. We reserve the right to  alter our pricing on our literature and website at any time without prior warning but  this will not affect bookings which have been confirmed by us. 

3. Making a Booking 

3.1 Booking Form 

3.1.1 Once you have filled out the Booking Form with respect to your hire requirements, you will receive an email from us acknowledging that we have received your request. This does not mean the booking has been accepted. 

We will send you a confirmation email with our contact details, details of the  Product you have hired (and any additional add-ons) for the requested event date,  the final full cost (including VAT) and an invoice for the Booking Fee. A contract  between us will only be formed once we confirm receipt of your Booking Fee for  hire of the Product on the requested date. If a Product is no longer available for hire we will inform you of this by email and your order will not be processed, or if a  payment was taken you will be refunded for the full amount. 

3.1.2 All Private bookings must be made via our Booking Form and payments made through bank transfer using the details provided to you via email. Particular care  must be taken when completing the Booking Form as changes may only be made in writing and with our consent. All details stated on the Booking Form will  be accepted by us as correct including spelling, punctuation and grammar, unless  you notify us otherwise in writing. Any costs that we incur as a result of relying on  incorrect information supplied by you must be reimbursed by you. 

3.2 Payment 

3.2.1 In order to secure your booking a Booking Fee of £150 must be paid. The  Booking Fee covers any administration costs and secures the services of Memory Pod Photo Booth. The Booking Fee is non-refundable. Reservations are  made on a strictly first come, first served basis. Dates will only be secured upon  receipt of the Booking Fee and Booking Form. 

3.2.2 Following payment of the non refundable booking fee , the balance of the Hire Charge must  be paid in advance of the Hire Term (usually 30 days prior to the event). You will be  prompted via email to pay the balance by the due date. Failure to pay the balance  by the due date will result in the cancellation of your order. Payment for additional  images, services and products are to be made at the time of ordering. 

3.2.3 You are not entitled to a refund of any part of the Hire Charge where the Hire  Period has ended early due to the Photo Booth being damaged, lost or stolen  during the Hire Period or any breach by you of these Terms and Conditions. 

3.3 Cancellation 

3.3.1 In the event that you decide to cancel your booking you must notify us  immediately in writing. In the unfortunate circumstances that you have to cancel your confirmed booking at any time prior to the event you will automatically forfeit your booking fee. Further to this, a cancellation fee will be payable calculated based on the period of notice you have given us. These are detailed below: 

Cancellation Fees 

More than 60 days before the Hire Period commences: £100 

Less than 30 days (but more than 14 days) before the Hire Period commences:  50% of the total Hire Charge

Less than 14 days (but more than 7 days) before the Hire Period commences: 75%  of the total Hire Charge 

Less than 7 days before the Hire Period commences: 100% of the total Hire  Charge 

3.3.2 The applicable cancellation fee will be deducted from the total amount of  fees already paid and the balance shall be refunded to you within 30 days of  receipt of your cancellation notice. 

3.3.3 At your option and provided you give us more than 30 days notice of  cancellation, you may cancel the booking and request that the Booking Fee is  transferred to an alternative booking, providing we are available. In such cases the  cancellation fee shall be reduced to £50. 

3.3.4 We reserve the right to cancel your booking without liability to you and  without any obligation to refund your Booking Fee if: 

• You do not pay us the balance of your Hire Charge by the date due for such  payment 

• We have reasonable grounds to believe that you may not pay us the balance of  your Hire Charge by the due date and we have requested you to explain the  position and you have not done so satisfactorily 

• We discover, before you have paid the balance of your Hire Charge, that you have  deliberately concealed information, or deliberately given us incorrect information,  about your booking in circumstances where (if you had not done so) it would have  been reasonably foreseeable that we would not have accepted your booking 

3.3.5 If we cancel your booking under any of the circumstances above, the  cancellation fees set out in the table above shall apply. 

4. Basis of Hire 

4.1 Photo Booths or Products hired from us are not intended for your commercial  use (apart from promotions) and must only be used in accordance with these  Terms and Conditions. 

4.2 The Hire Period for the Photo Booth and our Products is for the period  specified on the Booking Form. This Hire Agreement is not covered by the  Consumer Credit Act, 1974 as the Hire Period is less than 3 months. 

4.3 The Hire Period shall commence and end on the dates specified on the  Booking Form. No extension to the Hire Period is permitted without our express  written consent and receipt by us of the appropriate charge.

4.4 Memory Pod Photo Booth will recover with prior agreement the cost of  accommodation expenses and petrol where the event is at a distance of 25 miles  or greater from our base at HX3. Travel will be charged at 50p per mile. It may be necessary with prior agreement to travel on the evening prior to the event to avoid traffic and other problems. Also it may be  necessary to stay overnight where an event runs late. The cost of accommodation and any other additional charges incurred shall be recovered from the customer with regards to late and distant events. 

4.5 Memory Pod Photo Booth will arrive to set up approximately 1 hour  before the hire period is due to commence. If you require the Photo Booth to be  set up earlier than this, an idle time charge applies. The idle time charge is £35 per hour. It is up to you to ensure that the venue agrees to Memory Pod Photo Booth being in attendance at the agreed time. We will be happy to liaise with the  venue to assist, if requested. 

4.6 If we are unable to install the Photo Booth on time due to access restrictions  the Hire Period will remain unchanged. If your event simply starts late or runs late,  the Hire Period will remain unchanged unless we agree to provide additional hours  or to simply delay our planned start. 

4.7 We will endeavour to attend any event that you have hired our Product for.  Where circumstances make this impossible due to, but not limited to adverse  weather conditions, we will contact you as early as possible and a full refund will  be made. We reserve the right to cancel any Booking because of adverse weather  conditions. 

4.8 We will always try to arrive at the venue location which you provide for the  agreed time. Where circumstances make this difficult due to severe traffic delays  or vehicle breakdowns, we will extend the time of the hire so that the hire period is  the same with respect to the Booking made by you. If this is not possible we will  refund you accordingly the amount of time delayed by and in proportion to the  amount paid. 

5. Installation and Use of the Photo Booth 

5.1 Memory Pod Photo Booth requires a minimum of 1 hour to set up and test the Photo Booth correctly, with the exception of our greenery wall where we will require a minimum of 2 hours. If you  require the Photo Booth to be set up in a shorter period then we cannot be held responsible if it is not set up correctly or ready on time. It is up to you to ensure  that all appropriate consents and approvals have been obtained to ensure that Memory Pod Photo Booth are permitted access to install the Photo Booth at  the requested location. Memory Pod Photo Booth cannot be held  responsible if for any of the above reasons, we cannot deliver the Photo Booth on  time for your event.

5.2 You are responsible for providing the correct address for the venue and  checking that the venue allows reasonable access for loading and unloading, as  well as suitable parking once the Photo Booth and equipment have been  unloaded. 

5.3 You will acquire permission from the event venue and arrange for an  appropriate space for the Photo Booth. You must ensure that the space provided for the Photo Booth is suitable. Our Photo Booth requires a space of at least 2.5m width x 2.5m length, 2.5m height.  If you are unsure about space restrictions at your venue for any of our Products, please contact us and we will be happy to advise you. 

5.4 You are responsible for ensuring a mains electricity supply comprising of a  single 13amp socket is located within the space designated for the Photo Booth. 

5.5 All technical issues or other problems concerning the Photo Booth which  cannot be resolved by the Hirer must be reported to Memory Pod Photo Booth as soon as possible in order to provide us with an opportunity to remedy the  problem. 

5.6 Memory Pod Photo Booth agrees to have a Photo Booth operational for  a minimum of 80% during the Hire Period as operations may need to be  interrupted for servicing of the Photo Booth. 

5.7 If the Photo Booth is out of use for more than 20% of the Hire Period due to  technical difficulties, we shall refund the customer accordingly to the amount of  time that the booth is not in operation and in proportion to the amount paid for the  3 hours of hire or more. 

5.8 Some features require an internet connection which it shall be your  responsibility to provide. A minimum upload speed of 1Mbps is required. Where  we supply a 3G connection the speed of connection will be dependent upon the  ultimate service provider and we cannot be held liable for any delays in connection  or connection failures as a result of using a 3G. 

5.9 Where you have elected to transport the Photo Booth, you will be responsible  for any damage to the Photo Booth or related equipment howsoever caused,  including any damage caused by third parties and you agree to indemnify us  against loss, damage, cost or expense that we may incur as a result. 

5.10 Where you have purchased a Guest Book as part of your package or as an  additional add-on, it is not our responsibility if any pictures are not placed in the  Guest Book. Any damage to the Guest Book during the event is not our  responsibility.

5.11 All prop boxes purchased as part of your package or as add-ons are set and  themed but items may vary. 

5.12 We cannot be held responsible for the number of times the Photo Booth, the  social features are used or prints made. In this instance no financial reimbursement  shall be given. 

6. Risk and Ownership of the Photo Booth 

6.1 Full ownership in the Photo Booth shall remain fully vested in us at all times.  You have no right, title or interest in the Photo Booth other than that you are  entitled to hire the Photo Booth for the Hire Period. 

6.2 You hereby indemnify us against any losses, costs, damages or expenses that  we may reasonably incur as a result of your breach of any of these Terms and  Conditions and any loss or damage caused to the Photo Booth. 

7. Staff 

7.1 Staff supplied by Memory Pod Photo Booth are for the sole purpose of  providing technical support, hosting (which shall include management of operating  the Photo Booth and people using the Photo Booth). It does not include management of your guest book unless you have purchased the ultimate guest book service from us. As agreed with the Hirer prior to the  start of the Hire Term, where staff are supplied by Memory Pod Photo Booth you must ensure that a minimum 30 minute break (taken at a mutually convenient  point) is given to the operator for Hire Periods longer than 4 hours. Memory Pod Photo Booth staff should not be requested to undertake any additional  function without first obtaining our consent. 

7.2 Food and beverages must be provided to all Memory Pod Photo Booth staff where attendance is over 5 hrs. 

8. Termination of Hire 

8.1 Memory Pod Photo Booth will not tolerate any abuse or threatening  behaviour to any of our staff or abuse of the Photo Booth or equipment. If this  occurs Memory Pod Photo Booth retain the right to terminate the hire  immediately. This applies equally to you and your guests. Memory Pod Photo Booth may terminate the hire in cases where our staff are of the reasonable  view that the equipment belonging to Memory Pod Photo Booth or the  Photo Booth itself is in danger of being damaged or has been damaged due to the  actions or unruly behaviour of the people using the Photo Booth(s). Wherever  possible and reasonable to do so we will speak with you or the venue first to try to  resolve the matter before any termination is enacted. If we do terminate, for any  reason, the full Hire Charge will remain due and we will not issue any refunds for 

any period of hire not provided. Moreover, you will be fully responsible for any  damages caused by you or your guests or other attendees at the event to the  Photo Booth and or equipment howsoever caused, with the sole exclusion of  damage caused by Memory Pod Photo Booth staff. You will be invoiced for  

the replacement of any damaged or broken parts including the cost of labour. 

8.2 We also reserve the right to terminate the Hire Agreement at any time if you are  declared bankrupt, enter into any arrangement with your creditors, or being a  company, go into liquidation or are wound-up, or being a partnership, is dissolved  or if, in our reasonable opinion, one of the aforementioned events is likely to occur. 

8.3 We shall also be entitled to terminate the hire immediately where we have  reasonable grounds to believe that you have acted in breach of this Hire  Agreement. 

9. Photograph Usage and Ownership 

9.1 Copyright The 1988 Copyright Design & Patents Act – section 77 & 80 assigns copyright of  photographs/digital images to Memory Pod Photo Booth. It is contrary to the  act to copy or allow to be copied photographs captured by Memory Pod Photo Booth by any means. 

9.2 Digital Files All digital files remain the property of Memory Pod Photo Booth unless  copyright has been purchased by the client for personal use only. 

9.3 Use of Photos Unless otherwise notified and agreed with you, you agree that all pictures taken in  the Photo Booth may be uploaded to a web gallery unless otherwise stated and  exempt us from responsibility of publishing the pictures. Photos taken in the Photo  Booth during the event may be used by us to assist with promotion of Memory Pod Photo Booth. This may include printed matter as well as online images. Memory Pod Photo Booth cannot be held responsible for the content  of these pictures. We will not use any pictures that we think may cause offense or  embarrassment to the people in the picture. We will remove any picture from our  website if requested to do so. 

9.4 Supplied Prints, Albums and Merchandise Memory Pod Photo Booth takes the utmost care whilst producing supplied  prints, albums and other merchandise purchased through our website. Our Products are subject to rigorous quality inspections and are dispatched in perfect  condition. On receiving our Product(s) the customer will have 7 working days to  report any fault or problem due to shipping or handling to Memory Pod Photo Booth. We will rectify any fault, free of charge, during this time period. Faults reported outside 7 working days will be subject to  costs. 

10. Limitation of Liability 

10.1 We disclaim any and all liability to you for the supply of the Photo Booth to  the fullest extent permissible under applicable law. This does not affect your  statutory rights as a consumer. If we are found liable for any loss or damage to you  such liability is limited to the Hire Charge you have paid. We cannot accept any  liability for any loss, damage or expense, including any direct or indirect loss such  as loss of profits, to you howsoever arising. 

10.2 We shall not be held liable for any failure or delay in performing the service  and hiring the Photo Booth where such failure arises as a result of a Force Majeure  event. In such circumstances our liability shall be limited to a pro rata refund of the  deposit where applicable. 

10.3 We do not accept liability for any indirect loss, consequential loss, loss of  data, loss of income or profit, loss of damage to property and/or loss from claims  of third parties arising out of the hire of the Photo Booth. We do not make any  representation or guarantee that use of the Photo Booth in any promotional  context will generate revenue or customers for you or your business. 

10.4 Our total liability to you in respect of all other losses arising under or in  connection with this Agreement, whether in contract, negligence, breach of  statutory duty, or otherwise, shall in no circumstances exceed the hire price of the  Products. Except as expressly stated in these Terms, we do not give any  representation, warranties or undertakings in relation to the Products. Any  representation, condition or warranty which might be implied or incorporated into  these Terms by statute, common law or otherwise is excluded to the fullest extent  permitted by law. In particular, we will not be responsible for ensuring that the  Products are suitable for your purposes. 

10.5 We shall not be liable for any misrepresentations other than fraudulent  misrepresentations. 

10.6 Nothing in this Hire Agreement shall limit our liability for personal injury or  death arising as a direct result of our negligence. 

11. General

11.1 We may subcontract any part or parts of the services that we provide to you  from time to time and we may assign or novate any part or parts of our rights  under these Terms and Conditions without your consent or any requirement to  notify you. 

11.2 We may alter or vary the Terms and Conditions at any time without notice to  you. 

11.3 The Hire Agreement constitutes the entire agreement between you and us. No  other terms whether expressed or implied shall form part of this contract. In the  event of any conflict between the Hire Agreement and any other term or provision,  this Hire Agreement shall prevail. 

11.4 If any term or condition of the Hire Agreement or these Terms and Conditions  shall be deemed invalid, illegal or unenforceable, the parties hereby agree that  such term or condition shall be deemed to be deleted and the remainder of the  terms shall continue in force without such term or condition. 

11.5 This Hire Agreement shall be governed by and construed in accordance with  the laws of England and Wales. The parties hereto submit to the exclusive  jurisdiction of the courts of England and Wales. 

11.6 No delay or failure on our part to enforce our rights or remedies under the Hire  Agreement shall constitute a waiver on our part of such rights or remedies unless  such waiver is confirmed in writing. 

11.7 It is not intended that the undertakings and obligations of the parties set out  in this Hire Agreement shall be for the benefit of and capable of being enforced by  any other person by virtue of the Contracts (Rights of Third Parties) Act 1999.

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