These terms apply to every booking made with The Guestbook Gallery. By paying a booking retainer or confirming an event date with us, you agree to the terms set out below. If anything here is unclear, email us at theguestbookgallery@gmail.com before you book. We're happy to talk it through.
01 Securing Your Date
- A 50% retainer of your total package price is required to hold your event date. Your date is only confirmed once this payment has cleared. An enquiry or verbal agreement does not reserve it.
- This retainer is non-refundable, as accepting your booking means we turn away other enquiries for the same date.
- If we've agreed to a custom payment plan with you in writing, the first instalment under that plan takes the place of the standard retainer.
02 Payment & Balances
- The remaining balance is due 30 days before your event date, unless we've agreed otherwise in writing.
- For bookings made within 30 days of the event, full payment is required upfront to confirm the date.
- Instalment plans are available on request and, once agreed, will be detailed on your invoice.
- If a payment is missed and not resolved within a reasonable window, we reserve the right to release your date and treat any amounts already paid as forfeited.
03 Cancellations
- If you cancel at any point, your retainer is forfeited.
- Cancellations within 30 days of the event are liable for the full package price, as this notice period is generally too short for us to rebook the date.
- If we ever have to cancel on you due to circumstances within our control, you'll receive a full refund, including your retainer.
04 On-Site Requirements
- A flat, stable area of roughly 2m × 2m is needed for setup, on solid indoor or covered flooring.
- A power outlet should be accessible within 5 metres of where the booth will stand.
- Please keep the booth at least 5 metres from smoke, haze or fog machines, and from DJ speakers or other high-volume equipment, as both can affect our equipment and the quality of your photos.
05 Outdoor & Weather-Dependent Events
- Outdoor setups must be fully covered, under a marquee, tent, or permanent roof, as our equipment isn't rated for direct exposure to sun, wind or rain.
- If weather on the day puts our equipment at risk, we may need to pause or end the session early for safety. We'll always try to relocate the booth undercover first wherever that's possible.
06 Equipment & Damage
- You're responsible for any damage caused to our booth, backdrop or props by you or your guests, whether accidental or not.
- Where damage occurs, we'll share the repair or replacement cost with you, payable within 7 days of the event.
07 On the Day
- Our operators are there to keep things running smoothly. If a guest's behaviour puts our equipment or team at risk, we reserve the right to pause service.
- Children under 12 should be accompanied by an adult while using the booth.
08 Use of Photos
- We love sharing our work. Unless you tell us otherwise in writing at least 15 days before your event, we may feature photos from your event on our website, social media and portfolio.
- Want your gallery kept private? Let us know when you book and we'll set it up as a password-protected gallery just for you and your guests.
09 Our Liability
- In the rare event of a technical issue that cuts your session short, our liability is limited to a pro-rata refund for the time lost.
- We aren't liable for delays or cancellations caused by things outside our reasonable control, such as load shedding, road closures, extreme weather, or a medical emergency.
10 Governing Law
- These terms are governed by the laws of South Africa.