Booking terms & conditions

1. Agreement

These Booking Terms & Conditions (“Terms”) form a binding contract between HiveFlock Technology Ltd (company no. 16270881), trading as Cue The Flash (“we”, “us”, “our”), and the customer named in your booking documents (“you”, “your”, “Client”) for the supply of photo booth hire services at the event specified in your booking documents.

By electronically signing these Terms, you confirm that you are at least 18 years old, have authority to enter into this agreement on behalf of yourself or your organisation, and agree to be bound by these Terms together with your quote, invoice(s), and any written variations we agree.

An enquiry or quote alone does not create a confirmed booking. A booking is confirmed only once these Terms are signed and all payment then due under your quote and invoice(s) has been received and accepted by us, unless we confirm otherwise in writing.

2. Services

We will provide the photo booth package, duration, booth type, and services described in your quote and booking summary (including, where applicable, an on-site attendant, instant prints, digital gallery access, props, backdrop, and branded overlays agreed in advance).

We will use reasonable skill and care and attend at the agreed times, subject to the venue access, power, space, and conditions described in these Terms.

Minor variations in print colour, layout, props availability, or gallery delivery timing may occur without constituting a breach, provided the services are substantially delivered as quoted.

Interrupted operation: If the booth is inoperative for more than 15 consecutive minutes during your hire period due to a fault on our part, we will either extend the hire time where feasible or credit a pro-rata portion of the hire fee for the downtime. This is your sole remedy for interrupted operation. Downtime does not include routine consumable changes (such as print media reloads), pauses under clause 7, or interruptions caused by venue power, venue restrictions, guest behaviour, or other matters outside our reasonable control. Any credit under this clause counts towards, and is subject to, the overall liability cap in clause 11.

3. Quotes, booking process & event details

Quotes are valid for the period stated on the quote or, if none is stated, 14 days from the date issued.

Before we send Terms to sign, you may be asked to confirm your quote and provide event details (including venue address, guest numbers, timings, and contacts). You are responsible for ensuring all information you provide is accurate and kept up to date.

Material changes to event date, venue, timings, package, or guest numbers may require a revised quote and may affect availability and price.

4. Fees & payment

Prices are as set out in your quote and invoice(s). Unless stated otherwise, prices are in pounds sterling (GBP).

When you sign these Terms, the deposit (or, for very short-notice bookings, the full booking fee) becomes payable immediately. Your date is not held or confirmed until that payment is received. Your quote and invoice(s) will show the exact dates and amounts that apply to your booking. Unless we agree otherwise in writing, the following schedules apply:

Standard bookings (event date 14 or more days after you sign these Terms):

• A non-refundable deposit (typically 30% of the total fee, or as stated on your quote) is due immediately when you sign these Terms, to secure your date.
• The remaining balance is invoiced after your deposit clears and is due no later than 14 days before the event date.

Short-notice bookings (event date less than 14 days, but more than 7 days, after you sign these Terms):

• The deposit is due immediately when you sign these Terms, to secure your date.
• Any remaining balance is invoiced after your deposit clears and is due within 3 days of that invoice, and always before your event date.

Very short-notice bookings (event date 7 days or less after you sign these Terms):

• The full booking fee is due in one payment immediately when you sign these Terms, and always before your event date.
• We do not offer split deposit and balance invoices unless we agree otherwise in writing.

How to pay: The payment due on signing (your deposit or, for very short-notice bookings, the full booking fee) must be paid online by card at the time of signing. Balance invoices may be paid by card or by bank transfer to the account shown on your invoice, quoting the invoice number as the payment reference unless we tell you otherwise. Where payment is made by bank transfer, the relevant payment obligation is only satisfied once cleared funds are received and accepted by us.

Late payment may result in cancellation of your booking, suspension of services, or recovery of reasonable costs. We may charge interest on overdue sums at the rate permitted by the Late Payment of Commercial Debts (Interest) Act 1998 where applicable.

If VAT applies to your booking, it will be shown on your invoice at the prevailing rate.

Travel within our Norfolk and Suffolk service area is included in the prices set out in your quote, unless your quote states otherwise. Any additional travel charge for venues outside that area, or for unusually distant venues within it, will be shown on your quote.

5. Cancellations, postponements & non-refundable sums

Cancellation by you:

• More than 60 days before the event: your deposit may be transferred once to a new date within 12 months of the original event, subject to availability and any price difference. Otherwise the deposit is non-refundable.
• Between 60 and 14 days before the event: the deposit is non-refundable.
• Within 14 days of the event: the full booking fee is due and non-refundable.

If, following your cancellation, we are able to re-book your date with a booking of equivalent value, we will refund the sums you have paid less our reasonable administration and marketing costs incurred. We will make reasonable efforts to re-book cancelled dates but cannot guarantee this.

Postponement by you: one date change may be permitted more than 60 days before the event, subject to availability and any additional costs. We are not obliged to agree a postponement.

Cancellation by us: we may cancel if you breach these Terms, fail to pay on time, or if circumstances beyond our reasonable control make performance impossible. If we cancel for reasons other than your breach, we will refund any fees paid for undelivered services.

Any non-refundable sums reflect our commitment of staff, equipment, and lost opportunity to accept other bookings for your date.

6. Venue requirements, access & setup

You must ensure the venue provides:

• safe, level access for equipment and staff;
• a dedicated standard UK 13A power socket within 5 metres of the setup area;
• a suitable indoor space of at least 3m × 3m with minimum 2.4m ceiling height, or equivalent space agreed in writing;
• for outdoor or marquee setups, adequate weather protection, flooring, and shelter so equipment is not exposed to rain, wind, or direct sunlight unless we agree otherwise.

You are responsible for obtaining any venue permission required for our attendance, setup location, and use of photographs at the venue. You must inform us in advance of any venue restrictions, noise curfews, parking limits, or load-in procedures.

Setup and pack-down times will be agreed in advance. Delays caused by venue access, other suppliers, or the Client may reduce operating time without reduction in fees unless we agree otherwise.

7. Your responsibilities

You will:

• provide a suitable site contact on the day who can make decisions about setup and operation;
• ensure guests use the booth safely and in accordance with any instructions from our attendant;
• not permit misuse of equipment, props, or software;
• notify us promptly of any health, safety, or safeguarding concerns affecting operation of the booth.

You are responsible for the behaviour of your guests. We may pause or stop operation if we reasonably believe continued operation would risk injury, damage, unlawful activity, or harassment of our staff.

8. Equipment damage & loss

We remain responsible for our equipment while under our control. You are liable for the reasonable repair or replacement cost of any damage, loss, or theft of our equipment or props caused by you, your guests, or other persons attending your event, excluding fair wear and tear and excluding damage caused by our negligence. We will provide evidence of repair or replacement costs (such as quotes or invoices) on request.

9. Photos, prints, digital gallery & personal data

Guests attending your event may be photographed when using the booth. Prints and digital images are provided for personal enjoyment of you and your guests.

Where a digital gallery is included, access will be provided via a private link after the event, subject to your booking being paid in full and any gallery publication criteria stated in your booking documents.

We process personal data (including contact details and event images) in accordance with our Privacy Policy. We will display a notice at or near the booth (which may be physical signage or an on-screen message) informing guests that photographs are being taken and directing them to our Privacy Policy and Photo Policy. You agree to allow this notice to remain visible during the event. You are responsible for informing your guests, where appropriate, that a photo booth is in operation.

We may use anonymised or general event imagery (for example booth setup or non-identifiable crowd scenes) for marketing unless you opt out in writing at least 7 days before the event. We will not use identifiable guest images for marketing without appropriate consent.

You must not use our branding, templates, or overlay designs for commercial purposes without our written permission.

10. Intellectual property

We retain ownership of our equipment, software, templates, branding, and operational methods. You receive a personal, non-exclusive licence to use prints and digital images from your event for private, non-commercial purposes unless otherwise agreed in writing.

Any custom overlay or branding assets you supply must be your own or properly licensed. You indemnify us against claims arising from content you supply.

11. Limitation of liability

Nothing in these Terms limits our liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be limited by law.

Subject to the above, our total aggregate liability arising out of or in connection with a booking (whether in contract, tort, or otherwise) is limited to the total fees actually paid by you for that booking.

We are not liable for indirect or consequential loss, loss of profit, loss of goodwill, or loss of anticipated savings. We are not liable for failure or delay caused by venue restrictions, third-party suppliers, guest behaviour, internet outages affecting gallery delivery, or events outside our reasonable control.

12. Force majeure

Neither party is liable for failure or delay due to events beyond reasonable control, including severe weather, transport disruption, illness, government restrictions, venue closure, or power failure at the venue. We will use reasonable efforts to reschedule or provide an alternative solution where possible.

13. Insurance

We maintain public liability insurance appropriate to our business. Details are available on request. You are responsible for your own event insurance if required by your venue or organisation.

14. Complaints

If you have a concern about our services, please contact us promptly at hello@cuetheflash.events so we can investigate. We aim to respond within 5 working days.

15. Electronic signatures

Electronic signatures submitted through our secure signing page are legally binding. We store your signed name, signature image, version of these Terms, and timestamp against your booking reference for audit purposes.

16. General

These Terms, together with your signed booking documents and invoices, constitute the entire agreement between us regarding the booking and supersede prior discussions, except for fraudulent misrepresentation.

If any provision is found invalid, the remainder continues in effect. No failure to enforce a provision is a waiver. You may not assign the booking without our consent. We may assign our rights and obligations to a successor business with notice where required.

These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, without prejudice to your statutory rights if you are a consumer resident in the UK.