Terms and Conditions

1. Who we are and how the contract is formed

Pro-Pose Entertainment is an independent business operated by Dan Harman and Matt Creese. Our contact address is 22 Geranium Croft, Biggleswade, Bedfordshire, SG18 8YS. You can contact us at dan@pro-pose.co.uk or 07917 412 831.

In these terms, 'we', 'us' and 'our' mean Pro-Pose Entertainment. 'You' and 'your' mean the person or organisation making the booking. 'Event' means the occasion identified in the booking confirmation. 'Services' means the photo booth, Audio Guestbook, Party Highlights and any other items agreed in writing.

Your booking request is an offer to buy the Services. A binding contract begins when we send written confirmation that we have accepted the booking and received the deposit or full payment required. Until then, a date is not reserved.

Please check the booking confirmation promptly and tell us about any error. If these terms conflict with a specific written term in the booking confirmation, the booking confirmation takes priority for that point.

2. The Services

We will provide the Services, booth style, operating hours and optional extras shown in your booking confirmation. Unless we agree otherwise, a trained attendant will set up, test, operate and dismantle the booth.

Published photographs, colours and descriptions are illustrative. Small variations in props, print layouts, finishes or equipment may occur, but we will not materially reduce the Services without your agreement.

Extra operating time, early setup, waiting time, difficult access, travel outside the included area or work requested after confirmation may carry an additional charge. We will explain and agree any charge before carrying out the extra work wherever reasonably possible.

Package prices normally apply to venues within 50 miles of SG18 8YS. Any additional travel charge for a venue farther away will be stated before the booking is confirmed.

3. Price and payment

• The price is the amount in your booking confirmation, including any agreed travel charge or optional extras.
• Unless your confirmation says otherwise, a £100 deposit secures the date and is deducted from the total price.
• The remaining balance is due 60 days before the Event. If you book within 60 days of the Event, the full amount is normally due when we accept the booking.
• Payment is normally by bank transfer. If we offer a secure card-payment link, no prohibited consumer card surcharge will be added.
• If a payment is late, we may pause preparation, withhold undelivered digital material or treat the booking as cancelled after giving you a reasonable written opportunity to pay. Any cancellation charge remains subject to section 8.
• For business customers only, we may claim statutory interest and reasonable recovery costs on overdue sums where the law permits. We do not charge contractual late-payment interest to consumers.

4. Venue, access, space and power

You are responsible for obtaining the venue's permission and for giving us accurate access information. Please tell us in advance about stairs, narrow doors, long carries, parking restrictions, loading times, noise limits or any other condition that may affect setup or operation.

We normally arrive about two hours before the booked start time. The venue must provide safe, level, indoor space protected from weather, adequate lighting for safe working, a nearby standard 240V mains socket and reasonable access for loading and collection.

All measurements are practical minimums for the equipment itself. Extra clear space is required for guests, the attendant, props and safe circulation. If ceiling height or floor space is tight, ask us to confirm suitability with the venue before booking.

If safe access, suitable space or power is not available, we will try to find a reasonable solution. We may delay, adapt, suspend or refuse setup where operation would be unsafe or impracticable. If the problem was within your or the venue's control, you remain responsible for our reasonable resulting costs and any cancellation charge under section 8.

5. Your responsibilities and guest conduct

• Provide complete and accurate booking and venue information, and a contact who can make decisions on the day.
• Ensure guests follow reasonable safety and operating instructions from our attendant.
• Do not allow anyone other than our team to move, alter or operate equipment unless we have agreed this.
• Take reasonable care of our booths, props, Audio Guestbook and other equipment.
• Ensure that the Event and your requested content do not infringe another person's rights or break the law.

We may pause or end the Services if behaviour is abusive, threatening, unsafe, illegal or likely to damage equipment. We will try to resolve the issue first where it is safe and reasonable to do so. No refund is due for time lost because of guest misconduct.

You are responsible for the reasonable cost of repairing or replacing equipment deliberately or negligently damaged by you or your guests, except for normal wear and tear. We will provide evidence of any amount claimed.

6. Timing, setup and delays

The booth will be available during the operating period in your booking confirmation. Unused time is not refundable if guests choose not to use the booth.

If access or setup is delayed by you, the venue or another supplier, we will use reasonable efforts to start on time but may be unable to extend the finish time. Any extension is subject to staff availability, venue permission and an agreed charge.

If we are responsible for a late start, we will, where reasonably possible, extend the operating period or provide a proportionate remedy. If a technical fault causes a material interruption, section 10 applies.

If we cannot pack down or leave at the agreed time because of circumstances within your or the venue's control, we may charge reasonable additional waiting and staffing costs.

7. Changes and rescheduling

Please request any change in writing. A change is only agreed when we confirm it in writing. Changes may affect availability, price, travel, staffing and equipment.

A request to move the Event to a new date is subject to availability. If we can accept the new date, payments already made will normally transfer and any unavoidable additional cost will be explained. If we cannot accept the new date, or you decide not to proceed, the request is treated as a cancellation under section 8.

Because the Services are reserved for a specific date and are leisure/event services, the usual statutory 14-day cancellation right for many distance contracts may not apply. We nevertheless provide the cancellation terms below. This does not affect any cancellation right that the law gives you in your particular circumstances.

8. Cancellation by you

Tell us as soon as possible by email if you need to cancel. The effective date is the date we receive your clear written notice. The following percentages are a genuine advance estimate of the loss we are likely to suffer as the Event approaches, including work already done and the reduced opportunity to rebook the date.

We will credit all payments already received against the charge. We will also take reasonable steps to reduce our loss, including taking account of costs saved and any replacement booking we obtain for the same date. If our actual net loss is lower than the amount in the table, the lower amount will apply. We will never charge more than the total booking price.

We recommend suitable event-cancellation insurance. Insurance is your responsibility and does not change the contract with us.

9. Cancellation by us and events outside reasonable control

We may cancel only where reasonably necessary, for example because of serious illness, equipment loss, unsafe conditions, legal restrictions or an event outside our reasonable control. Such events can include severe weather, fire, flood, epidemic, transport disruption, venue closure, power or communications failure, industrial action, civil emergency or government action.

We will contact you promptly and use reasonable efforts to offer an alternative date, substitute equipment or a suitably qualified replacement supplier. You do not have to accept an alternative.

If we cancel before the Event and no acceptable alternative is supplied, we will refund sums paid for Services not provided. If only part of the Services is affected, we will provide an appropriate proportionate refund. This is without prejudice to any further remedy the law gives you.

10. Equipment, technical problems and image quality

We use professional equipment and carry out reasonable checks, but temporary faults can occur. Our attendant will try to fix any issue promptly and may use suitable backup equipment.

If a fault within our control causes a material loss of booth operating time, prints or an agreed digital deliverable, we will offer a fair remedy reflecting the part affected. Depending on the circumstances, this may be an extension, re-performance, replacement deliverable or proportionate refund.

Colour, crop and appearance can vary between screens, prints and venue lighting. We will provide the Services with reasonable care and skill and aim for the professional standard shown in our portfolio. Nothing in these terms removes your statutory rights.

11. Prints, galleries, Audio Guestbook and Party Highlights

Where included, guests may use the booth and print photos without a per-visit limit during the operating period, subject to reasonable fair use, paper availability and technical operation. Your bespoke print design must be approved by the deadline we give you. Delayed approval may limit what can be produced in time.

Digital booth photos are normally delivered through a password-protected or shareable online gallery hosted using SmugMug or another suitable provider. You are responsible for downloading and safely backing up files. We do not promise permanent hosting and may remove galleries after a reasonable period, subject to any retention period confirmed with you.

Audio Guestbook recordings and Party Highlights video depend on guest participation and the conditions at the venue. Background noise, lighting, music, movement and guest behaviour may affect the result. Party Highlights is a short edited social-style reel, not full videography of the Event. Any stated delivery time is an aim unless the booking confirmation expressly makes it a fixed deadline.

You receive a personal licence to download, copy and share the final photos, recordings and video supplied to you. We retain copyright in material created by us. You must obtain our written permission for commercial resale or use by a third-party business beyond ordinary promotion of your Event.

12. Privacy, event images and publicity

We handle personal information as described in our Privacy Policy at www.pro-pose.co.uk/privacy-policy/. Event photos, video and voice recordings may contain personal data. You should make guests aware that these services are operating and tell us promptly about any reasonable privacy concern.

We will not use identifiable event images, video or recordings in advertising merely because you booked us. We will ask for appropriate permission or rely on another lawful basis where the law allows. You can object to promotional use by contacting us, and we will consider the request promptly.

We may contact you about your booking and closely related service information. We send optional marketing only where permitted by law, and every electronic marketing message will offer a simple way to opt out.

13. Liability and your legal rights

We are responsible for foreseeable loss or damage caused by our breach of contract or failure to use reasonable care and skill. We are not responsible for loss that was not foreseeable when the contract was made, or for loss caused by inaccurate information, an unsuitable venue, guest conduct or another supplier outside our control.

If you are a consumer, we do not exclude or limit liability where the law does not allow us to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or your statutory rights under the Consumer Rights Act 2015.

If you are booking wholly or mainly for business purposes, we are not liable for loss of profit, revenue, business, opportunity, goodwill or anticipated savings, or for indirect loss. Subject to liabilities that cannot legally be limited, our total liability to a business customer is limited to the total price paid or payable for the affected booking.

14. Complaints

Please raise any problem with the attendant during the Event where possible so we have an opportunity to put it right. Afterwards, contact us promptly at dan@pro-pose.co.uk with the booking name, Event date and details of the issue. We will acknowledge the complaint and aim to provide a substantive response within 14 days.

Nothing in this section affects your right to seek independent advice or use any court or alternative dispute-resolution process available to you.

15. General terms

• The contract is between you and us. No other person has a right to enforce it, except where the law says otherwise.
• You may transfer the booking only with our written agreement. We may use employees and trusted subcontractors, but remain responsible for the Services.
• If any term is found invalid or unenforceable, the remaining terms continue to apply.
• A delay in enforcing a right does not waive that right.
• These terms and the booking documents are the entire agreement, but nothing excludes liability for fraud or affects rights arising from statements the law treats as binding.
• English law applies. Consumers may bring proceedings in the courts that have jurisdiction under applicable consumer law; otherwise the courts of England and Wales have jurisdiction.