Terms and Conditions
These Terms and Conditions govern all bookings made with Picture Pods (“the Company”, “we”, “us”, “our”). By booking our services, the Hirer (“you”, “your”) agrees to the following:
1. Payment
A 20% deposit is required to secure the booking. Bookings are not guaranteed until the deposit is received.
If payment is made via direct deposit, the balance of the invoice must be paid no later than seven (7) days before the event.
If paying in cash, the balance must be paid on the day of the event prior to booth assembly.
Bookings made within seven (7) days of the event require full non-refundable payment within 48 hours.
Additional hours requested on the event day will be charged at $150 per hour. If requested before the event date, additional hours will be charged at $120 per hour.
Completion of the booking form and payment of the deposit indicates acceptance of these Terms & Conditions.
2. Cancellations
Cancellations should be communicated via email to picturepods.info@gmail.com. Please note that the booking fee is non-refundable. The refund policy for cancellations is as follows:
14 days or more before the event: Refund of any extra payments made, excluding the booking fee.
7–14 days before the event: 50% of the total hire fee is refundable, excluding the booking fee.
Less than 7 days before the event: 100% of the total hire fee is non-refundable.
3. Delivery, Set-Up & Bump-Out
Delivery, set-up, and bump-out within the Sydney Metro area are free of charge and performed outside the hire period.
We will arrive 60minutes before the agreed start time to set up.
If delays occur due to our fault, the hire time will be extended to ensure the full agreed hire period.
If delays occur due to venue access restrictions or event overruns, the hire time will end at the originally agreed time.
The booth requires 2.4mx2.4x2.4m space within 2m of a 240V power point.
4. Additional Charges
Early Set-Up: $50 per hour if the booth is required to be set up before the agreed hire start time.
Challenging Deliveries: Extra fees apply for deliveries involving more than 15 stairs, boats, or long distances between unloading and set-up.
Outside Sydney Metro: Additional travel charges apply.
Parking: Any parking fees required at the venue will be added to the invoice.
5. Venue Responsibilities
The Hirer is responsible for ensuring all venue address details are correct.
The Hirer must confirm with the venue that Picture Pods is permitted entry and has suitable space and a power outlet within 2m of the set-up location.
If insufficient space is provided, or access is restricted, the Hirer remains liable for the full hire fee.
Any impediments to delivery (stairs, distance, etc.) must be communicated in advance. Failure to do so may reduce the hire time.
6. Health & Safety
Picture Pods prioritises the safety of guests and staff. Aggressive or abusive behaviour will not be tolerated.
We reserve the right to stop services and leave immediately if staff feel unsafe.
7. Damage
The Hirer is responsible for any damage to equipment caused by guests.
The attendant may refuse service or stop usage if misuse occurs.
Food and drinks are not permitted inside the booths.
8. Use of Images
By booking, the Hirer grants permission for Picture Pods to use event images for promotional purposes (website, social media, advertising).
Unsuitable or harmful images will not be used.
Images are stored for six months before deletion. Online galleries remain available for 30days.
9. Indemnification
Picture Pods is not responsible for injuries or accidents to guests using the equipment.
We are not liable for disruptions caused by venue equipment failure, fire, communication outages, natural disasters, or other unforeseen events.
Service interruptions exceeding 20 minutes due to equipment fault will result in a pro-rata refund.
10. Prices
All prices are GST inclusive.
Prices are subject to change — please confirm rates at the time of booking.