Hiring the perfect photo booth can make a big difference to how your event is remembered. From creating natural talking points to capturing moments your guests will laugh about for years, the right photo booth adds something special to any celebration.
In this article, we have pulled together everything you need to know about hiring the perfect photo booth, so you can book with confidence and avoid any last minute surprises.
Photo booths have become a party staple, especially at weddings and corporate events. The best photo booths are simple to use, fun for guests, and create long lasting memories.
The following tips will help you book a photo booth that fits seamlessly into your event, whether you are planning a wedding, a corporate event, or a private party, and gets your guests laughing, chatting, and striking silly poses.
1. Does the Photo Booth Fit in With the Venue?
Before hiring the perfect photo booth, it is important to think about how it will work within your venue, both in terms of space and guest flow.
To get the best results, you need to book a photo booth that will fit in seamlessly with the party venue.
How Much Space Does the Photo Booth Require?
Photo booths take up a decent amount of space, even the smaller ones. There is no standard size, but for photos of two or three people, expect a booth that is roughly 1.5m by 2m, and around 2m tall.
If you have limited space, consider a selfie mirror as they are smaller. However, the camera still needs to be far enough away to capture the moment.
To make the best possible decision, you’ll want to get exact measurements from the venue before you decide on anything. It can be hard to visualise how much space a photo booth will actually take up.
Pro-tip: You can use your phone to measure different spaces in the venue to make sure the photo booth will fit in.
Where Will the Photo Booth be in the Venue?
Where you set up the photo booth will have a big impact on how and when it’s used by your guests.
Ideally, the booth should be set up slightly to the side but visible from the main party area. You need to make it obvious to your guests that the photo booth is there for them to use.
You’ll have to make an educated guess based on the space provided by the venue. Don’t be afraid to ask the venue manager what the usual set-up is.
If you’re setting it up out of sight, make sure you find another way to drive awareness to it. For example, props, signs and staff members.
Pro-tip: Location is also key to avoiding/minimising disruptive queues for the photo booth. Plan some space for the next group to wait in line and a separate space for guests to look at their photos and share them. This will help with the flow.
Does the Provider Travel to the Venue?
This might feel like a super obvious thing to check, but it can be hard to find an answer online.
If you’re booking through PartyWizz, you can search for a provider based on your location. Otherwise, you may need to call the provider directly to get an answer.
2. What are the Set-Up Requirements?
Understanding the set-up requirements ahead of time will help avoid any last minute stress on the day of your event.
Setting up and taking down the photo booth is part of the service that providers offer. Don’t worry about their side of the job. Just make sure the logistics don’t conflict with your event.
Does the Photo Booth Need Electricity and/or Wifi?
The majority of photo booths need to be plugged in. Most of them don’t require too much power and can be plugged into a regular socket. Therefore, when booking the photo booth, make sure a plug is accessible in the venue.
Some also require a Wifi connection to print off the photos wirelessly. Ask the photo booth provider and the venue accordingly.
Can the Photo Booth be Brought Upstairs?
However, there are some photo booths that are battery-powered. Check with the individual providers if this is something that you need.
Commonly, a photo booth cannot be brought upstairs. If your event is on the ground floor or is accessible with a lift, then you shouldn’t have any issues. However, if this isn’t the case, you’ll need to find a provider that can go up the stairs.
How Long Does it Take to Set Up the Photo Booth?
The set-up time will vary widely depending on the type of photo booth you book. In most cases, set up takes between one hour and one and a half hours.
This set-up is part of the service they provide and should be completed well before the guests arrive. Just make sure it doesn’t conflict with the venue’s own set-up plans.
When Will the Photo Booth Be Taken Down?
If you’ve booked the photo booth for a specific time slot, the service provider might need to disassemble the equipment during the event. Make sure this can be done without interrupting the flow of the party.
This will largely depend on the space you have, how the set-up is done and the format of your event. For example, if you book the photo booth for a wedding reception, it can be taken down while your guests go to dinner.
If you book the photo booth for the entire duration of the event, this isn’t an issue you need to consider. You can also check with the provider to see if they can collect it the next day.
Do They Require Anything Specific?
These are provider-specific requirements. For example, some photo booth providers will ask for a table for the guest book.
Checking these details in advance helps make sure everything runs smoothly on the day.
3. Check the Quality of Services
Not all photo booth providers offer the same level of service, so it is worth taking a little time to check quality before you book.
Get a Referral
Asking for recommendations is a great place to start. Speak to friends, colleagues, or other event organisers to see if they have booked a photo booth before. You can also ask the venue to see whom they usually work with. Most of them have a list of preferred partners.
Try Meeting the Provider
If there’s a fair or an open house, try to meet the photo booth provider there. You’ll get a feel of how professional they are and what events they’re used to catering to.
View Pictures Online
Check for pictures of the photo booths online. This will give you an idea of what their service is like. Look for photos of the actual booth, as well as examples of the photos it produces.
At PartyWizz, you can find pictures and videos on the profiles of the individual service providers.
View Testimonials & Reviews
Check for reviews and testimonials online.
If you’re hiring a photo booth through PartyWizz, you can find these on the profile of the individual service provider (see the previous picture). Otherwise, check third-party websites such as Facebook and Google.
It is worth taking the time to read reviews carefully and make sure they feel genuine.
Check to See if They’re Part of a Vetting System
Being part of a vetting system is an added reassurance, although it is not essential.
At PartyWizz, we vet our entertainers and service providers to help you book with confidence. If you are booking elsewhere, look for providers with strong reviews and experience at events similar to yours.
There is no formal/standard vetting system for photo booths. It’s all based on past events.
4. Clarify What’s Included in the Fee
Once you have shortlisted a photo booth provider, it is important to understand exactly what is included in the price.
How Long Will They Be Onsite?
Check how long the photo booth will be available during your event. 2 hours tends to be the standard. However, most providers will be flexible depending on whether you want more or less time.
How Many Prints do They Include?
Some photo booth providers offer unlimited prints, while others include a set number. Once that limit is reached, there may be an additional cost per print. Before making a decision, check how each provider structures their pricing.
If this information is not clearly listed on their website, you will need to confirm it directly with the provider.
When hiring a provider that includes a set number of prints, you’ll need to estimate how many you need ahead of time. As a rule of thumb, count one picture per person. This only needs to be an estimate. Additional pictures can be purchased (or rather added to the bill) on the day of the event.
Is the Photo Booth Staffed During the Event?
Having a staff member present to manage the photo booth is definitely a plus. They will be able to guide and advise your guests, helping them achieve the best possible pictures.
Some providers also offer digital galleries, instant sharing, or QR codes, so it is worth asking what options are available.
5. What Additional Services do They Provide
Many photo booth providers offer extra features alongside the booth itself, so it is worth checking what is included and what can be added on.
Do they provide the Photo Props for the Pictures?
Props and fun accessories are part of what makes a photo booth experience so enjoyable.
It’s worth checking whether this is something they provide and what props they bring.
Pro-tip: For some extra fun, consider bringing some additional items of your own (these could be sutome made for the bride and groom, or an inside joke at the office for a Christmas party!)
Can They Provide Seasonal Photo Props?
Are you hosting a Halloween party, a Christmas party or any other seasonal event? For an extra touch, ask whether the provider can supply props that match the theme or season.
Can the Photo Booth Provide Corporate Branding?
For corporate events, certain photo booths can add your logo to the pictures. If this is important to you, check with the provider in advance.
Can They Provide a Picture Book or album?
This is a great concept for weddings. All the guests get a picture taken and then stick it inside a book. It makes for a memorable keepsake. If this is something you’re interested in, check to make sure it’s a service they provide.
6. Check for Availability
Make your booking as soon as you can, especially if your event falls during a busy period such as the festive season or peak wedding months. Availability can fill up quickly, particularly for popular dates.
Depending on your location and the type of event you are planning, booking several months in advance is often a good idea. The earlier you book, the more choice you will have.
If your preferred provider is unavailable, ask if they can recommend a similar photo booth or an alternative option.
7. Have a Contract or Agreement
Once you have confirmed your booking, a professional photo booth provider should supply a contract or written agreement. This will outline the key details of the service and explain what happens if anything unexpected comes up.
When booking through PartyWizz, a general agreement is put in place when you accept the terms and conditions at checkout. This helps protect both the organiser and the provider.
8. Get in Contact Before the Day of the Event
Once you have booked the photo booth, it is a good idea to get in touch before the day of the event to confirm final details. This helps avoid any last minute confusion and gives you peace of mind.
Use this time to finalise where the photo booth will be set up, confirm arrival and set up times, and check any final requirements with the venue. An email or text message is usually enough, but a short phone call can be helpful if there are a few details to run through.
PartyWizz helps you book the best entertainers and party services in UK and Ireland. From magicians and face painters to DJs and photographers, you’ll find those in your area on our easy-to-use platform. Whether you’re planning a corporate event, a wedding, kids or other private party, go to PartyWizz to find the perfect service providers in just a few clicks!
