Encore Photobooths - Booking Policies & Terms
Effective September 26, 2026
Encore Photobooths is operated by LightBooth Events Inc. These policies apply to all bookings with Encore Photobooths. By submitting payment for your event, you confirm that you have read and agreed to the policies outlined below.
Key Booking Policies
To keep things simple, here are the most important policies for all Encore bookings:
- A 25% reservation deposit secures your event date
- The remaining balance is due 7 days before your event
- About 10 x 10 ft of floor space and a ceiling of at least 8 ft.
- Deposits are non-refundable, as your date is reserved exclusively for you
Booking & Payment
When you request a date, we place a hold on your card for your deposit. It is not a charge. We review every request. We confirm within 24 hours, usually within a few. When we confirm, we charge a 25% reservation deposit, or the full amount if your event is within 14 days. If we can't take your booking, the hold is released and you pay nothing.
Company bookings paid by invoice: the deposit is due on receipt. We hold your date for 48 hours while you arrange payment. If it isn't paid by then, we may release the date.
The remaining balance must be paid 7 days prior to the event date.
If the remaining balance is not received by this time, Encore reserves the right to cancel the booking and retain the deposit.
All payments are processed in Canadian Dollars (CAD). Prices are shown before tax; GST is added at checkout.
Cancellation & Rescheduling
Deposits are non-refundable, as your event date is reserved exclusively.
If a booking is cancelled:
- 60+ days before event: Partial refund of payments made (excluding deposit)
- 30–59 days before event: Partial refund may be issued at Encore's discretion
- Less than 30 days before event: No refunds
Clients may reschedule their event once, subject to availability.
Event Space Requirements
To ensure proper setup and operation, the venue must provide:
- About 10 x 10 ft of floor space and a ceiling of at least 8 ft.
- Level flooring for equipment setup
- Clear access path for delivery and setup
Smaller spaces may work if arranged with us before the event.
Reliable Wi-Fi or cellular reception is recommended for digital sharing features but is not guaranteed.
If the venue cannot safely accommodate the booth setup, Encore reserves the right to modify or decline installation.
Setup & Venue Access
Encore typically arrives approximately 60 minutes prior to the scheduled booth start time. Earlier setup can be added at booking.
Clients are responsible for ensuring that the venue provides timely access for setup.
If venue access is delayed due to venue staff, scheduling, or restricted areas, the booth operating time may be reduced accordingly.
Booth Operation
The photo booth will operate for the agreed rental period.
If the event schedule runs behind due to speeches, dinner service, venue delays, or other circumstances outside of our control, the booth service may still end at the originally scheduled time.
Additional booth time may be added during the event subject to availability.
Final Event Details
Final event details (including timeline, booth location, template preferences, and any special instructions) should be confirmed at least 7 days before the event.
If final details are not received by this time, Encore will proceed based on the most recent information available.
Event Schedule Changes
If the event schedule changes after booking, Encore will make reasonable efforts to accommodate adjustments when possible.
Significant changes to the scheduled booth start time may require an additional fee or may not be possible depending on availability.
Equipment & Printing
Encore uses professional-grade equipment, printers, and lighting designed for high-volume events.
While rare, technical issues such as printer jams, overheating, or connectivity interruptions may occasionally occur.
If printing becomes temporarily unavailable, the booth may continue operating with digital photo delivery, and printed copies may be provided afterward when possible.
Power & Internet
We prefer access to a standard electrical outlet on a stable power circuit. If an outlet isn't available, we can run on our own battery power stations; please tell us before your event.
Encore is not responsible for service interruptions caused by:
- Venue power outages
- Overloaded circuits
- Electrical interruptions
- Wi-Fi or internet limitations
Guest Conduct & Equipment Protection
Guests are expected to treat photo booth equipment respectfully.
Food and beverages must be kept away from cameras, printers, lighting, and electronics.
Encore reserves the right to reposition equipment or temporarily pause operation if guest activity creates a risk of damage to equipment or unsafe conditions for staff.
Staff Safety
Encore staff have the right to work in a safe and respectful environment.
If guests display aggressive, threatening, or unsafe behavior toward staff or equipment, services may be paused or terminated.
Outdoor Events & Weather
For outdoor events, the booth must be placed in a covered and protected area.
The setup must be shielded from rain, wind, and extreme temperatures.
If weather conditions pose a risk to equipment or staff, Encore reserves the right to pause, relocate, or discontinue service.
Equipment Damage
Photo booth equipment, lighting stands, printers, and associated components must not be moved or handled by guests.
If equipment is damaged due to guest interference, accidental impact, spills, or venue-related incidents, the client may be responsible for repair or replacement costs.
Examples include:
- Guests knocking over the booth or lighting
- Liquids spilled on equipment
- Equipment moved without permission
- Venue staff disconnecting equipment
Photo Usage
Photos taken during the event may be used by Encore for portfolio and promotional purposes, including social media and website content.
Clients may request that their event photos not be used for promotional purposes by notifying us prior to the event.
Photo Delivery
Photos are sent within seconds at most venues, and your online gallery is ready within 24 to 48 hours.
Travel
Travel is free in Winnipeg and nearby communities just outside the city. Events further out include a travel fee, which is calculated and shown at checkout before you pay. If the final venue address changes the travel fee, the difference is added to or taken off your balance.
Liability
Encore carries commercial liability insurance.
Encore is not responsible for injuries caused by misuse of equipment or for personal property lost or damaged during the event.
Force Majeure
Encore is not liable for failure to perform services due to circumstances beyond reasonable control including severe weather, natural disasters, power outages, government restrictions, venue closures, or transportation disruptions.
Entire Agreement
These policies represent the entire agreement between the client and Encore Photobooths (operated by LightBooth Events Inc.) unless otherwise agreed to in writing.
Contact
Encore Photobooths
hello@encorebooth.ca
204-221-2422