Your event.
The finer details.

1. Your quote & booking

“You” means the person or business booking the service. “We” means AI Booth. Accepting your quote confirms agreement to the quoted services and these terms. A quote reflects availability when issued; please reconfirm availability before paying. Acceptance alone does not reserve the date. Your booking is confirmed once we receive the required payment and send our booking confirmation.

2. Payments

A 50% deposit secures your booking after our confirmation. The balance is due three days before the event. Bookings made within three days of the event require full payment upfront. The deposit covers administration, design work and reserving your date. It is normally non-refundable, subject to a reasonable cancellation charge and your rights under the Consumer Protection Act.

Design work begins after payment. We do not dispatch equipment or an attendant while the balance is outstanding. An unpaid balance may result in cancellation and the applicable cancellation charge. Send proof of payment with your quote or invoice reference to bookings@aibooth.co.za. Payment and banking details are provided on the invoice.

3. Changes to your event

The confirmed date, venue, start time and hire duration form your booking. Changes must be agreed in writing and depend on availability. Moving to a date, time or venue we cannot service may result in cancellation and the applicable cancellation charge. A changed venue may change the travel cost; any revised amount will be agreed before the change is confirmed.

4. Cancellations & postponements

If you have paid in full and cancel seven or more days before the event, we normally refund the 50% balance. For cancellation less than seven days before the event, the full booking amount may be retained. The deposit is normally retained. These charges are subject to reasonableness under applicable consumer law, taking account of notice, work already performed and our ability to find a replacement booking.

For postponements, a booking credit is normally available for 60 days from the original event date, subject to availability. If we cannot service the new date, the deposit is normally retained and any balance paid is refunded. Unused credits normally expire after 60 days. Cancellations or postponements within 24 hours of the booked event carry the same late-cancellation considerations. We do not compensate for consequential event losses, except where the law requires otherwise.

5. Hire hours, extensions & travel

Your operating period runs continuously from the confirmed start time. Speeches, formalities, late guests and other interruptions do not pause the hire period. Extra operating time is subject to the attendant's availability and later bookings. Unless your quote specifies otherwise, additional time costs R1,000 per hour, charged in full-hour segments without pro-rata billing. Extensions must be paid during the event or within 48 hours afterwards.

Standard setup, testing and pack-down are included. Early arrival, additional preparation, idle periods or moving and setting up again must be agreed in advance; any charge will appear on the quote. An unplanned move or interruption during the event forms part of the booked hours. The Travel Fee is shown as a separate line item on your quote.

6. Venue, power & connectivity

You are responsible for venue permission, safe access and a suitable, stable, covered operating area. We confirm the space required for your chosen setup before the event. A standard 230V plug point must be available within 20 metres. We do not supply a generator, inverter or UPS. For an outdoor event, please arrange a sheltered indoor alternative for poor weather.

Reliable internet is needed for AI generation and digital sharing. Please tell us about venue restrictions and poor signal in advance so we can agree suitable arrangements. Power cuts, venue connectivity problems, unsafe conditions and event delays can interrupt service; the booked period does not automatically extend. Further time depends on availability and the applicable extension rate.

7. Photos & AI portraits

Digital photos are normally provided within two working days of the event. The gallery is available for three months, after which storage is not guaranteed. Please download and keep your copies. If an on-site printer fails, affected photos will be printed and delivered within two working days at no additional cost.

AI portraits are creative interpretations and results vary between guests and styles. We cannot guarantee an exact likeness or a particular generated detail. Our attendant can help guests retry a portrait within the booked service period. Children may need a suitable, safe platform supplied by the client or venue; our team will confirm what is appropriate for the setup.

8. Service interruptions & alternatives

If our equipment prevents us from providing the agreed service, we will try to restore it or offer a suitable alternative. Where the booked setup is unavailable and we cannot offer a suitable alternative, we refund the affected service payment. Where only part of the service is not supplied, any refund normally relates to the unserved portion.

Events beyond our reasonable control include power outages, extreme weather, civil unrest, government restrictions, severe traffic delays, vehicle breakdowns and venue or schedule changes. These do not automatically entitle you to additional operating time or compensation for other event losses. Any cancellation, refund or alternative arrangement remains subject to applicable consumer law.

9. Safety & responsibility

Please ensure guests treat our attendant and equipment with care. We may pause or end service when people or equipment are at risk. Damage or loss caused by you, your guests, an unsuitable venue or negligence may be charged to you. You are responsible for permissions and any additional insurance required by your event or venue.

Liability and indemnities are limited to what South African law permits. Nothing excludes liability for gross negligence or wilful misconduct, or removes a statutory right. We are not responsible for unrelated or consequential event losses where exclusion is lawful.

10. Privacy & marketing

We use booking details to prepare your quote, provide the service and manage payment. Photos and information are handled in accordance with applicable South African privacy law. Guests can request that their images are not used for marketing, and we respect those requests. We do not publish sensitive personal information without consent. Marketing messages are subject to applicable consent and opt-out requirements.

11. The agreement

Your accepted quote records the services, inclusions, travel and price agreed for your event. Any written, agreed variation forms part of the booking. These terms are governed by South African law. Nothing in this agreement limits your rights under the Consumer Protection Act or other applicable law.

Questions or changes? Email bookings@aibooth.co.za or call 072 371 7158.