The small print, made simple

How booking works.

Everything you need to know before we bring your activation to life. Your quote and booking confirmation set out the specifics for your event; this page covers how we work with every client. Last updated 5 October 2026.

1. Your quote

Every quote is built around your brief and is valid for 30 days. Prices exclude VAT unless marked otherwise. Travel, overnight stays and extra hours are shown on your quote so there are no surprises.

2. Holding your date

Your date is confirmed once you have accepted your quote and paid a 50% deposit. Until then, the date is not held and may go to another client. Once your deposit lands, our design team starts on your branding.

3. Paying the balance

The remaining 50% is due 14 days before your event. Working to a purchase order? Let us know before you book and we will agree payment terms in writing. If a payment is late, we may pause work on your event until it is settled.

4. If your plans change

• Moving your date. Plans shift, we get it. Your deposit moves with you to a new date within 12 months of the original event, subject to availability. If the new date needs a different setup or location, we will update your quote.
• Cancelling. If you cancel, or no new date is agreed within 12 months, your deposit is non refundable as it covers design work and the date we held for you.
• Late changes. Within 14 days of your event, crew, kit and print are already committed, so the full fee is due. We will always try to move you to a new date where we can.
• Changes to your booking. Want to add hours, upgrades or extra outputs? Just ask. We will confirm what is possible and any change to the price before anything is locked in.

5. Design and artwork

We create mock ups of your booth wrap, backdrop, overlays and print layouts for approval, with up to two rounds of amends included. Please supply logos and brand assets in the formats we ask for and sign off by the deadline in your timeline. Late artwork or extra rounds may carry a charge, and we cannot guarantee late changes will make it to print.

6. What we need on the day

• Space. A flat, level area that is indoors or fully sheltered. Your quote confirms the footprint for your experience.
• Power. A standard power socket close to the setup.
• Access. Clear access for load in and load out at the times agreed, plus any venue passes or parking details in advance.
• Internet. A reliable connection if your experience includes live sharing or galleries. We will tell you ahead of time if we need a wired line.

If any of these are not in place, we will do everything we can to make it work, but we cannot be responsible for delays or reduced service as a result.

7. On the day

Our crew arrive with time to set up and test before doors. They run the experience from start to finish and keep things moving. We ask that everyone treats our crew and kit with respect. If kit or people are at risk, we may pause the experience and will always speak to you or the venue first.

8. Your content

Every photo, GIF and video is yours to use across your channels. We may share highlights from your event on our website and social channels unless you tell us not to. Just mention it in your brief or drop us a line at any time, and we will keep it private. NDA projects stay under wraps by default.

9. Guest data

If your experience collects guest details, such as emails or marketing opt ins, you are the data controller and we handle that data only on your instructions. We keep it secure, never use it for our own marketing, and delete or return it once your event is wrapped. See our privacy policy for more.

10. If something goes wrong

Tell our crew straight away and we will fix it fast, whether that means repairing, swapping kit or adjusting the setup. Our total liability for any booking is limited to the fee paid for that booking, and we are not responsible for indirect losses such as lost profits or business opportunities. Nothing here limits liability where the law does not allow it, including for death or personal injury caused by negligence.

11. Things outside anyone’s control

Neither of us is responsible for delays or cancellations caused by events beyond reasonable control, such as extreme weather, venue closures, travel disruption or public health restrictions. If this happens, we will work with you to find a new date.

12. Using this website

Everything on this site, including images, video, copy and our logo, belongs to The Proper Booth Ltd or our clients and is shared with permission. Please do not copy or reuse it without asking us first. We work hard to keep the site accurate, but details may change and links to other websites are not endorsements. Please do not try to interfere with the site or access areas not meant for the public.

13. The legal bit

These terms, together with your quote and booking confirmation, form our agreement. If anything conflicts, your booking confirmation wins. We may update this page from time to time; the version in place when you book applies to your event. These terms are governed by the law of England and Wales.

Questions?

We are always happy to talk it through. Email hello@theproperbooth.com or call 020 8159 5648. The Proper Booth Ltd, Quaperlake Street, Bruton, BA10 0HG.