Frequently Asked Questions
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Frequently Asked Questions ✶
FAQ
FREQUENTLY ASKED QUESTIONS
This FAQ page is designed to provide clear, practical answers to the most common questions about DFW Booths’ Video Booth and Photo Booth services. Whether you are planning a personal celebration or coordinating a large-scale business event, the information below outlines how our services work, what to expect throughout the booking process, and how we manage events from setup through post-event delivery.
Our goal is to ensure transparency, reduce uncertainty, and help you make informed decisions before booking. While this page covers general policies and operational guidelines, every event is unique. Specific details will always be confirmed during the planning process and outlined in your service agreement.
If you don’t see your question addressed here, we encourage you to reach out directly for clarification or a custom quote tailored to your event.
Table of Contents
● Services & Booth Experiences
● Booking, Availability & Event Requirements
● Packages, Pricing & Payments
● Options, Add-Ons & Enhancements
● Event Day Experience & Guest Interaction
● Media Delivery, Usage & Access
● Cancellations, Changes & Rescheduling
● Policies, Insurance & Professional Standards
Services & Booth Experiences
What services does DFW Booths offer?
DFW Booths offers professionally managed Video Booth and Photo Booth experiences for both personal and business events. While different in function, both services are designed to encourage guest participation, capture authentic moments, and integrate seamlessly into the flow of an event. Video Booth services are listed first due to their specialized nature, but both offerings are treated as equal, standalone experiences.
What is the difference between a Video Booth and a Photo Booth?
A Video Booth allows guests to record short, individual video messages directly to the camera. These recordings are captured as separate clips, making them easy to review, organize, and optionally combine into an edited compilation. A Photo Booth captures still images and is designed for quick, repeat participation, with photos delivered digitally and optional print enhancements available.
How is the Video Booth audio captured, and why does it matter?
DFW Booths Video Booths use a professional, broadcast-grade microphone specifically designed to reject ambient noise. Unlike consumer or camera-mounted microphones that capture everything in the room, this microphone isolates the speaker’s voice, even in loud environments such as receptions, conferences, or live events. Clear audio is critical to the viewing experience, poor audio can render an otherwise meaningful message difficult or unpleasant to watch. This audio approach is a key differentiator of the Video Booth experience.
Are Video Booth recordings delivered instantly?
Video Booth recordings are not delivered instantly by default. This is intentional and based on quality control considerations, including audio handling, file processing, and consistency of delivery. All recordings are securely captured and delivered after the event. Edited compilation videos are available as an optional upgrade.
How does the Photo Booth experience work?
Photo Booth photos are delivered digitally and are instantly shared by default, unless the host requests otherwise. The experience is designed for fast participation and high guest throughput. Instant photo prints are always an optional upgrade, regardless of photo booth type.
What is the difference between a stationary Photo Booth and a roaming Photo Booth?
A stationary Photo Booth is set up in a fixed location and allows guests to visit the booth at their convenience. A roaming Photo Booth is operated by an attendant who moves throughout the event, capturing photos on the floor in a more dynamic, photographer-style experience. When print upgrades are selected, roaming Photo Booths use a separate print station. Roaming Photo Booths require additional staffing, and post-event editing is typically not included.
Are booth experiences guided or open-ended?
Booth experiences are guided by staff when an attendant is present, but the overall approach is determined by the event host. Hosts may choose guided prompts, open-ended participation, or a combination of both. For Video Booths, hosts may also supply their own custom questions or prompts, which are coordinated in advance.
Can booths be branded or customized for an event?
Yes. Event branding such as logos, event titles, and dates is available across all booth experiences. Some branding elements may not be available on instantly delivered content, depending on the service configuration and delivery method.
Are booths suitable for both small and large events?
Yes. DFW Booths services are designed for both intimate gatherings and large-scale events. Pricing is based on the length of time the booth is needed, not the size of the event. There are no guest count limits; however, for exceptionally large events, such as stadium or arena-scale gatherings, DFW Booths may recommend additional booths to improve guest flow and overall experience. These recommendations are consultative, not mandatory.
Are booths always staffed?
When attendants are present, they actively guide guests and manage the experience. Certain extended business rentals may operate unattended during specified periods, while still including professional setup and teardown. Attendant coverage can be added for specific hours or days as needed.
Booking, Availability & Event Requirements
How far in advance should I book my event?
DFW Booths recommends booking at least 14 days in advance to ensure availability and proper coordination. Events booked within 14 days of the event date are considered short-notice bookings and are subject to an additional $60 per hour or per day surcharge, depending on the booking type. Last-minute bookings are accepted when availability allows.
How long are booth rentals?
Most event rentals are scheduled in 4-hour blocks. Additional time may be purchased in advance or requested during the event, subject to availability. Any time added within 14 days of the event, including extensions requested on-site, will include a $60 surcharge per additional hour in addition to the standard rental rate.
Do you offer extended or multi-day rentals?
Yes. DFW Booths offers extended rentals for business and special event use. These may include consecutive-day rentals or continuous rentals that span long event windows. Rental structure, staffing, and pricing for extended use are determined based on duration and operational requirements.
What areas does DFW Booths serve?
Standard travel is included within 50 miles of ZIP code 75240. Events outside this radius may incur additional travel fees based on distance and logistics. Travel requirements are confirmed during the booking process.
What are the power requirements for a booth?
All booths require access to standard electrical outlets. For outdoor events where power is not available, a generator rental is required. Power availability must be confirmed in advance to ensure proper operation of equipment.
Do you offer outdoor booth setups?
Yes, outdoor events are available and are subject to an additional fee. Outdoor setups require a smooth, flat, and clean concrete or asphalt surface. Weather conditions must be dry, with no chance of rain, mist, or fog. Extreme heat or cold may affect equipment performance, and refunds are not issued if weather conditions prevent equipment from functioning as intended. Covered areas are strongly preferred; uncovered setups may require a tent or enclosure rental and additional setup time.
Is setup and teardown included in the rental time?
No. Setup occurs before the rental start time, and teardown occurs after the event concludes. Neither setup nor teardown time counts toward the booked rental period.
Can I book more than one booth for my event?
Yes. Multiple booths may be booked for a single event. Staffing and equipment requirements scale proportionally based on the number and type of booths reserved to ensure a smooth guest experience.
Do you coordinate with venues and event planners?
Yes. DFW Booths regularly coordinates with event planners, venues, and authorized third-party partners. DFW Booths coordinates directly with the party bringing us into the event, such as the client, event planner, venue representative, or authorized third-party partner. Coordination with additional parties will occur when the client specifically requests it or designates an alternate point of contact. This approach ensures clear communication, defined responsibility, and efficient event execution.
Packages, Pricing & Payments
How is pricing structured for DFW Booths services?
Video Booth and Photo Booth services are priced as separate base offerings, even when booked together. Pricing is customized per event and reflects the specific services, duration, and operational requirements involved.
What factors influence the cost of a booking?
Pricing is influenced by several factors, including the length of rental time, type and number of booths selected, staffing requirements, travel distance, add-ons and enhancements, outdoor setup needs, and short-notice or late changes made within 14 days of the event.
Is a retainer required to reserve a date?
Yes. A 50% non-refundable retainer, based on the provided estimate, is required to reserve a date. A booking is considered officially confirmed once the retainer has been received.
When is the remaining balance due?
The remaining balance is due 15 days prior to the event. Changes made within 14 days of the event—including added time or services—incur a late fee applied per hour or per day of service, depending on how the booking is structured. DFW Booths Premier Access Clients (PACs) are excluded from this late fee and the standard 14-day minimum reservation period.
What payment methods are accepted?
Accepted payment methods include credit and debit cards, ACH payments, and invoicing. Checks are accepted only with advance approval and must be received at least 28 days prior to the event date.
How are additional time and on-site requests handled?
Additional time, add-ons requested at the event, and staffing extensions must be paid before services are rendered. Same-day or short-notice changes are subject to the applicable late surcharge.
Are taxes or additional fees applied?
Yes. The State of Texas requires the collection of applicable sales tax on taxable goods and services. In addition to sales tax, bookings may include administrative or other service-related fees based on event requirements, payment method, or coordination needs. Any such amounts will be clearly itemized on estimates and invoices.
Do you offer discounts or promotions?
DFW Booths may offer seasonal promotions and bundled discounts from time to time. All promotions are limited, time-bound, and not guaranteed. Repeat-client pricing is not offered; however, DFW Booths Premier Access Client (PAC) status is a purchased option available to any client. PAC status includes select benefits and is best suited for clients who anticipate using services on a recurring basis.
In addition, preferred pricing is available for faith-based organizations such as churches, temples, and other religious institutions, as well as qualifying charitable organizations, first responder groups, and veteran associations, subject to verification and applicable documentation requirements.
Does event size affect pricing?
No. Pricing is not based on guest count or event size. Costs are determined by the length of time, services selected, and operational requirements.
How long are quotes valid, and can pricing change?
Quotes are custom-built for each event and are valid for 14 days. Pricing may change if event details are modified. Changes made within 14 days of the event are subject to the applicable late fee. The retainer remains non-refundable, even if the event is canceled.
Options, Add-Ons & Enhancements
What are add-ons and enhancements?
Add-ons and enhancements are optional upgrades that expand or customize a Video Booth or Photo Booth experience. These options are designed to enhance guest engagement, visual presentation, branding, or overall event impact.
Can add-ons be booked without a booth service?
No. Add-ons and enhancements are available only in conjunction with one or more DFW Booths services and cannot be booked as standalone offerings.
What types of add-ons are available?
Available add-ons may include items such as instant photo prints, Audio Guest Books, marquee letters or numbers, custom monograms, specialty effects, booth enclosures, and other experience-enhancing features. Availability may vary based on event type, venue, and logistics.
Are instant photo prints included with Photo Booths?
No. Instant photo prints are always an optional upgrade, regardless of the Photo Booth type. When selected, prints may be branded or dated and are produced either at the booth or at a dedicated print station, depending on the configuration.
Are add-ons available for both Video Booths and Photo Booths?
Some add-ons are compatible with both Video Booth and Photo Booth experiences, while others are specific to a particular service. Compatibility is determined during the planning process to ensure proper integration and performance.
Can add-ons be added after booking?
Yes. Add-ons may be added after booking, subject to availability. Changes made within 14 days of the event are considered short-notice changes and are subject to the applicable late surcharge.
Can add-ons be requested during the event?
In some cases, add-ons or extensions may be requested during the event. Any on-site additions must be paid before services are rendered and are subject to availability, staffing considerations, and applicable surcharges.
Do add-ons affect staffing or setup time?
Yes. Certain add-ons require additional staffing, equipment, setup time, or teardown time. These operational requirements are factored into pricing and scheduling.
Are all add-ons available for outdoor events?
Not necessarily. Outdoor use of add-ons is subject to surface conditions, power availability, weather limitations, and equipment safety requirements. Some enhancements may require additional rentals, enclosures, or power solutions when used outdoors.
Are add-ons refundable if plans change?
Add-ons follow the same cancellation and change policies as the core service booking. Once reserved or deployed, fees associated with add-ons are non-refundable, particularly when changes occur within restricted timeframes.
Event Day Experience & Guest Interaction
What can we expect on the day of the event?
On the day of the event, DFW Booths arrives in advance to complete professional setup prior to the scheduled rental start time. Our team ensures that all equipment is tested, configured, and ready before guests begin interacting with the booth. Throughout the event, operations are managed to integrate smoothly with the overall flow and timeline.
Are booths staffed during the event?
When attendants are present, they actively manage the booth experience by guiding guests, explaining how the booth works, and maintaining orderly guest flow. Certain extended rentals may include unattended operation during specified periods; however, all rentals include professional setup and teardown regardless of staffing configuration.
How are guests guided during the booth experience?
Guest interaction is guided by staff when attendants are present, while still allowing for natural and authentic participation. For Video Booths, guests may be prompted with guided questions, open-ended prompts, or host-supplied questions, depending on the event’s preferences. Photo Booth experiences are designed to be intuitive and self-explanatory, with assistance available as needed.
How do you manage guest flow at busy events?
DFW Booths manages guest flow through staffing, booth placement, and experience design. For high-attendance events, we may recommend additional booths or extended rental time to reduce wait times and maintain a positive guest experience. These recommendations are consultative and based on event conditions.
How do you handle loud or crowded environments?
Video Booths are equipped with professional, broadcast-grade microphones designed to reject ambient noise, allowing guests to be clearly heard even in loud or crowded venues. This ensures that recorded messages remain intelligible and enjoyable to watch after the event.
Can guests use the booth multiple times?
Yes. Guests are welcome to participate multiple times throughout the event, subject to reasonable guest flow and time constraints. This flexibility encourages spontaneous participation and more authentic content.
Is the booth disruptive to the event?
No. Booths are designed to be visually engaging without disrupting the event. Attendants manage participation discreetly, and booth placement is coordinated in advance to complement the event layout rather than interfere with other activities.
What happens if there is a technical issue during the event?
When staffed, attendants monitor equipment and address technical issues as they arise. In the case of unattended extended rentals, support procedures are established in advance. While every effort is made to ensure uninterrupted operation, factors such as power issues or environmental conditions may affect performance.
Can the booth be paused or adjusted during the event?
Yes. When attendants are present, the booth experience can be temporarily paused or adjusted to align with speeches, performances, or other key moments in the event timeline.
Media Delivery, Usage & Access
How is content delivered after the event?
All captured content is delivered digitally following the event. Delivery method and timing depend on the services booked and the configuration of the booth experience. Clients receive access to their event media through a secure delivery method provided by DFW Booths.
When will we receive our event content?
Delivery timelines vary based on the type of service and any optional upgrades selected. Photo Booth content is typically available immediately to guests during the event and is delivered to the host after the event. Video Booth recordings are delivered after the event to allow for proper processing, organization, and quality control.
Why aren’t Video Booth recordings delivered instantly?
Video Booth recordings are not delivered instantly by default due to audio handling, file processing, and quality assurance considerations. Each clip is captured individually and reviewed to ensure clarity and consistency. This approach helps prevent issues such as unusable audio, corrupted files, or incomplete recordings.
Is all content instantly available to guests?
No. Photo Booth photos are instantly shared by default unless the host requests otherwise. Video Booth recordings are not instantly delivered. Some branding elements or customizations may also be unavailable on instantly delivered content, depending on configuration.
How long do we have access to our files?
Clients are provided a defined access window to download their content after delivery (typically 2 weeks). It is the client’s responsibility to download and store all files within this timeframe. Extended access or reactivation of download windows may be available at DFW Booths’ discretion.
Can content be edited after the event?
Editing is not included by default unless explicitly stated in the booking. For Video Booths, edited compilation or highlight videos are available as an optional upgrade. Photo Booth images are generally delivered as captured, particularly for roaming photo booth experiences.
Can we request raw or unedited files?
Content is delivered in its standard processed format. Requests for alternate formats, raw files, or additional processing must be made in advance and may be subject to additional fees and usage limitations.
Who can access the event content?
Content access is provided to the booking client or designated point of contact. Sharing access with additional parties is the responsibility of the client unless otherwise arranged in advance.
What happens if content is not downloaded in time?Question
Once the access window expires, files may be removed from active storage. While recovery may be possible in some cases, it is not guaranteed and may involve additional fees. Permanent deletion is irreversible.
Is content retained indefinitely?
Content retention duration varies. DFW Booths may retain files for a limited time or longer at its discretion, but long-term storage is not guaranteed unless an extended archival option has been arranged.
Cancellations, Changes & Rescheduling
What is your cancellation policy?
All bookings require a non-refundable retainer to reserve the event date. If an event is canceled for any reason, the retainer remains non-refundable. Cancellation of services does not release the client from payment obligations for services already rendered or costs incurred.
Can I reschedule my event?
Rescheduling requests are subject to availability. If a new date is available, the retainer may be applied to the rescheduled event at DFW Booths’ discretion. Changes made within 14 days of the original event date may be subject to applicable late fees or pricing adjustments.
What happens if I need to make changes to my booking?
Changes to services, rental duration, staffing, or add-ons are permitted, subject to availability. Changes made within 14 days of the event—including day-of changes—are considered short-notice changes and are subject to the applicable late surcharge.
What if the event runs longer than expected?
Additional time may be requested during the event, subject to availability. Any extensions must be approved and paid for before services are rendered, and will include applicable short-notice surcharges.
What happens if the event ends early?
Early conclusion of an event does not reduce the rental fee. Booked time is reserved exclusively for the client and is not prorated.
What if the venue or event details change?
Venue changes, layout changes, or timeline adjustments must be communicated as soon as possible. Changes that impact logistics, staffing, travel, or equipment may result in additional fees, especially when communicated within 14 days of the event.
What happens if weather affects the event?
Outdoor events are subject to weather conditions. Weather-related limitations, including rain, mist, fog, extreme temperatures, or unsafe conditions, may impact equipment operation. Refunds are not issued for equipment issues caused by weather. If weather conditions require cancellation or modification of services, standard cancellation and change policies apply.
What if DFW Booths cannot perform services due to circumstances beyond control?
In rare cases involving events beyond reasonable control, such as severe weather, venue restrictions, power failure, or safety concerns, DFW Booths reserves the right to suspend or modify services. Liability is limited to the amounts paid for the affected portion of service, excluding the non-refundable retainer.
Policies, Insurance & Professional Standards
Is DFW Booths insured?
Yes. DFW Booths maintains appropriate business insurance coverage for its services. Proof of insurance can be provided to venues or clients upon request when required for event approval or compliance.
Do you comply with venue rules and event policies?
Yes. DFW Booths makes every reasonable effort to comply with venue policies, safety requirements, and event guidelines. Any venue-specific restrictions that affect setup, power, placement, or operation must be communicated in advance to avoid delays or additional fees.
Are your staff members professionals?
Yes. All DFW Booths staff and attendants are trained professionals who represent the company in a courteous, respectful, and professional manner. Staff are responsible for managing equipment, guiding guest interaction when applicable, and maintaining a positive event presence.
Can staff interact with guests or make announcements?
Staff interaction is limited to managing the booth experience and assisting guests. Staff do not make public announcements, direct event programming, or interfere with the event timeline unless explicitly requested and approved by the client in advance.
Do you have a code of conduct for staff and guests?
Yes. DFW Booths staff adhere to professional conduct standards at all times. DFW Booths reserves the right to refuse service or suspend booth operation if guest behavior becomes unsafe, abusive, or threatens equipment, staff, or other attendees.
Are there content guidelines for what guests can record or capture?
DFW Booths does not actively censor guest content during events. However, content that is illegal, unsafe, or violates venue rules may result in suspension of services. Responsibility for guest behavior and recorded content rests with the event host.
What happens if equipment is damaged during the event?
Clients are responsible for damage caused by guests, vendors, or environmental conditions outside of normal operation. Repair or replacement costs may be charged if damage occurs due to misuse, negligence, or unsafe conditions.
Do you guarantee uninterrupted service?
While DFW Booths takes extensive measures to ensure reliable operation, uninterrupted service cannot be guaranteed. Factors such as power interruptions, environmental conditions, venue limitations, or guest interference may impact performance. Liability is limited as outlined in the service agreement.
Which policies take precedence if there is a conflict?
In the event of a conflict between website content, FAQs, or marketing materials and a signed service agreement, the service agreement always takes precedence. Policies are subject to change without notice.
Support, Communication & After-Event Follow-Up
Who is our primary point of contact before the event?
Your primary point of contact is the party coordinating the booking on your behalf. DFW Booths communicates directly with that designated contact unless instructed otherwise by the client. This ensures clear responsibility and consistent communication throughout the planning process.
How do we communicate questions or updates before the event?
Questions, updates, and planning details may be communicated through the approved communication channels provided during booking. Written communication is preferred to ensure accuracy and proper documentation of requests and changes.
Is support available during the event?
When attendants are present, on-site support is provided throughout the event. For extended rentals that include unattended operation, support procedures and escalation steps are established in advance to address potential issues.
Who should we contact during the event if something comes up?
When staffed, the on-site attendant is the first point of contact for immediate operational needs. For unattended rentals or broader concerns, clients should use the designated contact method provided prior to the event.
What kind of follow-up can we expect after the event?
After the event, DFW Booths provides post-event follow-up related to media delivery, access instructions, and any outstanding items such as additional services or approved extensions. Follow-up communication is focused on closing out the booking efficiently.
How are billing questions or adjustments handled after the event?
Billing questions, approved extensions, or post-event charges are addressed after the event through standard invoicing or payment channels. Any additional services rendered must be settled according to the payment terms outlined in the booking.
Can we request additional services after the event has concluded?
Some post-event services, such as edited compilation videos or extended access to media, may be requested after the event, subject to availability and additional fees. Requests should be made as soon as possible to avoid delays.
What if we have an issue with our delivered content?
If there is an issue accessing or downloading delivered content, clients should notify DFW Booths promptly within the provided access window. DFW Booths will make reasonable efforts to assist, subject to data retention and archival policies.
How quickly does DFW Booths respond to support inquiries?
Response times vary based on inquiry type, volume, and timing. DFW Booths prioritizes active events and time-sensitive issues, followed by post-event support and general inquiries.
Is feedback welcomed after the event?
Yes. Client feedback is welcomed and helps improve services and processes. Feedback may be submitted through written communication or designated review channels provided after the event.
FAQ DISCLAIMER
The information provided on this FAQ page is intended for general informational purposes only and does not constitute a binding agreement or guarantee of services. Policies, procedures, pricing structures, and service offerings may change at any time without notice.
In the event of any discrepancy between this FAQ content and a signed service agreement, invoice, or written contract, the service agreement shall take precedence. Availability of services, options, add-ons, and delivery timelines may vary based on event details, location, and operational requirements.
This FAQ page does not replace formal contractual terms and should not be relied upon as a substitute for written agreements executed between DFW Booths and the client.
Ready to Book or Have Questions?
Whether you’re planning an intimate celebration or a large-scale event, DFW Booths delivers professionally managed Video Booth and Photo Booth experiences designed to engage guests and capture meaningful moments.
If you’re ready to check availability, request a custom quote, or learn whether DFW Booths Premier Access Client (PAC) status is right for you, our team is here to help.
