Photo Booth Client Planning Questionnaire

When and how should you send it?

Send it by email and text at T-14, due 5 days later, with a reminder text at T-10 if it has not come back. Offer two ways to answer: a form link, or a reply to the email with the questions listed below the link.

The timing lines up with your contract. The rental agreement asks for design content at least 14 days before the event, with one proof and up to two rounds of changes, and the questionnaire is how that content arrives. The overlay proof then goes out with the T-7 balance reminder for written approval.

What logistics questions belong in Section A?

• Event date, venue name and full address
• Booth start and end time
• The on-site contact for the day, who is not the couple or honoree
• Venue coordinator name, phone and email
• Where the booth goes (a floor plan or photo is ideal) and whether a standard outlet is within 25 ft
• Loading dock, elevator or stairs, and parking
• Venue restrictions: earliest load-in, no tape on walls, required COI
• Indoor or outdoor, and the shade and rain plan for outdoor events

The on-site contact question matters more than it looks. Nobody wants to text the couple about a moved outlet during their first dance.

What design questions belong in Section B?

• Overlay text: names, event name, date and hashtag, spelled exactly as they should appear
• Colors, theme, or a photo of the invitation or a mood board link
• Logo files for corporate and school events, as a transparent PNG or vector file
• Backdrop choice: standard, premium or none
• Props: classic mix, themed or none
• For 360 booths: song preference (clean versions only), or let you choose

Copy and paste names straight from the client's answer into the design rather than retyping them. A typo is a fix you want at T-7, not at the venue.

What about the timeline, people and gallery?

Sections C and D cover the night itself and what happens after:

• The timeline: dinner, speeches, first dance or other key moments, so the booth can pause or reposition during speeches
• VIPs or groups to capture, such as grandparents, the executive team or class officers
• Anyone who should not be photographed or posted publicly
• Permission to post on your social media: yes, yes without faces of minors, or no
• Who receives the gallery link
• Corporate only: guest email opt-in, and whether the gallery page should carry a call-to-action link

Sample excerpt: "Are there any VIPs or groups you especially want captured? Anyone who should not be photographed or posted publicly? Should we post a few photos or videos on our social media? (Yes / Yes, but no faces of minors / No)"

Should the questionnaire include upsells, and what goes wrong?

Include one, in Section E: the last easy window to add an extra hour, unlimited prints ($150 in the example price list) or a guest book scrapbook with attendant ($175). Mention it in one line of the email and as tick boxes in the form. After booking, send no more than one upsell message; this is it. More ideas live in the upsells guide.

Common mistakes:

• Asking for details you already have, which reads as careless
• Sending it too late to design and proof the overlay
• Skipping the do-not-photograph question
• Not copying the venue coordinator's details into the event record, so your COI request reaches the right person