A Bellarine wedding can put your ceremony, reception and guest accommodation in different places. That makes a clear supplier plan useful, especially when the venue has separate event spaces or a specific access route. The photo booth needs a confirmed place and time within that plan.
Use this checklist alongside our wedding photo booth guide. It is for planning your venue arrangements; it doesn't assume we have worked at a particular property or that every venue has the same rules. The Geelong photo booth hire guide covers packages and payment alongside the practical setup.
Send the full venue address
Give us the property name and street address, then identify the room or area where the reception will take place. If suppliers use a different entrance from guests, include those directions. A map pin for the main driveway may not show the most practical unloading point.
Travel is free within 15 km of central Geelong. For venues beyond that, we quote travel after your enquiry. There is no fixed fee to infer from the words "Bellarine wedding"; we need your chosen address to prepare the quote.
If you are comparing two venues, say so and send both addresses. Keep the confirmed location on the booking paperwork once you've made the decision.
Confirm supplier access separately from guest arrival
Ask when the room becomes available for setup and how equipment can be brought in. Tell us about stairs, lifts, gravel paths, tight gateways or a long route from the unloading point. Photos are useful when the access is hard to describe.
Find out whether other suppliers will use the same entrance at the same time. If the caterer, florist and booth attendant all need a narrow route during a short window, the venue coordinator may want to stagger access.
Also confirm pack-down access. If the booth closes before the rest of the reception, the proposed position should allow the agreed departure arrangements to work without unnecessary disruption.
Mark the booth on the floor plan
Allow roughly 3 m by 3 m for the setup with access to a standard power point. Leave room for guests to wait, collect their prints and rejoin the celebration. A guest book table needs additional space.
Show the position on the plan used by the venue and your other suppliers. It helps prevent a late clash with a bar, dessert station or musician's equipment. A booth beside the main reception can be easy for guests to find, provided it doesn't obstruct the room's normal paths.
Check the route for guests with mobility needs as well as the equipment route. If someone would prefer a seated photo, discuss it before the event so the position can be considered properly.
Agree a weather backup for outdoor areas
If you want the booth outside or in a partly covered space, send photos of that area and the indoor alternative. Discuss shelter, ground conditions and power before treating the outdoor location as confirmed.
The backup should have enough room and a practical route for guests. A weather plan that moves everyone inside may also move furniture, entertainment and food service. Ask the venue to include the booth in that version of the floor plan.
Make sure somebody has authority to choose the backup before setup starts. Last-minute uncertainty about the location can affect several suppliers at once.
Match the hours to the reception
Work from the meal, speeches and likely departures. If guests will leave together on arranged transport, the booth's finish time should account for that. There is little point booking late operating time after most people have gone.
For weddings with cocktails in one area and dinner in another, decide where guests should find the booth. Ask about any proposed move before booking; don't assume the equipment will travel between spaces while the hire continues.
Our wedding timing guide compares early and late operating windows, including how to make room for relatives who may leave earlier.
Keep guest travel information separate
Your guests may appreciate accommodation and transport details with their invitations or wedding website. The official Visit Geelong and The Bellarine website is a useful starting point for exploring the region. Confirm the arrangements relevant to your date directly with your venue and chosen providers.
For the booth, the final handover can be short: confirmed address and entry point, access time, operating hours, floor plan, backdrop, approved strip and a contact on the day. Send those details with your enquiry, or include what you've settled so far and identify what is still to come.