A useful photo booth brief lets the supplier confirm availability and prepare a quote without several rounds of basic questions. It also gives your venue, marketing team and accounts team one set of event details to work from.
You don't need a long document. Use the headings below, fill in what you know and mark the decisions still outstanding. The Geelong corporate hire guide explains how those choices affect the guest experience. Our Geelong photo booth hire guide explains the equipment, packages and booking steps behind the brief.
Event details and purpose
Begin with the organisation, event name, date and full venue address. Add the expected number of attendees and a sentence explaining the booth's purpose. A staff celebration, sponsor activation and conference reception may need different arrangements even at the same venue.
Include the organiser's name and email, then identify whoever will have authority to make decisions on the day. If an agency is booking on behalf of a client, explain who should receive the quote and who will approve the work.
For an event still in planning, state the uncertainties directly. "Venue confirmed, start time expected between 6 and 7 pm" gives a clearer picture than a precise time nobody has agreed to.
Operating hours and agenda
List the times you want guests to use the booth, and attach the draft agenda if there is one. Identify speeches, meals, conference sessions and anything else that may interrupt use.
State supplier access time separately from opening time. If the schedule involves a long gap or more than one day, explain that so the whole arrangement can be quoted. Standard hourly packages don't automatically define split or multi-day access.
Geelong Booth Co. packages start at $449 for two hours. Our pricing page lists standard durations and inclusions, while the hours guide helps compare them against the agenda.
Space, power and access
Attach a floor plan with a proposed position. Allow roughly 3 m by 3 m for the setup, access to a standard power point and room around it for guests.
Include the supplier entrance, unloading instructions and any stairs, lifts or restricted access. If the event is outside, describe shelter and the weather backup. Photos of the space are useful when a plan doesn't show the practical details.
Ask the venue about supplier documents or access bookings, then pass the requirements on early. Include the venue coordinator's contact details so the right people can resolve practical questions.
Backdrop and print design
Name your preferred collection backdrop or say that the choice is still open. All 15 options are included in standard hire. A custom branded backdrop needs a separate scope and quote.
For the strip, provide the exact event name, date and preferred wording. Standard colours, fonts and text personalisation are included. If you want the company logo and a bespoke branded design, request the optional $50 Branded Photo Strip.
Attach approved logo files and relevant brand instructions. Nominate one artwork approver and explain any sponsor approval process. The branded strip checklist covers the files and print-size checks.
Guest requirements and photo use
Tell us about access needs or guests who may prefer seated photos so the proposed setup can be discussed. Explain the tone of the event and any preferences for props.
If the brief includes optional email capture, state the intended purpose and the person responsible for the consent wording and handover. The practical arrangement must be agreed before the event. Keep guest photo delivery and any marketing permission clear in the plan.
Include any intended use of images by your organisation or sponsors. Your communications team should confirm the permissions it needs before publishing guest photos.
Quote, invoice and final approval
State any purchase-order requirement, invoice reference or accounts payable process at the start. Travel is free within 15 km of central Geelong; travel beyond that is quoted after we receive the venue address.
After availability and the quote are confirmed, a 25% deposit confirms the booking. The remaining balance is due one week before the event. Payment is by bank transfer using the invoice details.
Keep the approved quote, run sheet and artwork together, and send updates when something changes. Mark the latest version clearly so the venue and booth team are working from the same information.
Send the booking enquiry with the details you have, or email hello@geelongboothco.com.au with your brief. You can flag unfinished decisions without delaying the initial availability check.