Terms of Service

01Booking & Confirmation

Booking requests and price estimates submitted through this website are inquiries only. They do not reserve a date. Estimates depend on availability and our final confirmation.

The booking process works like this:

• You submit an inquiry through the website, by email, by text, or by phone.
• We confirm availability and send a quote or invoice with a rental agreement.
• You review and sign the rental agreement online and pay the deposit.

Your date is reserved only after we receive both the signed agreement and the deposit. Until then, the date stays open to other clients.

Before your event, we may send a client questionnaire to collect details such as your print template design, theme, and 360 music choices. Please return it promptly. Late or missing details may limit what we can customize.

02Pricing, Deposit & Payment

Services are priced by the hour with a 2-hour minimum, as listed on our website or your quote. Your invoice is the final statement of price. Prices do not include sales tax, which is added to your invoice where it applies.

Deposit

A deposit of 50% of the invoice total is due when you sign the agreement. The deposit reserves your date and covers the bookings we turn away for it. It is non-refundable except as described in Sections 5 and 6.

Final balance

The remaining balance is due 14 days before your event date. If you book within 14 days of your event, the full amount is due at booking.

If the balance is not received by the due date, we will contact you. If it is still unpaid 3 days after that notice, we may treat the booking as cancelled by you under Section 4.

How to pay

We accept online payment through the link on your invoice, cash, and checks made payable to C What I C, LLC. Checks must clear before the event. If a check is returned unpaid, a $30 returned-check fee applies, and we may require the balance and fee to be paid in cash or by online payment. We are moving our invoicing to QuickBooks, so during the transition your invoice may come from either Wix or QuickBooks. Either one is legitimate. If you are ever unsure whether a payment request came from us, call (940) 764-9868 before paying.

Invoice billing is available and recommended for non-profits, schools, and larger events that need a formal invoice for their records.

03Discounts & Tax-Exempt Events

Military discount

We offer 20% off to active-duty service members, veterans, and their families. Valid military ID or other proof of eligibility must be shown at booking. We cannot apply the discount after an invoice has been paid.

Combining offers

Discounts and promotions cannot be combined unless we agree in writing. Only one discount applies per booking. Our reduced 360 Video Booth rate when added to another booth is package pricing, not a discount, so it can be used with a discount.

Non-profit and tax-exempt events

Tax-exempt organizations must email a valid Texas Sales and Use Tax Exemption Certificate (or the equivalent for your state) to events@cwhaticphotobooths.com before the event. Sales tax is removed only after we receive valid documentation. Tax exemption is not a discount, so it can apply together with a discount.

04Cancellation & Rescheduling

All cancellation and rescheduling requests must be in writing, by email or text. The date we receive your request is the date we use for the table below.

Cancellation by the client

Rescheduling

• 30 or more days before the event: you may move your booking to a new date within 12 months of the original date, subject to availability. All payments transfer to the new date. You may reschedule this way once per booking.
• Less than 30 days before the event: we will try to accommodate you, but rescheduling is at our discretion. If we can’t find a new date, the request is treated as a cancellation.
• If the new date has different hours, booths, or pricing, we will adjust the invoice to match.
• If you cancel a rescheduled booking, we keep the transferred payments under the cancellation table above.

Reducing hours or services

You may add hours or services at any time, subject to availability. You may reduce them up to 14 days before the event. After that, the invoiced amount is owed in full.

05If We Must Cancel

We rarely cancel, but illness, an emergency, or equipment failure could make it necessary. If we cannot provide the booked services for any reason other than weather (Section 6) or events beyond our control (Section 16), we will:

• notify you as soon as possible,
• offer a different booth or a new date if one would work for you, and
• refund all payments in full, including the deposit, if you don’t want an alternative.

When we can, we will also help you find another vendor. A full refund is the limit of our responsibility for a cancellation by us.

06Weather & Outdoor Events

Our booths are electronic equipment and cannot be used in rain, high wind, or extreme temperatures. For outdoor events, you must:

• provide a covered, shaded area (canopy or tent) and carpet or flooring on level ground, or pay the added charge on your invoice for us to supply them, and
• tell us that your event is outdoors when you book, and share any indoor or covered backup location.

The Photobooth Enclosure is for indoor use only.

Weather decisions

C What I C makes the final call on whether outdoor conditions are safe for our equipment, staff, and guests. If we decide before the event that conditions are unsafe, we will first try to set up in a covered or indoor area at the venue. If that isn’t possible:

• all of your payments transfer to a new date within 12 months, subject to availability, or
• if we can’t agree on a new date, we refund everything you paid beyond the deposit.

If weather forces us to stop during an event, we will protect the equipment first and resume if conditions improve. Hours lost to weather during the event are not refunded.

07Venue, Space & Power

Space requirements

Power

Each photo booth needs a standard 120V household outlet within 25 feet of the setup area to run the booth and printer. The outlet must not be shared with high-draw equipment such as DJ systems, heaters, or catering equipment. 360-only events don’t need an outlet, because the 360 runs on battery.

Generators may be used only if we approve them in advance. If no suitable power is available when we arrive, we may be unable to run the booth. That situation is treated as a cancellation by you, not by us.

Venue access

• You are responsible for securing permission from the venue for us to set up, along with any venue fees, insurance documents, or vendor requirements.
• Please share the venue’s load-in rules, contact person, and any stairs, long walks, or elevator limits before the event.
• We need access to the setup area at least 1 hour before your start time, and time to tear down after the event ends. Setup and teardown time is not billed.
• If we can’t access the venue on time through no fault of ours, the event still ends at the scheduled time. You are not charged extra, and no refund is given for lost time.

08Event Day & Extra Hours

Every booking includes delivery, setup, teardown, an on-site attendant, a prop kit, and a custom print template and overlay. For photo booths, it also includes unlimited prints and instant digital sharing.

“Unlimited” means unlimited photos, prints, and videos during your paid hours. Paid hours start at your scheduled start time, even if guests begin using the booth later.

Extending your event

You may add time on-site at our standard hourly rate if the attendant is available and we have no other event scheduled that day. Extra time is billed in hourly increments. It is payable on-site or by invoice due within 7 days.

09Travel

We are based in Wichita Falls, Texas, and serve the Texoma region, Lawton (OK), Abilene, and the DFW Metroplex.

• Travel within 75 miles of Wichita Falls is included.
• Beyond 75 miles, a travel fee of $1.00 per mile, round trip, applies to the miles past the first 75, counted both going and returning. Distance is measured by the most direct driving route from Wichita Falls.
• Example: a venue 100 miles away is 25 miles past the included distance each way, so 50 round-trip miles, or a $50 travel fee.
• Events requiring an overnight stay, or with parking, toll, or venue access charges, may have additional costs.

Any travel costs will be stated on your quote or invoice before you book. We may reduce or waive travel fees at our discretion.

10Guest Conduct & Safety

We want everyone to have fun, and our attendant is there to keep the booth safe and running. You are responsible for the conduct of your guests.

Our attendant may pause or end service without a refund for lost time if any of the following occur:

• a guest damages, climbs on, or misuses the equipment
• drinks or food are placed on the equipment, or guests use the booth while intoxicated
• a guest harasses, threatens, or behaves inappropriately toward our staff
• someone attempts to create obscene, hateful, or illegal content
• conditions become unsafe, including crowding, weather, fire, power problems, or venue hazards

When it is safe to do so, the attendant will tell the host first and give guests a chance to correct the problem. Our staff will not continue in situations they reasonably believe are unsafe.

At events serving alcohol, you must provide drinks responsibly and follow the venue’s rules and the law. Guests must follow the attendant’s instructions on the 360 Video Booth platform, including weight limits and keeping clear of the moving arm.

11Equipment & Damage

All booths, printers, props, backdrops, and accessories remain the property of C What I C. Only our staff may set up, move, or operate the equipment.

You are responsible for loss of or damage to our equipment and props caused by you or your guests, other than normal wear and tear. This includes the reasonable cost of repair or replacement. We will document any damage, share photos with you, and invoice you for the cost. The invoice is due within 30 days.

12Photos, Videos & Usage Rights

Your gallery

Photos and videos are delivered to guests instantly by text, email, or QR code. The client will receive a link to an online gallery of the event’s images and videos within 7 days after the event.

Galleries are hosted by our booth software provider and are kept for 6 months, after which they are permanently deleted. Please download anything you want to keep before then. We cannot recover images after the gallery expires.

Your rights

You and your guests may freely use, share, print, and post the event’s photos and videos for personal, non-commercial purposes. Organizations may also use them for their own promotion, such as a school newsletter or a company’s social media.

C What I C keeps ownership of our print template designs, overlays, and software outputs, and of any artwork we create for you. Logos and artwork you send us remain yours. You confirm that you have the right to let us use them on your templates.

Our use for marketing

We do not post client or guest photos on our website or social media without explicit permission. If you give permission, you may withdraw it at any time. We will then remove the images from the places we control.

Quality and technology

We use professional equipment, but images depend on lighting, guest positioning, and cell or Wi-Fi service at the venue. Instant sharing requires a signal at the venue. If delivery is delayed, the media will still be in your gallery.

13Magic Mirror AI Features

The Magic Mirror is the only booth that offers AI image transformations, which turn a guest’s photo into a styled or themed image. These transformations are created by Google’s Gemini AI through our booth software, TouchPix. Please note:

• AI results can vary and may not always match a guest’s appearance or the requested theme. They are provided as-is.
• AI transformations are optional. Guests can always take standard, unaltered photos instead.
• We choose which themes and prompts are available and will not create content that is sexual, hateful, harassing, or that imitates real people without their consent.
• The client may ask us to turn AI features off for their event, for example at a school or children’s event.

See our Privacy Policy for how AI-processed photos are handled.

14Events With Minors

We are proud to serve schools, children’s parties, and Quinceañeras. When minors attend, the client is responsible for:

• letting parents and guardians know that a photo booth with digital sharing (and AI features, if a Magic Mirror is booked) will be at the event
• following your school’s or organization’s own photo and media release policies
• providing supervision of children near the equipment, especially the 360 Video Booth

We never use photos of minors for marketing without permission from a parent or guardian. A parent or guardian may ask us to remove their child’s photos from an event gallery at any time.

15Insurance & Liability

C What I C carries general liability insurance of up to $1,000,000 per occurrence. A Certificate of Insurance naming your venue is available on request. Please ask at least 7 days before your event.

To the fullest extent the law allows:

• Our total liability for any claim related to our services is limited to the amount you paid us for the event.
• We are not liable for indirect, incidental, or consequential damages, such as lost enjoyment, lost profits, or third-party costs.
• We are not responsible for injury, loss, or damage caused by guests, the venue, or other vendors.
• You agree to protect and reimburse C What I C for claims caused by your guests’ conduct or by venue conditions, except to the extent the claim was caused by our own negligence.

Nothing in these Terms limits liability for gross negligence or willful misconduct, or any liability that cannot be limited under Texas law.

16Events Beyond Our Control

Neither party is responsible for failing to perform because of events beyond reasonable control. These include severe weather, natural disasters, fire, flood, public health orders, government action, venue closure, widespread power or internet outages, or road closures that prevent travel.

If such an event prevents your booking from going forward, we will work with you to move all of your payments to a new date within 12 months. If no date works, we will refund all payments beyond the deposit.

17Disputes & Governing Law

If something goes wrong, please contact us first. Most issues can be resolved with a conversation.

If we can’t resolve a dispute informally within 30 days, both parties agree to try mediation in Wichita County, Texas before filing a lawsuit, with the mediator’s fee shared equally. If mediation does not resolve the dispute, either party may bring the claim in the state courts of Wichita County, Texas.

Either party may file in small claims (justice) court without first mediating. These Terms and any rental agreement are governed by the laws of the State of Texas, including for events held outside Texas.

18Use of This Website

The content, photos, logos, and design of this website belong to C What I C, LLC and may not be copied or used without permission. Prices and availability shown on the site may change and may contain errors. Your invoice controls.

This website is provided “as is.” Links to Facebook, Instagram, or other sites are for convenience. We are not responsible for content or practices on those sites. See our Privacy Policy for how we handle information you submit.

19Changes & Contact

We may update these Terms from time to time and will change the “Last updated” date at the top of this page. The Terms in effect when you sign your rental agreement apply to your event.

If any part of these Terms is found unenforceable, the rest remains in effect.