What Does a Photo Booth Company Need Before Your Event?
Booking a photo booth is only the first step. Before your event arrives, the photo booth company will need a few important details to make sure the booth, setup, timing, and design are ready to go.
Most of this information is simple: where the event is, when it starts, what booth you selected, and how you want everything to look. Providing those details early can prevent unnecessary questions or last-minute decisions on the day of the event.
If you are planning an upcoming celebration, Mirrored Memories offers photo booths in New Jersey for weddings, corporate events, parties, and other special occasions.
Quick Answer
Before your event, a photo booth company may need:
- Event date
- Venue name and address
- Event start and end time
- Photo booth operating time
- Venue or planner contact information
- The photo booth you selected
- Confirmed setup location
- Vendor entrance or load-in instructions
- Event colors or theme
- Photo template and design preferences
- Names, logos, hashtags, or custom wording
- Estimated guest count
- Special requests
- Day-of contact information
Exactly what is needed will depend on the event and the photo booth experience you booked. A wedding with printed photo strips may require different design details than a branded corporate activation or 360 experience.
Event Date, Time, and Schedule
Your photo booth company needs more than just the date of the event.
It is helpful to provide the overall event schedule, including:
- Event start time
- Guest arrival time
- Cocktail hour
- Reception or main event timing
- Requested photo booth start time
- Requested photo booth end time
- Any major moments that may affect guest activity
One important distinction is that your event time and your photo booth operating time may not be the same.
For example, a wedding reception may begin at 6:00 p.m., while the photo booth opens after dinner or during cocktail hour. Knowing the complete schedule helps the photo booth team understand when they need to arrive, set up, and be ready for guests.
Venue Information
The venue is another basic piece of information the photo booth company needs before the event.
Venue Name and Address
Provide the full venue name and address so the team can plan travel, arrival, and setup.
For larger venues, country clubs, hotels, or event complexes, it can also help to specify the ballroom, reception room, or part of the property where the event is taking place.
Venue Contact
A venue or planner contact gives the photo booth company someone to communicate with if there are questions about access or setup.
That person may be the:
- Venue coordinator
- Wedding planner
- Event planner
- Banquet manager
- Corporate event coordinator
This is especially useful when the host will be busy getting ready or handling other parts of the event.
Venue Instructions
If the venue has specific vendor procedures, send those ahead of time.
Useful information can include:
- Vendor entrance
- Parking instructions
- Loading area
- Elevator access
- Check-in procedures
- Special arrival instructions
The photo booth team does not need every detail about the venue, but anything that affects getting equipment from the vehicle to the event space is worth sharing.
Which Photo Booth You Selected
Different photo booth experiences have different equipment, layouts, and setup requirements, so the company should have your selected booth confirmed before the event.
Depending on the event, that may include a:
- Mirror booth
- 360 photo booth
- Curtain booth
- Magazine Photo Box
- Snap IT Booth
- Decca Booth
- Other Mirrored Memories experience
Your booth choice can affect everything from setup to customization.
A Magazine Photo Box, for example, creates a very different physical experience than a 360 booth. A mirror booth may involve customized interactive elements and printed photos, while another setup may focus more heavily on digital content.
Knowing exactly which experience is being provided allows the team to prepare the correct equipment and event materials.
Where the Booth Will Be Located
The photo booth company should also know where the booth will be set up.
You do not necessarily need to provide a detailed floor plan, but the team should know whether the booth will be:
- Indoors or outdoors
- In the ballroom
- In the cocktail hour space
- In a lobby or adjacent room
- In another designated event area
If the booth will move to a different location during the event, that should also be discussed in advance.
Choosing the right location can make a noticeable difference in how easily guests find and use the booth. For more on that topic, see our photo booth placement guide.
Your Photo Booth Design Details
Customization is one of the biggest reasons your photo booth company needs information before the event.
The more personalized the experience will be, the more design details may need to be finalized ahead of time.
Event Colors
Share the colors being used throughout the event.
For a wedding, that may mean colors from the invitations, flowers, linens, or other décor. For a corporate event, it may mean official brand colors.
This helps the photo booth design feel like it belongs at the event rather than looking like a completely separate element.
Names and Date
For weddings, anniversaries, birthdays, engagement parties, and similar events, provide the exact names and date you want displayed.
Always double-check spelling before submitting the information.
A small typo becomes much more noticeable when it appears on every photo printed during the event.
Logos
For corporate events, fundraisers, trade shows, and branded activations, provide the correct logo files ahead of time.
If multiple sponsors or organizations need to appear on the design, make that clear as well.
Custom Wording
You may also want specific wording incorporated into the photo experience.
Examples can include:
- Couple’s names
- Company name
- Event name
- Event hashtag
- Anniversary year
- Sponsor name
- Celebration message
Send the wording exactly as you want it displayed.
Design Inspiration
If you already have a visual direction for the event, share it.
That might include:
- Wedding invitation
- Save-the-date
- Event signage
- Mood board
- Brand guide
- Company graphics
- Examples of designs you like
You do not need to design the photo template yourself. These materials simply give the photo booth company a better understanding of the style you are trying to achieve.
Print and Photo Preferences
Depending on the booth and package, there may also be a few photo-related preferences to confirm.
These could include:
- Print layout
- Photo size or format
- Color or black-and-white preferences
- Number of print copies
- Digital sharing options
- Online gallery information
Not every event requires all of these decisions. The options available depend on the photo booth experience you selected.
Guest Count
An approximate guest count gives the photo booth company a better understanding of the size of the event and how much activity to expect.
A wedding with 75 guests creates a different environment than a corporate event with several hundred attendees.
The guest count can help provide context around:
- Expected booth usage
- Overall event size
- Guest flow
- How busy the experience may become
The number does not have to be exact. A reliable estimate is usually enough for planning purposes.
Special Requests
If you want something outside the standard setup, mention it as early as possible.
Special requests might include:
- Custom props
- Guest book
- Specific backdrop
- Corporate branding
- Unique photo layout
- Sponsor logos
- Custom activation
- Accessibility considerations
- Surprise elements
Some requests are simple to accommodate. Others may require additional preparation, equipment, or design work.
Either way, discussing them ahead of time gives the photo booth company a chance to determine what is possible before the day of the event.
Who Should Be the Day-of Contact?
The person hosting the event does not always need to be the person answering vendor questions.
In fact, that is often the last thing a couple, birthday host, or company executive wants to deal with once the event starts.
Providing a dedicated day-of contact gives the photo booth team someone they can reach if a logistical question comes up.
That person could be the:
- Wedding planner
- Venue coordinator
- Corporate event planner
- Designated family member
- Company representative
Provide their:
- Name
- Phone number
- Role at the event
Ideally, the day-of contact should understand the event schedule and know who to speak with at the venue if something needs to be coordinated.
When Should You Send Everything?
Send your event information as early as practical.
Basic details such as the venue, date, and general schedule can usually be shared early in the planning process. Design preferences and final event details can then be confirmed as the date approaches according to the photo booth company’s process.
The main goal is to avoid leaving important decisions until the day of the event.
Last-minute changes may be harder to accommodate, particularly when they involve custom graphics, logos, layouts, special equipment, or unusual setup requests.
A Simple Pre-Event Photo Booth Checklist
Use this checklist to make sure the major details are covered before the event.
Event Details
☐ Event date
☐ Venue name and address
☐ Event start and end times
☐ Photo booth operating times
Venue
☐ Venue or planner contact
☐ Vendor entrance and load-in information
☐ Confirmed setup location
Design
☐ Names or event title
☐ Event colors
☐ Logo, if applicable
☐ Custom wording
☐ Design inspiration
Event
☐ Estimated guest count
☐ Special requests
☐ Day-of contact name and phone number
Frequently Asked Questions
It depends on the event and the level of customization involved. Basic information should be provided as early as possible, while final designs and other details can be confirmed according to the photo booth company’s pre-event process. Providing everything early gives the team more time to prepare.
They may, especially when there are questions about access, setup, loading, or vendor procedures. Providing your venue coordinator or event planner’s contact information makes it easier for the photo booth company to communicate directly when necessary.
You should have a general location confirmed before the event, such as the ballroom, cocktail area, lobby, or another designated space. The venue, planner, and photo booth company can help work through specific placement considerations when needed.
Yes. Invitations, save-the-dates, signage, mood boards, and other wedding materials can help communicate your colors and overall aesthetic. They can be useful references when creating a photo booth design that feels consistent with the rest of the wedding.
Changes may be possible depending on when they are requested and what needs to be updated. It is best to review your design details carefully and submit changes as early as possible rather than waiting until immediately before the event.
Choose someone who understands the event schedule and can answer basic logistical questions. A wedding planner, venue coordinator, event planner, family member, or company representative can all work well. The host does not need to be the primary contact.
Make Sure Your Photo Booth is Ready Before the Event
A little preparation makes the event itself much easier.
Providing the venue information, schedule, design preferences, guest count, special requests, and contact details ahead of time allows the photo booth company to prepare before guests ever walk through the door.
That means fewer questions on the day of the event and more time for everyone to simply enjoy it.
If you are planning a wedding, corporate event, party, or celebration, explore Mirrored Memories’ photo booth rentals in New Jersey to create a customized experience for your guests.