Every logistics question, answered once.
Build the floor plan and the PO without waiting on a reply.
Space, power, internet
What the floor plan needs to leave for us.
- Booth footprint
- About 10 × 10 ft for a Portrait Booth with a backdrop, with at least 8 ft of ceiling height. That covers the scene, the camera, and room for a group to stand and a line to form.
- Studio footprint
- A headshot studio is happiest at about 12 ft wide by 15 ft deep, and wants 10 to 12 ft of height when the hair light goes over the top of the backdrop. We work with a lot of footprints, so send the layout.
- Kiosks and floor plans
- Sharing kiosks take about 2 ft each. Send the floor plan and we mark where we go.
- Power
- One standard 120V outlet within 25 feet of the booth. Outdoors we run on AC, or on battery for spots with no outlet. Battery power is a $200 fee. The iPad and camera run for up to 8 hours, and we bring 2 flash batteries, up to 220 flashes each, 440 in total. No modeling lamp on battery. Tell us which is available.
- Internet
- A strong, reliable connection is required for instant sharing. Without it the photos cannot reach guests’ phones. Venue public WiFi is usually too slow; a dedicated network or a hotspot is the answer. Roaming photos carry their own connection.
- The floor
- Full-body portraits show the floor, so the floor is in the photo. Tell us what it is. Carpet, concrete or a dance floor may want a rug or our own flooring under the scene, and we plan that with you.
- Cocktail table for prints
- If prints are part of the plan, we need a cocktail table with linen next to the booth, ready when we arrive. Put it on the floor plan like any other table.
- Backdrop
- Any velvet color we own, seamless white, color, or your own step-and-repeat. At least 8 × 8 ft. Retractable logo walls should stagger the logo so it reads behind a group. Priced on top of the package, never on its own: velvet and the hedge wall are $300, a flower wall or Pink Pampas Dream is $550, pure white or pure black is $99, a color is $150, and AI backgrounds start at $300, and a custom scene is quoted at our cost and our time.
- Outdoors
- We weight the backdrop for wind and keep the iPad out of direct sun. A darker corner helps any light-based op.
Setup and timing
When we arrive and how long we need.
- Setup
- About an hour and a half before doors for setup and test photos. Some venues require earlier; we follow the venue.
- Conferences and trade shows
- We arrive the day before. Load-in, build and testing happen a day ahead, then we walk it with you so everything is signed off before doors.
- Teardown
- About an hour. Nothing stays overnight if the venue asks for a clean room.
- Minimums
- The Portrait Booth books in 3-hour packages at corporate events, galas and parties. Weddings are priced for the whole wedding. Roaming photos start at three hours. A half day runs up to five hours.
- Short windows
- Need it for only a couple of hours? We’re flexible and always figure out how to make it work.
- Split windows
- Cocktail hour and reception with a break in between is quoted as one block. Tell us the run of show and we price the whole night.
- Day-of contact
- You get the day-of contact’s name and cell the day before. If security needs crew names in advance, send the form and we fill it in.
- If it’s self-serve
- You get our number, and so does your coordinator or planner. Call or text on the day if anything stops working. If we need to come back and fix something, we come back. In most cases everything works smoothly.
- Dress code
- We dress like guests, like we’re meant to be there. Tell us the dress code and we match it.
Photos, prints, delivery
What guests get and how.
- Each session
- Three photos and a GIF, on the guest’s phone by text, email or QR before they walk away. Face-match delivery (opt-in) needs a text consent.
- Orientation
- Landscape fits groups of four to ten. Portrait is full-body for two to four. The Portrait Booth shoots either; tell us which the room wants.
- Prints
- 4 × 6 is the default. Strips and 8 × 12 are available. An 8 × 12 prints in about 30 seconds. Matte stock dries instantly. Portrait Booth prints come in the top package, or flat for the whole wedding. At the Portrait Studio and Headshot Studio, printing is an hourly enhancement.
- Gallery
- The gallery link is sent before the event and photos arrive in it in real time. The full gallery, with Download All, is there the same day. Staff photos are removed on request and never posted to our social.
- Props
- We don’t provide any. Most rooms look better without them, and the portraits are the point.
- Pace
- One to two minutes per couple or group at a portrait setup. About 30 headshots an hour per studio, roughly two minutes each, three to six frames. Two studios do 60 an hour.
Paperwork, payment
What accounts payable asks for, ready to send.
- Certificate of insurance
- $2M per occurrence and $4M aggregate in commercial general liability, plus equipment coverage. Same day, by reply, with your venue’s certificate holder and additional insured wording.
- W-9, ACH form, address
- Same day, by reply. Ask for the vendor packet and all three come together.
- Payment
- ACH preferred. Card accepted with a 3% fee. Deposits usually split 50/50 with the balance before the event; enterprise clients who pay in full at signing are welcome to.
- Invoices
- PDF invoices with your PO number on them. If your network blocks proposal links, say so and we send the PDF.
- Contracts
- Your paper or ours. NDAs, work orders and procurement contracts are fine.
- Cancellation
- The terms are in the agreement you sign. Ask before you book and we walk you through them.
Not us, and who to call
We don’t run a 360 booth, glambot or ring-light selfie kiosks. Ask and we point you to someone in the vendor directory who does.
One less thing to manage.
Hire a team that has it together. We reply within one business day.