Terms and Conditions

InstantBox, Rue de Nivelles 4, 1435 Mont-Saint-Guibert.

These general terms and conditions have been in force since 2017. Last updated: 3 November 2026.

InstantBox is a company with company number BE0685.853.841, whose registered office is at Rue de Nivelles 4, 1435 Mont-Saint-Guibert, Belgium (telephone: 02/616.57.15, e-mail: info@instantbox.be), hereinafter “InstantBox”.

The “client” is the person, company or association that accepts a quote from InstantBox. The “consumer” is the client who hires for private purposes (wedding, birthday, family party, etc.). Where a rule differs between a consumer and a company, the text says so.

1.1 These general terms and conditions apply to any hire of a photobooth from InstantBox and to the services that go with it: delivery, setup, collection, personalisation of the design, prints, online gallery, options and, where applicable, the presence of a member of our team on site. They form an integral part of the contract.

1.2 They can be consulted at any time on instantbox.be and the client reads them before accepting the quote. Acceptance of the quote constitutes acceptance of these general terms and conditions.

1.3 For companies, these general terms and conditions take precedence over their own general terms and conditions.

1.4 Any departure from them is only valid with the prior written agreement of InstantBox, in the form of special conditions stated on the quote. These special conditions take precedence over these general terms and conditions.

1.5 The fact that InstantBox does not apply one clause or another does not constitute a waiver of its right to rely on it later.

1.6 The nullity or unenforceability of a clause does not affect the other clauses. The clause concerned is replaced by a valid clause that comes as close as possible to its purpose.

2.1 Our quotes are valid for the period they state and, failing that, for 15 days from the date they are sent. Information on the website, brochures and prices communicated for guidance do not constitute an offer.

2.2 The contract is concluded by acceptance of the quote, online on our portal or by returning the signed quote. It is deemed to be concluded at the registered office of InstantBox.

2.3 The date is reserved as soon as the quote is accepted, subject to the availability of the photobooth confirmed by InstantBox. The client then completes the booking form: delivery address, access, times, print formats, design and, where applicable, the company’s invoicing details.

2.4 The price is the one on the accepted quote. Delivery, setup and collection fees are calculated according to the address of the event: if the precise address given at booking changes these fees, the new amount is shown to the client before the booking is confirmed. Any change requested by the client (package, options, number of days, address, times) may lead to a price adjustment, communicated before it is applied.

2.5 The person who accepts a quote on behalf of a company or association warrants that they have the authority to bind it. Failing that, they are personally liable for the obligations of the contract.

2.6 Additional orders are invoiced at the price agreed in writing or, failing that, at the InstantBox rates in force on the date of the order.

3.1 Hiring a photobooth for an event on a specific date is a service related to leisure activities for which the contract sets a specific date of performance. In accordance with Article VI.53, 12°, of the Belgian Code of Economic Law, the consumer therefore does not have the 14-day right of withdrawal, even when the quote is accepted at a distance. Cancellation remains possible under the conditions of Article 6.

4.1 Prices are expressed in euros. They include VAT for consumers and exclude VAT for companies, VAT then being added at the rate in force. The quote details the package, the options and the delivery, setup and collection fees. No fees are due other than those stated on the quote.

4.2 Depending on the choice made at booking and the terms of the quote, payment is made:

• online, by secure payment, at the time of booking;
• on delivery, to the InstantBox driver, against a receipt;
• for companies, on invoice, by bank transfer within 10 days of the invoice date.

4.3 Where the quote provides for a deposit, it is payable within the period stated on the quote. If the deposit is not paid within that period and after a reminder has gone unanswered, InstantBox may cancel the booking and release the date.

4.4 Only payments made online, by transfer to the account stated on the invoice or to the InstantBox driver on delivery, against a receipt, release the client.

4.5 Delivery of the equipment or performance of a service without prior payment never constitutes a waiver of payment.

5.1 Companies. Any amount unpaid on its due date bears, automatically and without notice, late-payment interest at 12 % per year. The unpaid amount is also automatically increased by a fixed compensation of 20 %, with a minimum of 150 euros, without prejudice to legal costs and the procedural indemnity. Non-payment of an invoice on its due date makes all other invoices immediately payable, even those not yet due.

5.2 Consumers. In the event of late payment, InstantBox first sends the consumer a free first reminder, giving them 14 days to pay without charge. Only after that period, if the amount remains unpaid, are the following due, in accordance with Book XIX of the Code of Economic Law:

• late-payment interest at the statutory interest rate applicable to commercial transactions (Act of 2 August 2002);
• a fixed compensation of 20 euros if the outstanding amount is 150 euros or less; of 30 euros plus 10 % of the amount due on the bracket between 150.01 and 500 euros, if the amount due is between 150.01 and 500 euros; of 65 euros plus 5 % of the amount due on the bracket above 500 euros, with a maximum of 2,000 euros, if the amount due exceeds 500 euros.

5.3 Reciprocity. Where InstantBox fails to perform its own obligations towards a consumer, the consumer may claim compensation of the same order, calculated in the same way.

5.4 In the event of non-payment on the due date, and for a consumer after a reminder has gone unanswered, InstantBox may suspend performance of its services until full payment.

6.1 Cancellation is free of charge when it occurs more than 2 days before the date of the event. Amounts already paid are then refunded in full to the client.

6.2 In the event of cancellation 2 days before the date of the event or less, including on the day itself, the client owes a fixed compensation of 33 % of the total amount of the quote. Example: for an event on a Saturday, cancellation is free of charge up to and including Wednesday; the 33 % compensation applies from Thursday.

6.3 Cancellation is made in writing, preferably by e-mail to info@instantbox.be. The date of receipt by InstantBox is decisive.

6.4 The impossibility of delivering or setting up the photobooth for a reason attributable to the client, in particular where the event is prohibited or has not obtained the necessary authorisations, is treated as a cancellation by the client.

7.1 The photobooth is hired per day, for the number of days stated on the quote. InstantBox delivers, sets up, tests and collects it at the address and in the time slots chosen at booking: the day before or the day of the event for delivery, the same day, the next day or two days later for collection, in the morning, afternoon or evening. The precise time is communicated to the client before the event and InstantBox informs them of any delay.

7.2 The client guarantees:

• access to the venue and the presence of a contact person in the agreed delivery and collection time slots;
• a clear, flat and stable space of about 2 m by 2 m, sheltered from all weather, with enough room in front of the photobooth for the photos;
• a working 230 V power socket in the immediate vicinity of the space;
• an indication, in the booking form, of any access constraint: floor, stairs, no lift, difficult parking, times imposed by the venue.

7.3 Outdoor setup is only possible with the prior agreement of InstantBox, under a waterproof and closed shelter, on flat and stable ground. Our teams may refuse to set up the photobooth in a place that presents a danger to people or equipment.

7.4 If delivery, setup or collection cannot take place in the agreed time slot for a reason attributable to the client (venue closed, contact person absent, access not as announced), the additional trip is invoiced. If collection is delayed because of the client, compensation equal to the daily hire rate is due for each day of delay, every day started being due in full.

7.5 Once set up, the photobooth may not be moved without the agreement of InstantBox.

7.6 Where the quote provides for collection from the InstantBox depot (Rue de Nivelles 4, 1435 Mont-Saint-Guibert), the client collects and returns the photobooth at the agreed times, in a suitable vehicle, and sets it up themselves following the instructions provided. The equipment is in their custody from collection until its return to the depot.

8.1 The photobooth and its accessories remain at all times the property of InstantBox. The client may not sublet, lend, assign, sell, pledge or transport them to another place.

8.2 From delivery until collection by InstantBox, the equipment is under the custody and responsibility of the client, who bears the risks (theft, loss, damage), even when caused by third parties (guests, venue providers), unless the damage results from a defect in the equipment or a fault of InstantBox. The client takes care of it as a prudent and reasonable person.

8.3 Without the option of the presence of a member of our team, the photobooth operates autonomously: the client then ensures its correct use by their guests and compliance with Article 9.

8.4 The client allows InstantBox team members access to the event venue to check that the equipment is being used correctly.

8.5 The client informs InstantBox immediately by telephone, then in writing within 24 hours, if all or part of the equipment is seized, stolen, lost, damaged or involved in an accident causing bodily injury or material damage. In the event of seizure, they immediately inform the seizing party that the equipment belongs to InstantBox. In the event of theft, they provide a copy of the complaint filed with the police.

8.6 InstantBox has 7 days after collection to check the equipment and inform the client of any damage or missing item found. Collection of the equipment does not constitute acceptance of its condition, except as regards quantities.

8.7 Damaged or missing equipment is repaired or replaced at the client’s expense, on the basis of its replacement value. Repairs of damage caused by inappropriate use are invoiced at 50 euros excl. VAT per hour, plus travel costs and the purchase price of parts.

The photobooth (booth, touchscreen, camera, lighting, printer, print consumables, props and cables) is designed to be used in normal, reasonable conditions that respect the equipment. In particular, and without this list being exhaustive, it is prohibited:

• to move, tilt, push, shake or drop the booth, or to pull it by the cables, the screen or the lighting;
• to lean, sit or climb on the booth, or to use it as a support;
• to place glasses, cups, plates, bags or decorations on the booth or on the printer;
• to let children use the photobooth without adult supervision;
• to let the photobooth be used by a person whose condition endangers their own safety, that of others or the equipment;
• to hit or press hard on the touchscreen, or to use it with a sharp object;
• to take away, damage or misuse the props provided.

• to set up or use the photobooth in rain, snow, hail, dew or any form of moisture, or outdoors without a waterproof and closed shelter;
• to expose it to splashes of liquids (water, champagne, cocktails, beer, oil, milk, perfume, etc.), even by accident;
• to clean it with a wet cloth, a sprayer, a water jet or any wet cleaning system;
• to use it at foam parties, snow-cannon parties, water fights or any event where water is present.

• to place it near or in contact with a source of heat or ignition: flames, candles, sparks, spark fountains, sparklers, barbecue, fire pit, torch, stove, fireplace, unprotected halogen spotlight, etc.

• to expose it to powders (Holi, flour, talc, sand, salt, sugar, fine confetti, etc.), to sticky substances (slime, jam, whipped cream, soap, foam, etc.) or to corrosive or unsuitable products (detergents, solvents, harsh gels, etc.).

• to attempt to open, dismantle, adjust or repair the equipment, to remove or replace the camera, the screen or the printer, or to change their settings and applications;
• to open the printer, or to remove or replace the paper or the print ribbon;
• to unplug the equipment during the event or to connect it to a non-compliant power supply (unregulated generator, faulty extension lead, overloaded power strip).

• to set up the equipment on an unstable or slippery surface: folding table, pallet, fragile stage, slippery carpet, soaked lawn, mud;
• in an area of heavy activity: overcrowded dance floor, bouncy castle, trampoline, paintball, etc.;
• in a moving vehicle, trailer, boat or train.

9.7 Any damage resulting from misuse, whether deliberate, accidental or due to a lack of care or to non-compliance with this article, leads to full invoicing of the repair, of replacement costs where necessary, of downtime and travel costs, and of the resulting loss of business. Such damage is not covered by the optional insurance (Article 10). The client then calls on their own civil liability insurance or, failing cover, bears the cost personally.

10.1 The client checks that their civil liability insurance (family, professional or other) covers damage to the hired equipment and damage that the equipment or the InstantBox team could cause at the event venue. InstantBox may ask them for a copy.

10.2 Where it appears on the quote, InstantBox offers optional insurance covering accidental material damage to the photobooth and its accessories, at the price stated on the quote, under the following conditions:

• an excess of 500 euros applies to any damage whose value exceeds 1,000 euros;
• it applies only where the person who caused the damage has no civil liability insurance or where that insurance refuses to intervene.

10.3 The optional insurance does not cover: damage caused intentionally by the client, their guests or a third party; loss and theft; damage resulting from use that does not comply with the instructions or is prohibited by Article 9; claims due to gross negligence (exposure to unsuitable weather conditions, unsecured location, etc.).

10.4 In the event of a claim, the client informs InstantBox in writing within 24 hours and provides a report on the circumstances of the incident. An expert assessment may be carried out to evaluate the damage and determine liability.

10.5 If the optional insurance is not taken out, the client calls on their civil liability insurance. If that insurance does not cover the damage, the client bears the cost of repairing or replacing the equipment, on the basis of the quotes drawn up by InstantBox.

11.1 The client chooses their design from the gallery in the booking form or sends, sufficiently in advance of the event, the elements needed to personalise it (logo, text, colours). The design is submitted to them for approval before the event; without a reply from them, the proposed design is used. They warrant that they hold the rights to the elements provided and indemnify InstantBox against any third-party claim in that respect.

11.2 The number of prints included in the hire is that of the chosen package. Additional prints are only possible through the option provided on the quote. The print formats are those chosen at booking.

11.3 The client informs their guests that a photobooth takes photos during the event and that its use is optional. For minors, they make sure to obtain the consent of the parents or guardians.

11.4 The photos taken during the event are intended for the client and their guests. They are printed on site and made available to the client in an online gallery sent by e-mail after the event. InstantBox makes no commercial use of them (website, social media, advertising) without the client’s written consent.

11.5 Where the AI option appears on the quote, the photos are transformed live according to the style chosen by the client, within the limit of the number of credits ordered. The result of the transformations depends on the photo taken and the style chosen; it cannot be the subject of a complaint. Unused credits are not refunded.

11.6 The details entered by guests on the photobooth screen are used solely to send them their photos. Personal data is processed in accordance with our privacy policy.

12.1 As standard, InstantBox delivers, sets up and collects the photobooth, which then operates autonomously. The presence of a member of our team to welcome and assist guests is an option, at the times stated on the quote.

12.2 The client remains responsible for safety at the event venue and informs the InstantBox team of the safety instructions beforehand. The team acts on the client’s instructions: except in the event of a fault by InstantBox or its team members, the client alone is liable for bodily injury or material damage occurring during performance of the contract.

12.3 If, for a reason not attributable to InstantBox, the team’s presence exceeds the planned times, the additional time is invoiced at the hourly rate stated on the quote.

13.1 The photobooth is checked and tested at setup. In the event of a breakdown during the event, the client informs InstantBox immediately by telephone: support is provided until midnight on the day of the event. InstantBox does everything it can to restore operation, remotely or on site.

13.2 If the photobooth cannot operate for all or part of the event because of a defect in the equipment or a fault of InstantBox, the price is reduced proportionally or refunded, without prejudice to Article 15. This guarantee does not apply to breakdowns caused by non-compliant use, by non-compliance with Article 9 or by the venue environment (power cut or faulty power supply, moisture, etc.).

14.1 InstantBox is not liable for non-performance or late performance of its obligations due to force majeure or to an event beyond its control that makes performance impossible or delays it, in particular: labour disputes, failure or delay of a supplier, shortage of equipment or means of transport, war, riot, fire, natural disaster, bad weather, serious road accident on the way to the event venue, serious illness or sudden death of a member of the InstantBox team.

14.2 InstantBox informs the client as soon as possible. The parties look together for a new date. If performance is impossible, the contract ends without compensation on either side and the amounts paid for the service not performed are refunded to the client.

15.1 Except in the event of fraud, intentional fault or gross negligence by InstantBox or its team members, and except in the event of death or bodily injury caused by their fault, the liability of InstantBox is limited to the amount of the quote, with a maximum of 2,000 euros.

15.2 For companies, InstantBox is not liable for indirect damage, such as loss of turnover, customers or image.

16.1 The contract may be terminated automatically at the client’s fault, without prejudice to any damages, if they fail to meet their obligations 8 days after a formal notice has gone unanswered.

16.2 For companies, the contract may also be terminated automatically in the event of bankruptcy, judicial reorganisation, liquidation, cessation of activity, seizure of their assets or a change in their legal personality (merger, demerger) that compromises performance of their obligations.

16.3 In the event of termination, InstantBox immediately takes back possession of its equipment. The client undertakes to allow the InstantBox team access to the place where it is located in order to remove it.

17.1 InstantBox may entrust performance of all or part of the contract to another company in its group or to a subcontractor it deems suitable, without reducing the guarantees offered to the client. It may assign to a third party the receivables arising from the contract.

18.1 Any complaint is sent in writing, by e-mail to info@instantbox.be or by registered letter, within 15 calendar days of the discovery of the fact that justifies it, stating its nature and grounds.

18.2 For companies, any dispute of an invoice must reach InstantBox within 15 calendar days of its receipt. Failing that, the invoice is deemed accepted.

18.3 These time limits apply without prejudice to the rights that the law grants to consumers. Consumers may also contact the Consumer Mediation Service (mediationconsommateur.be) free of charge.

19.1 All InstantBox contracts are governed by Belgian law.

19.2 Any dispute falls within the exclusive jurisdiction of the courts of the judicial district of Walloon Brabant, without prejudice to the mandatory rules of jurisdiction that protect consumers.

19.3 In the event of translation of these general terms and conditions, the French version prevails.