Planning the Ultimate Wedding Photo Booth Experience: A Guide by Flux
Your wedding is more than an event; it’s a memory in the making. At Flux, we believe your photo booth should feel just as intentional, stylish, and unforgettable as every other part of your day. From setup to social sharing, here’s how to plan a flawless, guest-loved photo booth experience with us.
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💳 Payment & Agreement Timeline: What’s Due and When
We like to keep things simple and clear:
Agreement: You’ll sign your service agreement when you reserve your date. It outlines your selected services, timeline expectations, and terms of service.
Retainer: Due upon booking to officially secure your date
Final Balance: Due 2 weeks before your event
✅ You’ll receive automated reminders via email, and you can view, sign, and pay everything directly through your client portal.
🎨 Customization Form: Your Creative Blueprint
Your Customization Form opens 2 months before your event and can be accessed anytime in your booking portal.
In this form, you’ll select:
Your overlay/frame design
Preferred backdrop
Event branding (logos, color palette, fonts, monograms, etc.)
Add-ons like guestbooks, print sleeves, or scanning options
Any cultural or privacy considerations (e.g. women-only events, covered guests, no social sharing)
📩 Once submitted, we’ll deliver custom design mockups within 7 business days (or faster if your date is approaching). You’ll have a chance to review and approve before we go live.
💡 Need inspiration? See our Design Guide on the Customization Form.
💌 Make It Memorable: Photo Guestbook + Coffee Table Book
Want a keepsake beyond the booth? We offer options for both:
✍️ Photo Guestbook ($175)
We provide:
Instant prints from the booth (2x6 strips, Polaroids, 4x6, etc.)
A setup with pens, tape, and an attendant to help guide guests
A beautiful way to capture notes, doodles, and candid moments
📚 Coffee Table Book ($250)
We also offer a custom coffee table book with your best event photos—digitally retouched and laid out for a stylish post-event keepsake.
Extra prints are available for purchase through our online gallery post-event.
⚙️ Logistics Matter: Let’s Coordinate Early
We work directly with your planner, day-of coordinator, or venue contact to ensure smooth logistics. Here’s what you need to know:
Setup Time: We arrive 90 minutes before booth start time
Idle Time: Early setup beyond 90 mins, staying late, or a pause in between services is $75/hour
WiFi: If your venue has unstable or no WiFi, you can rent a mobile hotspot for $100 to ensure digital sharing works flawlessly
Vendor Load In Instructions: Be sure to share these so you know how to properly enter.
🕒 Planners & Coordinators: Please send us your timeline, run of show, and floor plan at least two weeks before the event.
Full Setup guide available upon request
✨PRO TIP: Don’t forget to schedule at least 5 minutes to visit your booth! Some of your cutest social media profile pics will come from here. Guests of Honor(s) photo prints are placed in a black envelope and handed to our point of contact at the end of the event.
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📍 Choose the Right Booth Location (With Enough Room!)
A great booth needs the right space to shine. We recommend:
High-traffic, high-fun areas- near the bar, lounge, or dance floor
Not blocking guest flow or photographer shots
Close to a power outlet 10ft if possible (though we bring extension cords)
📐 Most of our setups require at least 8 ft x 8 ft x 8 ft of space. If your venue is smaller or has tight layout constraints, we’ll help figure out a custom setup. Some photo booths may require more space.
🍸 PRO TIP: Place a cocktail table near the booth, especially if it’s close to the bar. Guests will appreciate having a spot to put down drinks, phones, or bags while they pose. It keeps the booth area tidy and the photos hands-free and polished.
✅ Certificate of Insurance (COI) Details
Most NYC venues already have our COI on file—but if your venue requests one, here’s what to know:
We’re fully insured and happy to provide a COI
COIs are generated by our broker and take 24–48 hours
Please submit requests at least 30 days before your event to avoid delays
💼 Tipping & Vendor Meals
Your photo booth attendant, photographer, and/or event staff are dedicating 8–10 hours to your event, including transport, setup, service, and teardown. While tips are never required, they’re greatly appreciated and can be given in cash or digitally via venmo/zelle.
💡 Suggested: $50–$100 per staff member, depending on event length and complexity.
🍽️ Vendor Meals: We do not stop service for meals, but we will rotate or save them for after. If meals are provided, it’s a generous way to care for your team. Please let us know in advance if you will provide a meal, so that we may plan accordingly.
📩 Post-Event Delivery: What You’ll Receive
We know your guests can’t wait to relive the night. Here's what to expect after the event:
✅ Printed Photos
If prints were included, they’ll be packaged in a sealed black envelope and handed off to your planner or on-site point of contact after the event. Be sure to check in with them post-event to collect yours!
✅ Digital Gallery
Delivered within 1 week of your event
Includes all booth photos and scans (if applicable)
Sent via a private link—check your spam folder just in case
Review, download, and share the gallery with your guests easily, gallery is live for 90 days.
Order additional prints
✅ Feedback & Reviews
If you loved your experience, we’d be so grateful for a 5-star review
Your kind words help other clients find us and let our team know their work made an impact 💫
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📸 Other Fun Photo Moments to Consider
Looking to elevate your entire wedding weekend? We offer exclusive experiences and discounts when you book more than one photo activation. Here are some favorite add-ons our couples love:
Custom Polaroids + Instant Film Guestbook Add-On
Add a nostalgic twist to your welcome party or after-party with real instant film photos—captured on classic Polaroid or Instax cameras. We'll scan and digitize your favorites, and if you’d like, guests can leave notes in an instant film guestbook or take keepsake sleeves home. It's a fun, relaxed way to extend the photo magic beyond the reception.Upgrade to a Portrait Lounge Experience
Our Portrait Lounge features a professional photographer, editorial lighting, and a minimalist studio setup for capturing elevated guest portraits. Perfect for black-tie weddings or chic downtown soirées. Guests walk away with print-quality images, and you’ll have a gallery of stunning, high-end moments to remember.
Book more than one experience and enjoy exclusive discounts. Perfect for couples planning a full wedding weekend or brand-inspired events.
✨ Final Word: Let’s Make It Effortless (And Fun)
With Flux, your wedding photo booth is fully managed, beautifully branded, and stress-free. We’ll handle coordination, set up your scene, engage your guests, and make sure every moment is capture-worthy.
📩 Ready to design your custom wedding photo booth?
[Contact us here] to start planning your experience.
