Event Policies
Bradley Alan Creative, LLC d/b/a The FlashBar Photo Co. | Last updated August 1, 2026
These Event Policies ("Policies") apply to all services provided by Bradley Alan Creative, LLC, doing business as The FlashBar Photo Co. ("FlashBar," "we," "us," or "our"), and set out the obligations of the client and the client's venue.
These Policies are incorporated by reference into any signed event agreement between FlashBar and the client. FlashBar reserves the right to amend these Policies at any time. The version posted at www.theflashbar.com/event-policies is the current version.
Commercial terms, including rates, reservation fees and balances, date changes, cancellations, overtime, idle time, and travel charges, are governed by the signed event agreement and its accompanying event schedule and are not addressed in these Policies.
Our Terms and Conditions, available at www.theflashbar.com/terms-conditions, and our Privacy Policy, available at www.theflashbar.com/privacy-policy, apply in addition to these Policies.
1. Advance Notice Requirements
The following items must be provided to us within the periods stated below.
Notice period
Item required
Thirty (30) days
Custom prop requests outside our standard set. Notice of any requirement for a secure hotspot. Notice of the client's intent to use its own backdrops, props, or photographic equipment.
Twenty (20) days
All custom graphics for digital or print products.
Seven (7) days
Venue load-in and load-out procedures.
Two (2) business days
The event timeline, and notice of any subsequent changes to it.
Day of event
Applicable Wi-Fi credentials. One meal per staff member where services last four (4) hours or more.
2. Client Obligations Prior to the Event
2.1 Event timeline
The client shall provide a timeline for the event no fewer than two (2) business days before the event date and shall notify us of any subsequent changes to that timeline.
2.2 Venue restrictions
The client shall inform us of any restrictions at the event venue. The client acknowledges that we may be limited by the rules and restrictions of the venue. Any negotiation to modify such restrictions is the responsibility of the client.
2.3 Custom graphics
The client shall provide all custom graphics for digital or print products no less than twenty (20) days before the event date. We make no guarantee that we will be able to incorporate custom graphics provided on shorter notice.
2.4 Props and client-supplied equipment
The client shall provide thirty (30) days' notice of any custom prop request outside our standard set. No guarantee is made that a prop request will be met or will conform to the client's specifications, and we do not guarantee the supply of props generally. Backdrops, props, or photographic equipment supplied by the client are not permitted without our prior written approval, and require thirty (30) days' notice.
3. Access, Parking, and Connectivity
3.1 Parking
The client shall provide parking for at least two (2) vehicles a reasonable and safe distance from the event venue.
3.2 Load-in and load-out
The client shall provide load-in and load-out procedures describing how equipment is to be brought into and removed from the venue, at least seven (7) days before the event date.
3.3 Internet access
The client shall provide a stable internet connection of at least 15 Mbps and shall provide applicable Wi-Fi credentials on the day of the event. We assume no responsibility for insufficient bandwidth affecting social media, email, or text messaging features.
3.4 Hotspot
We may supply a secure hotspot for an additional fee. The client must provide at least thirty (30) days' advance notice of any such requirement. We make no guarantee that a hotspot can be supplied on shorter notice.
4. The Photo Booth Space
4.1 Dimensions
The client shall arrange for an area not less than ten (10) feet wide by ten (10) feet deep by nine (9) feet high for the photo booth equipment (the "Photo Booth Space"). The entire area shall be solid, flat, and non-sloped, and shall not obstruct any ingress or egress of the venue.
4.2 Access
The client is responsible for securing sufficient access to the venue. Where an area would otherwise be reached by stairs, the client shall provide ramped or elevator access. If the equipment will not fit within the venue, we will make every attempt to place the booth in an alternate location and may forgo the pre-selected backdrop.
4.3 Tables
The client shall provide two (2) highboy or cocktail tables, or one (1) six-foot table, together with linens, for our use at the Photo Booth Space.
4.4 Electrical supply
The client shall provide a standard three-prong, 120-volt, 10-ampere outlet from a reliable power source within ten (10) feet of the Photo Booth Space. That power source shall be free of all other connected loads and shall not be shared with a disc jockey, band, or other vendor.
We are not responsible for any delay or failure in performance resulting from improper, shared, or insufficient power. We do not provide a generator in the event the client is unable to secure a reliable power source.
5. Outdoor Placement
If the client elects to place the Photo Booth Space outdoors, the client shall be responsible for securing all of the following:
• A dry surface area: a ten (10) by ten (10) foot area that will remain dry for the entire duration of the event.
• A paved surface: the booth may not under any circumstances be placed on dirt, rocks, gravel, grass, or uneven stone.
• Protection from the elements: a completely covered and secured tent with at least three (3) full walls, climate controlled.
6. Client Obligations During the Event
6.1 Meals
Where services last four (4) hours or more, the client shall provide each member of our staff working the event with one meal on the day of the event.
6.2 Crowd control
The client shall provide adequate crowd control personnel at the photo booth for the duration of the event.
6.3 Smoke-free environment
The client shall provide an environment free of all smoking and second-hand smoke.
6.4 Conduct toward staff
The client and the client's guests shall treat our event staff with respect and shall not abuse, threaten, or harm our staff. We reserve the right to suspend or discontinue services, without refund, where our staff are subjected to abusive or threatening conduct or to an unsafe environment.
6.5 Equipment
The client is responsible for any damage to, loss of, or theft of our equipment caused by the client or the client's guests, whether occurring during setup, during the event, or during teardown.
7. Service Interruption
In the event we are unable to supply a working photo booth for at least fifty percent (50%) of the service period, the client shall be refunded a prorated amount based on the services actually received. That amount shall be calculated from the total invoiced cost and the portion of the service period, in excess of fifty percent (50%), during which the photo services were not operational.
This shall constitute the client's sole and exclusive remedy for interrupted service, except as otherwise provided in a signed event agreement.
8. Amendment of These Policies
FlashBar reserves the right to update or amend these Policies unilaterally at any time. Clients should refer to their signed event agreement for the policies applicable to their event.
9. Contact
Questions or concerns regarding these Event Policies may be directed to:
Bradley Alan Creative, LLC d/b/a The FlashBar Photo Co.
Birmingham, AL 35244