Photo Booth Event Day Checklist

What should be done before event day?

Event day goes smoothly when the two days before it are done properly:

• T-2: a full test on the exact device going to the event (three captures, two test prints, a test text, email and QR share, and the gallery link opened), every battery charged, notifications silenced and auto-updates off, and the one-page run sheet printed.
• T-1: pack from the packing list, get a YES from each attendant by 6 pm, text the client the attendant's name and arrival time, load the gallery QR sign, map the route and add 30 minutes.

Confirm the balance arrived at T-2. Sending staff to an unpaid event should be a deliberate owner decision, never an accident.

When should you arrive, and what do you check first?

The minimum arrival time is guest start minus setup lead time minus a 15-minute buffer: for an iPad booth starting at 7:00 pm, 6:00 pm. The step-by-step timings below build in more room, because calibration and testing happen after the gear is up. Text the owner "Departed" and "Arrived."

Before unloading anything, walk the space with the venue contact:

• Confirm the booth spot and where the line will form, away from doorways
• Find the outlet and measure the distance
• Check the floor (carpet means the leveling board for a 360)
• Look up: a 360 arm needs at least 2 ft of clearance from chandeliers, beams and fans
• Note the foot-traffic path

What are the setup and test deadlines by booth type?

Every booth tests the same essentials before guests arrive: one full session, every sharing method received on your own phone (QR, text, email and AirDrop), names and date on the overlay exactly as approved, two test prints if printing, and the kiosk lock on. Use the final 20 minutes to change, tidy the area and take a breath.

What do you check during the event?

First session: offer it to the couple or guest of honor before opening to guests. It also gives you the best sample for the attract screen.

Every hour on the hour:

• Print media remaining; change rolls during a quiet stretch once 40 or fewer prints are left
• Battery level on every device
• Device temperature and storage remaining
• Internet status and the share queue
• Cleanliness of the area and props

30 minutes before the end: offer overtime once, to the person authorized to pay, at the contract rate, and confirm any yes in writing by text. 15 minutes before the end: last call, announced by the DJ or near the booth.

How do you close, tear down and report?

Close at the contracted time unless overtime was approved in writing; unapproved overtime is free labor. Then:

1. End the session and confirm the upload queue reads 0. Never close the app with shares queued.
2. Pack devices first, then lights and booth.
3. Count props against the inventory list.
4. Remove all tape, sweep for small parts, and leave the space cleaner than you found it.
5. Re-check the packing list and check out with the venue contact.
6. Text the owner "Wrapped" with sessions, prints used, incidents and any overtime sold.

Common mistakes: unloading before the walk-through, testing only one sharing method, and letting the booth run past the end time because guests begged.

Sample excerpt (T-1 attendant text): "Confirming tomorrow, arrive [Time] at [Venue]. Reply YES." No reply by 6 pm means a phone call.