Define exactly what the package includes
State duration, print allowance, format, customisation and delivery and collection times. Say whether an operator stays on site.
Ask for the address, floor, unloading access, available space and venue contact. Late collection and stairs change the cost of the job.
Buy and test the whole kit
Check a €2,500 booth budget against the camera, lighting, printer and software actually included. Add cases, cables, consumables and any subscriptions.
Test consecutive prints, changing a roll and operation without internet. Carry spare cables and consumables, and prepare a procedure for printer failure.
Count printing costs
Worked example: on a €300 booking, 200 prints at €0.30 cost €60. That leaves €240 before travel, software, setup, maintenance, insurance and labour. Replace these assumptions with your supplier prices.
Avoid unlimited-print packages until you understand usage. Track successful and failed prints per event. Forty bookings at €300 would produce €12,000 in revenue, not personal income.
Prepare the event with the customer
Set a deadline for approving photo frames and wording. Keep the approved version with the booking and test it on a physical print.
- Confirm access, electricity, times and an on-site contact.
- Set up and test the camera, lighting and printer.
- Explain consumable changes if the customer will handle them.
- Check the kit and log incidents before its next outing.
Plan photo handling and breakdowns
Tell participants how photos will be used, who can access the gallery and how long files will be kept. Collect only what the service needs and plan deletion. Do not leave galleries accessible indefinitely by default.
Check equipment cover during rental and transport. Show venues and event planners a real installation, sample prints and your breakdown procedure so they know what they are recommending.