GENERAL TERMS AND CONDITIONS OF SERVICE – EASYFLASH

ARTICLE 1 – PURPOSE OF THE CONTRACT

This contract is a service agreement for the rental of an EasyFlash PhotoBooth for a public or private event.

ARTICLE 2 – SERVICE PROVIDER’S OBLIGATIONS

2.1 EasyFlash undertakes to comply with the regulations in force at the host venue as well as applicable laws and regulations.

2.2 EasyFlash undertakes to perform the service in accordance with professional standards and best practices.

2.3 Delivery of the PhotoBooth
Delivery of the PhotoBooth is by default in the morning, particularly in the canton of Geneva, or within an indicative time slot of 2 to 3 hours before the start of the event, depending on the time of year, logistical constraints, and the delivery schedule.EasyFlash reserves the right to adjust the delivery time and to proceed with the installation of the PhotoBooth up to 40 minutes before the event start time, without this constituting a contractual breach.Provided that the PhotoBooth is delivered, installed, and functional before the event start time stated on the quote, the service is considered fully compliant.
No discount, compensation, or dispute may be requested regarding the delivery time as long as the installation is completed before the contractual start time.

2.4 Equipment Retrieval
Retrieval of the PhotoBooth is by default on the morning after the event.
A paid option allows for retrieval at the end of the event.
During periods of high activity or for operational reasons, EasyFlash reserves the right to retrieve the PhotoBooth at the end of the event, at the time indicated on the quote.

2.5 Rental Duration and Assistance
The machines are rented exclusively for the hours indicated on the quote.
Technical and telephone assistance is available only during these hours.
The paper print pack is based on 6 hours of use.
Digital photos are unlimited.

ARTICLE 3 – CLIENT’S OBLIGATIONS

3.1 Administrative Responsibilities
The client is solely responsible for the administrative procedures and authorizations necessary for the organization of their event.

3.2 Access and Parking
The client must arrange for a parking space close to the installation location.
Any fine or penalty related to a lack of authorization or parking will be charged to the client.

3.3 Installation Conditions
The PhotoBooth must be installed on a flat and stable surface.
A standard, functional electrical outlet must be available at the machine’s location before the driver’s arrival.

3.4 Accessories
Accessories are rented and must be returned upon retrieval.
Any missing or damaged accessory may be charged up to 250 CHF (excl. tax).

3.5 Prohibited Actions
It is strictly forbidden to move, unplug, open, or modify the PhotoBooth, printer, or camera settings without prior authorization.
Any unauthorized action excludes any discount or compensation.

3.6 Technical Assistance
Any request for assistance must be made exclusively by telephone call to EasyFlash assistance.
Messages (SMS, emails, WhatsApp) as well as calls or messages addressed to drivers or installers are not considered as an initial assistance request.

Assistance contact details are accessible via:

  • The QR code present on the PhotoBooth welcome screen,
  • The link provided in the quote confirmation email.

3.7 Supplementary Assistance and Lack of Response
When assistance continues via WhatsApp, video call, or photo exchange at the technician’s request, the client must remain reachable.
In case of no response or interrupted communication, the incident is deemed resolved and the downtime cannot be extended.

3.8 Damages
The client is responsible for any damage, whether voluntary or not.
It is recommended to have liability insurance.

Digital photos will only be transmitted after full payment for the service or any potential damages.

ARTICLE 4 – TECHNICAL INFORMATION AND REQUIRED SPACES

The client is solely responsible for verifying the compliance and sufficiency of the space provided.

PhotoBooth with printing:

  • 1 m x 1 m minimum floor space
  • 1.50 m minimum clearance

PhotoBooth with EasyFlash backdrop:

  • 2.35 m height
  • 2.35 m width
  • 2 m clearance

360 Rotating PhotoBooth:

  • 4 m x 4 m minimum, clear area

In case of insufficient space preventing installation or use, no discount or compensation may be requested.

ARTICLE 5 – CUSTOMIZATIONS, BACKDROPS, SETTINGS & INSTALLATIONS

5.1 Transmission Deadlines
Backdrop customizations must be submitted no later than 20 working days before the event date.
After this deadline, EasyFlash may, without obligation, accept the request with an express service surcharge billed by the printer (+ 180.- excl. tax).

5.2 Photo Templates
5.2a Free Customizations
Free customizations of photo templates must be carried out by the client via the dedicated interface and submitted no later than 7 working days before the event.

As this service is complimentary:

  • EasyFlash cannot be held responsible for any malfunction, poor creation, or modification of a template affecting photo capture.
  • It is strongly advised to create several templates from the same family to have one or several backups.

A template verification option is available at a cost of CHF 49.– excl. tax.

5.2b Paid Customizations
For paid customizations (CHF 120.– excl. tax), the client must provide the requested elements via the interface no later than 10 working days before the event.

5.3 File Transmission
All files must imperatively be transmitted exclusively via the “Customization” interface (link at the bottom of the quote).
This interface indicates all formats, technical constraints, and recommendations to be respected.

The final result depends exclusively on the quality of the files provided by the client via this interface.
EasyFlash cannot be held responsible if the final visual is of poor quality, blurry, pixelated, or non-compliant with the client’s expectations.

5.4 File Modification
Files transmitted by the client are not modified by us.
They are integrated as is into the machine and/or transmitted to the printer.
Any request for retouching, correction, or graphic creation will result in an additional service, billed starting from a minimum of CHF 120.–, plus tax.

5.5 Mandatory Transmission Channel
Any file transmitted by means other than the designated interface (email, external link, etc.) cannot be taken into account.
In the absence of compliant file transmission within the given deadlines, EasyFlash will apply a default full-page photo template, without this giving rise to any dispute, refund, or compensation.

5.6 Outdoor Installations
For any outdoor use, a standard electrical outlet must be available at the exact location of the machine before its arrival.
EasyBoxes can be installed outdoors under certain strict conditions.
However, Mirror PhotoBooths are not recommended outdoors, notably for the following reasons:

  • the screen can overheat quickly due to the sun,
  • the screen becomes hard to read during the day,
  • installation is longer and more complex due to lack of visibility.

If the client nevertheless wishes an outdoor installation of a Mirror PhotoBooth, they must absolutely inform EasyFlash several days in advance.

Settings and Responsibility
If the client installs an EasyBox themselves, they must perform adjustments to the settings throughout the day depending on the light.
If the installation is done by EasyFlash, the technician will perform the initial settings according to the sun’s position, but subsequent adjustments remain the client’s responsibility, as light changes naturally (moving sun, nightfall, etc.).

Examples of possible issues after installation:

  • sun dazzling the lens,
  • reflections on the backdrop,
  • photos too bright in full daylight or too dark at nightfall,
  • screen overheating.

EasyFlash cannot be held responsible for these effects related to uncontrollable natural factors or a lack of prior information from the client.

The client (or their representative) must provide suitable protection against:

  • rain,
  • intense sun (dark-canopy tent, large parasol, etc.),
  • wind.

Any damage caused by insufficient protection will be entirely the client’s responsibility.

The use of backdrops outdoors is strongly discouraged, notably due to:

  • the risk of the frame swelling, deforming, or falling due to wind,
  • the risk of discoloration or marks due to the sun.

These natural phenomena are completely beyond EasyFlash’s control.

5.7 Wifi
The complimentary wifi functions according to the network available at the event venue.
It may be fluctuating, picking up the network and then losing it. As this service is complimentary, no compensation can be demanded in case of malfunction.

ARTICLE 6 – TECHNICAL INCIDENTS, AFFLUENCE, SUPPORT AND PRINTING

EasyFlash PhotoBooths utilize the highest-performing dye-sublimation printing machine on the market, incorporating the largest paper handling module in its class, and designed for intensive event use.
As PhotoBooths are devices incorporating numerous electronic, computer, and mechanical components, the Client acknowledges that it is understandable and acceptable that minor, occasional malfunctions may occur during the event.
In the event of high traffic on a single machine, particularly when the number of people exceeds the recommended capacity and printing becomes continuous without interruption, intensive use may result in:

  • a slowdown or automatic safety pause,
  • paper jams,
  • ink film sticking,

phenomena inherent to dye-sublimation printing technology.
These occurrences are considered normal operating conditions and do not constitute a malfunction, non-conformity, or breach of contract by the Provider.

EasyFlash recommends, to ensure optimal use, providing one PhotoBooth for every 120 people.

No discount or compensation will be offered when:

  • the issue is temporary,
  • and EasyFlash support was requested exclusively via the “Support” button displayed on the PhotoBooth screen,
  • and by calling the dedicated support number,
  • and the issue was identified and resolved within 20 minutes.

No other contact method (email, message, WhatsApp, or other) will be considered for handling a technical incident or determining eligibility for a discount.
Any printing issue lasting less than one hour, even if repeated, does not entitle you to a discount.
A discount may only be considered in the event of a complete and continuous outage lasting more than one hour, despite the intervention of EasyFlash technical support under the conditions described above.

ARTICLE 7 – VOLUNTARY NON-USE

Voluntary non-use, total or partial, of the PhotoBooth by the client or participants does not constitute an anomaly or breach.
No discount, refund, or compensation may be requested on this basis.

ARTICLE 8. EASYBOX PICKUP / DELIVERY & RETRIEVAL

8.1 Machine Pickup and Return
In the case where the client chooses the “Machine pickup at our depot” option, pickup takes place on the day of the event from 9:30 am, by appointment only.
The client will receive no later than 72 hours before the event date an email containing all necessary information for the pickup and return of the machine, including notably:

  • the precise schedule,
  • the address of our premises,
  • an access map,
  • as well as a contact phone number.

Any delay in pickup or return may result in additional charges.

8.2 Security Deposit and Responsibility
Upon machine pickup, the client must mandatorily present:

  • a valid identity document,
  • a security deposit of CHF 300.– in cash.

This deposit covers in particular damages that may be caused to the machine during:

  • transport,
  • handling,
  • installation,
  • or during the event.

In case of damage observed upon return, EasyFlash reserves the right to retain all or part of the deposit, without prejudice to any additional repair request if the damage amount exceeds it.

8.3 Technical Assistance
Technical assistance is made available to the client by telephone, during the event duration, within the limits of the communicated hours.
No technician dispatch to the event location will be performed without prior agreement and will systematically be subject to additional billing, regardless of the nature of the problem encountered.

ARTICLE 9 – BOOKING / CONFIRMATION

The EasyFlash service is confirmed exclusively via the official confirmation button in the quote email.
A signed quote sent by email, message, or any other means does not constitute valid confirmation.

ARTICLE 10 – CANCELLATION / POSTPONEMENT

  • After confirmation: 30%
  • Less than 1 month before the event: 50%
  • Less than 15 days before the event: 70%
  • Less than 7 days before the event: 100%

Any postponement request initiated by the client incurs minimum fees of 30%.
Any definitive cancellation without postponement incurs penalties in accordance with the above conditions.

ARTICLE 11 – PAYMENT TERMS

11.1 As a private individual or foreign company, payment must be credited to EasyFlash’s bank account no later than 20 working days before the event date.
As a Swiss company, payment must be on the company’s bank account no later than 30 days after the event date.
Any service performed at the end of the year must be settled 3 working days before the last day of the calendar year.

11.2 Reminder fees of 50 CHF may be billed for any late payment.

11.3 Late payment interest of 10% may be applied from 45 days after the event date.
After 60 days without payment, the file may be forwarded to the competent office of the canton of Geneva in charge of collection.

11.4 The client acknowledges owing the company full amount invoiced in accordance with the contract, accepted quote, or confirmed order.
This acknowledgment of debt constitutes a legally binding title within the meaning of Article 82 of the Swiss Federal Law on Debt Enforcement and Bankruptcy (LP) and authorizes the immediate initiation of legal proceedings in the event of non-payment.