1. Define the experience and operating window
- Write down the event date, venue, event type, and estimated guest count.
- Choose when the booth should open and close, allowing for speeches, food, and other activities.
- Distinguish booth operating time from setup, idle time, and collection.
- Ask how participation and group size will work for the actual equipment.
2. Walk through the venue logistics
- Identify a level area with sufficient camera clearance and an unobstructed waiting space.
- Keep emergency exits, guest routes, and catering access clear.
- Confirm the required power supply and a safe route for cables with the operator and venue.
- Agree on arrival, load-in, elevator access, parking, and collection windows.
- For outdoor events, confirm cover and a practical weather backup.
3. Plan for the people attending
Tell your supplier about age ranges, mobility needs, and other participation requirements. Do not assume a platform booth and a platform-free booth offer the same access. Discuss the actual equipment and any alternative arrangement before booking.
Make it easy for guests to understand when the booth is open, where to wait, and how to access their video. Confirm who will supervise sessions and guide guests.
4. Approve the artwork and delivery plan
- Check spelling, dates, and permission to use any logo or supplied artwork.
- Agree on who approves the overlay and when approval is needed.
- Confirm download and sharing methods, internet availability, and expected delivery timing.
- Discuss permissions separately if videos will be used in advertising or shared publicly by the business.
5. Read the complete quote before booking
Confirm the total price and exactly what it covers: delivery, setup, operating hours, staffing, video design, sharing, collection, and any extras. Check the payment schedule and cancellation or date-change terms before accepting.
For a Moments 360 quote, send your date, venue, event type, guest count, and preferred duration to info@moments360.co. Keep this checklist with your event schedule so the final arrangements are easy to review.