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Service Delivery Policy

Last Updated: October 10, 2025

1. Overview

PICABOT (operated by POSTERMAN) provides instant photo booth rental services delivered directly to your event location. This policy outlines our service delivery process, timelines, and responsibilities to ensure a smooth experience for your special occasion.

Note: As a service-based business, we do not ship physical products for customer ownership. All equipment remains the property of PICABOT and is delivered, set up, operated, and collected by our team.

2. Service Coverage Area

2.1 Primary Service Area

We primarily serve events in and around Hyderabad, Telangana, including:

  • All areas within Hyderabad city limits
  • HITEC City, Gachibowli, Madhapur, Kondapur
  • Banjara Hills, Jubilee Hills, Film Nagar
  • Secunderabad, Begumpet, Ameerpet
  • Kukatpally, Miyapur, KPHB
  • LB Nagar, Dilsukhnagar, Uppal

2.2 Extended Coverage

We can serve events in nearby areas and outskirts with additional transportation charges:

  • Shamshabad, Airport area
  • Kompally, Medchal
  • Shankarpally, Chevella
  • Other locations within 50 km of Hyderabad (subject to discussion)

2.3 Out-of-City Events

For events outside Hyderabad (Warangal, Karimnagar, Vijayawada, etc.), please contact us at least 30 days in advance. Additional charges for travel, accommodation, and logistics will apply.

3. Booking and Confirmation

3.1 Advance Booking

To ensure availability, we recommend booking at least:

  • Minimum: 7 days in advance
  • Recommended: 15-30 days in advance
  • Peak Season: 45-60 days in advance (wedding season, December, holidays)

3.2 Service Confirmation

Your service delivery is confirmed only after:

  1. We receive your advance payment (30% minimum)
  2. We send you a written confirmation via email or WhatsApp
  3. Venue details and access information are verified

4. Pre-Event Coordination

4.1 Venue Details Required

To ensure smooth delivery, please provide:

  • Complete venue address with Google Maps link
  • Venue contact person name and phone number
  • Parking availability and instructions
  • Loading/unloading access details
  • Power socket location and availability
  • Setup area specifications (indoor/outdoor, space dimensions)

4.2 Venue Site Visit

For large events or complex venues, we may conduct a site visit to:

  • Verify space and electrical requirements
  • Plan optimal booth placement
  • Identify potential challenges
  • Coordinate with venue management

4.3 Pre-Event Communication

We will contact you:

  • 7 days before: Reconfirm event details and timings
  • 2 days before: Final venue access and contact verification
  • Event day: Update you when team departs and arrives at venue

5. Equipment Delivery and Setup

5.1 Arrival Time

Our team will arrive at your venue:

  • Standard: 60-90 minutes before event start time
  • Large Setup: 90-120 minutes before event start time
  • Outdoor Events: Additional 30 minutes for weather preparation

5.2 Setup Process

Our setup includes:

  1. Equipment Unloading: Safe transport of photo booth components
  2. Assembly: Complete photo booth setup with backdrop
  3. Power Connection: Electrical setup and cable management
  4. Testing: Camera, printer, lighting, and software testing
  5. Customization: Applying custom templates, branding (if opted)
  6. Props Arrangement: Display of photo props
  7. Final Check: Complete system verification

Setup Time: 30-45 minutes on average

5.3 Space Requirements

To set up our photo booth, we require:

  • Minimum Space: 10 feet x 10 feet (100 sq ft)
  • Recommended: 12 feet x 12 feet for guest comfort
  • Ceiling Height: Minimum 7 feet (for lighting)
  • Flooring: Stable, level surface (indoor or covered outdoor)
  • Power: Standard electrical outlet within 15 feet

5.4 Outdoor Setup Conditions

For outdoor events, we require:

  • Shade or covered area (tent/canopy) to protect equipment
  • Protection from direct sunlight, rain, and wind
  • Stable ground surface (not sand, mud, or uneven terrain)
  • Power access via extension cords (provided by us if needed)

Note: We reserve the right to cancel outdoor setup if weather conditions pose safety risks to equipment or guests.

6. Service Duration and Operation

6.1 Rental Period

Your rental period includes:

  • Active Time: The hours during which guests can use the photo booth
  • Setup/Breakdown: Not counted in active rental time

6.2 Professional Attendant

A trained PICABOT attendant will:

  • Operate and monitor the photo booth throughout the event
  • Assist guests with photo-taking
  • Manage props and maintain cleanliness
  • Troubleshoot any technical issues immediately
  • Refill photo paper and supplies as needed
  • Ensure unlimited prints as per package

6.3 Service Extensions

If you wish to extend your rental duration:

  • Notify our attendant at least 30 minutes before scheduled end time
  • Extensions are subject to our availability and next booking schedule
  • Additional charges apply (hourly rate as per package)
  • Payment for extensions must be completed on-site or via instant transfer

7. Breakdown and Collection

7.1 Breakdown Process

At the end of your rental period, our team will:

  1. Safely shut down and disassemble the photo booth
  2. Collect all props and accessories
  3. Clean the setup area
  4. Load equipment into our vehicle

Breakdown Time: 20-30 minutes

7.2 Extended Events

For events running past midnight or very late:

  • We prefer to complete breakdown immediately after rental period
  • If venue access is restricted, we can arrange next-day collection (additional charge may apply)
  • Client is responsible for equipment security until collection

8. Digital Photo Delivery

8.1 Digital Gallery

All digital photos taken during your event will be:

  • Compiled into a private online gallery
  • Shared with you via link within 48-72 hours after the event
  • Available for download in high resolution
  • Accessible for 90 days (after which archives may be deleted)

8.2 Delivery Method

Digital photos are delivered via:

  • WhatsApp file sharing (for smaller galleries)
  • Google Drive link (preferred for large events)
  • Dropbox or WeTransfer (upon request)

8.3 Backup and Retention

We maintain backups of your photos for 90 days. After this period, photos may be permanently deleted to free up storage. Please download and save your photos within this timeframe.

9. Service Delays and Issues

9.1 Traffic and Delays

While we strive for punctuality, delays may occur due to:

  • Heavy traffic or road closures
  • Vehicle breakdown
  • Unforeseen circumstances

In such cases, we will immediately inform you and provide updated arrival times.

9.2 Venue Access Issues

If we cannot access the venue due to:

  • Locked gates/doors with no contact person available
  • Security denial without prior intimation
  • Incorrect address or directions

We will wait for up to 30 minutes. If unresolved, the event may be canceled without refund, or rescheduling charges may apply.

9.3 Equipment Malfunction

In the rare event of equipment failure:

  • Our attendant will attempt on-site troubleshooting
  • We carry backup supplies (paper, ink) for printer issues
  • For major failures, we will deploy backup equipment if available (within Hyderabad)
  • If service cannot be restored, prorated refunds will be provided

10. Client Responsibilities

10.1 Venue Preparation

The client must ensure:

  • Designated setup area is clear and ready 1 hour before our arrival
  • Power outlet is functional and accessible
  • Venue coordinator is available for access and queries
  • Parking space is available for our vehicle

10.2 Equipment Safety

The client is responsible for:

  • Ensuring guests use equipment appropriately
  • Preventing rough handling or intentional damage
  • Keeping food and drinks away from equipment
  • Supervising children near the booth

Any damage caused by negligence or misuse will be charged to the client.

11. Force Majeure

PICABOT shall not be liable for delays or failures in service delivery due to circumstances beyond our reasonable control, including but not limited to:

  • Natural disasters (floods, earthquakes, storms)
  • Government restrictions or lockdowns
  • Riots, strikes, or civil disturbances
  • Pandemics or health emergencies
  • Acts of terrorism

In such cases, we will work with you to reschedule or provide a full refund as per our Refund Policy.

12. Contact for Delivery Support

For questions about service delivery or to update venue information:

  • Business Name: POSTERMAN
  • Brand Name: PICABOT
  • Email: info@picabot.in
  • Phone/WhatsApp: +91 8686690296
  • Address: Hyderabad, Telangana, India

Event Day Support: Our attendant's contact number will be shared 1 day before the event for real-time coordination.

13. Policy Updates

We reserve the right to update this service delivery policy at any time. Changes will be effective immediately upon posting on our website. The policy in effect at the time of your booking will apply to your service delivery.

14. Governing Law

This service delivery policy is governed by the laws of India. Any disputes arising from service delivery shall be subject to the exclusive jurisdiction of the courts in Hyderabad, Telangana.