Terms & conditions

“Call & Capture / We / Us” – The provider of the service; “Customer / You / Your” – The individual, company, or organisation making the booking; “Guestbook” – The phone‑booth‑style audio/video recording device, including its stand and built‑in components; “Equipment” – All items supplied by Call & Capture for the hire, including the Guestbook, signage, props, cables, and accessories; “Hire Period” – The agreed time the Guestbook is available for use at your event; and “Content” – All audio and/or video recordings captured during your event.

• A booking is confirmed once the deposit is paid, with the remaining balance due before or on the event day. Failure to pay the balance may result in cancellation and forfeiture of the deposit.
•  All quoted prices exclude GST unless stated otherwise. 

• The standard hire period covers the full duration of your event unless otherwise agreed. 
• Setup and pack‑down are conducted outside the Hire Period and require suitable venue access. Please note that additional fees may apply depending on delivery and/or collection timeframes and distance.

• Call & Capture will deliver, set up, and collect the Guestbook at the agreed times.
• The Guestbook must stay in the designated location.
• Customer must provide a dry, stable, weather‑safe area.
• Outdoor setups must be fully sheltered; unsafe conditions may prevent setup without refund.
• Customer must confirm venue approval and provide a power outlet within 5 metres.
• Customer is responsible for uninterrupted power.
• Call & Capture are not liable for delays caused by venue access or staff.
• Call & Capture collect all Equipment at the end of the event at the agreed time.

• Customer must provide accurate access details and an on‑site contact at least 7 days prior.
• Venue must be aware of our arrival and requirements.
• Incorrect or incomplete information preventing setup is the Customer’s responsibility.
• Delayed collection due to venue or Customer may incur fees.

• The Customer must ensure venue staff or other personnel do not move, alter, or interfere with the Guestbook or Equipment.
• Call & Capture is not liable for damage, delays, or incidents caused by venue staff or venue conditions. Any damage or loss caused by the venue may be charged to the Customer.

• Equipment must only be used as intended and in accordance with instructions.
• Guests must not tamper with buttons, controls, or the Guestbook.
• The Customer is responsible for the care of the Equipment during the Hire Period.
• Do not open, modify, or attempt to repair the Guestbook.
• Call & Capture staff have final authority regarding safe placement and operation.

• Call & Capture set up the Guestbook safely and securely.
• Once in place, the Customer is responsible for ensuring guests interact with it safely.
• Call & Capture are not liable for injuries or incidents caused by guest behaviour or misuse.
• Call & Capture is not liable for any injuries, accidents, or incidents involving guests, attendees, or venue staff during the Hire Period.
• The Guestbook must not be pushed, climbed on, leaned against, or used unsafely.

• Recordings are delivered digitally within 14 business days.
• Files are provided in share‑friendly formats (e.g., MP3, MP4/MOV).
•  Audio quality may vary due to venue conditions, background noise, acoustics, guest participation, and other factors outside Call & Capture’s reasonable control. Call & Capture is not responsible for audio quality affected by these factors or technical issues beyond our reasonable control. 
• Call & Capture is not responsible for the number of messages recorded and cannot guarantee a minimum number of recordings, as guest participation is voluntary and outside our control.

• Call & Capture use secure, encrypted systems to store and deliver Content.
• Only authorised staff may access your files for processing and delivery.
• Content is stored securely for 30 days after delivery, after which it may be permanently deleted.
• Call & Capture will never sell, share, or distribute your Content without your explicit written consent.
• While reasonable measures are taken to protect data, Call & Capture are not liable for data loss caused by technical failures or circumstances beyond our control.
• The Customer is responsible for downloading and backing up their Content once delivered.

• All recordings belong to the Customer.
• Content will not be used for promotional purposes without explicit consent.
• All data is handled in accordance with applicable privacy laws.

• The Customer is responsible for the Equipment from the time it is delivered and set up by Call & Capture until it is collected by Call & Capture.
• The Customer is responsible for any loss, theft, or damage to the Equipment during this period, regardless of whether it is caused by the Customer, their guests, attendees, venue staff, contractors, or any other person.
• The Customer agrees to pay a refundable security bond of $200 prior to the event. The bond may be used by Call & Capture to cover the reasonable costs of repairing or replacing Equipment that is lost, stolen, damaged, or returned in a condition beyond normal wear and tear.
• If the costs of repair or replacement exceed the amount of the security bond, the Customer remains responsible for the remaining balance.
• The security bond (less any applicable deductions) will be returned to the Customer within five business days (via bank transfer) after the Equipment has been collected and inspected by Call & Capture.
• Our maximum liability is limited to the total amount paid for the booking, to the extent permitted by law.
• Call & Capture takes reasonable care to ensure the Equipment operates correctly. However, due to the nature of technology, we cannot guarantee uninterrupted operation or that every recording will be successfully captured. To the extent permitted by law, Call & Capture is not liable for recordings that are lost or affected by technical issues beyond our reasonable control.
• Equipment may show minor cosmetic wear consistent with normal use.

• Call & Capture takes all reasonable steps to ensure smooth and reliable operation of the Guestbook.
• The Customer acknowledges that technology may experience occasional interruptions or limitations.
• Call & Capture is not responsible for issues caused by poor venue lighting, acoustics, power fluctuations, or environmental conditions that affect performance or recording quality.
• Call & Capture will ensure the Video Guestbook Booth is fully charged before the event. Battery performance may vary depending on usage and event conditions. Call & Capture is not responsible for recordings not captured due to battery depletion caused by extended use, guest operation, or circumstances outside our reasonable control. 

• Call & Capture maintains appropriate public liability insurance for its operations.
• This insurance does not cover damage, loss, or interference caused by guests, venue staff, or the Customer.
• The Customer is responsible for any such damage or loss during the Hire Period.

• By making a booking, the Customer grants Call & Capture permission to use non-sensitive video clips or still images captured by the Guestbook for marketing , social media, website galleries, and promotional purposes.
• If the Customer does not wish for any content from their event to be used, they must notify Call & Capture in writing prior to the event date. 
• The Customer is responsible for informing guests that the Guestbook records audio and video. 
• Guests who choose to use the Guestbook are considered to have consented to being recorded. 
• Call & Capture is not responsible for complaints and disputes from guests who did not wish to be recorded. 
• Call & Capture may capture general behind the scenes footage of the Guestbook in use (e.g. guests interacting with the booth) for marketing and promotional purposes, unless the Customer opts out in writing before the event. 

 Cancellations made 30 days or more before the event are eligible for a full refund. Cancellations made less than 30 days before the event are non-refundable. 

Changes to the booking must be requested at least 14 days before the event. Requests made within 14 days may be accepted at Call & Capture’s discretion, and are subject to availability.

Call & Capture are not liable for delays, cancellations, or failure to perform due to circumstances beyond our control (e.g., extreme weather, venue closures, government restrictions). Call & Capture will make reasonable efforts to reschedule or provide an alternative solution.

Call & Capture may cancel a booking due to unforeseen circumstances such as equipment failure or staff illness. In such cases, a full refund of the deposit will be issued.

By booking with Call & Capture, the Customer acknowledges and agrees to these Terms & Conditions.