Things to Consider Before Booking Wedding Booths & Activities in the Philippines

A smart set of questions helps you compare packages apples-to-apples, avoid surprise fees (hello, corkage), and keep your timeline smooth from ingress to egress. Use the core questions for any activity, then jump to the specialized sections for the booth or activity you’re booking.

How to Use This Checklist

• Shortlist 3–5 suppliers per category.
• Send them the “Core” list; use the specialized section(s) that apply.
• Ask for everything in writing (quotation + contract + floor plan).
• Flag items marked 🇵🇭 PH Tip for local nuances (venue accreditation, PDPA consent, etc.).

Core Questions (for ANY Booth or Activity)

1. Availability & Fit
   • Are you available on our date, location, and schedule?
   • Have you worked at our venue before? If yes, any venue-specific rules we should know?
2. Package & Pricing
   • What packages do you offer and what’s included vs. add-ons?
   • What counts as operating time vs. setup/teardown/idle time?
   • Overtime rate and minimum increments?
3. Logistics
   • Exact space needed (WxDxH), power requirements (voltage/amps), and table(s)/backdrop(s) you bring vs. what the venue must provide.
   • Ingress/egress timing and service elevator/loading dock needs.
4. Team & Coverage
   • How many staff on-site? What do they wear? Who’s the point person on the day?
   • Do you bring backup gear for critical components (printer, camera, POS, lighting, mixers)?
5. Customization
   • What can we personalize (overlays, templates, menus, signage, branding, props, cups, sleeves)?
   • Can you match our theme/colors and our couple monogram?
6. Guest Experience
   • Average throughput (guests served per hour) and queue management.
   • Accessibility considerations (elderly/PWD guests), anti-trip cable routing, and clear wayfinding.
7. Coordination
   • Will you coordinate directly with our planner/venue for gate passes, permits, and accreditation?
   • Do you require a rehearsal or site visit?
8. Compliance & Safety
   • Do you have public liability insurance? Safety protocols for moving parts/heat/electrical?
   • 🇵🇭 PDPA: How do you handle guest data (consent, retention, sharing, deletion)?
9. Sustainability
   • Do you offer reusable/compostable disposables, digital alternatives, or low-waste options?
10. Payments & Paperwork
    • Payment schedule, accepted modes, taxes, official receipt, and cancellation/reschedule policy.
    • What exactly will be written into the contract (SLA, deliverables, timelines)?

Photo Booths (Open-Air, Enclosed, Mirror, Glam, On-Site Studio)

1. What print sizes and formats are included (2x6 strips, 4x6, postcard)? How many copies per session?
2. Are digital copies included (gallery, QR/SMS/email sharing, resolution limits)? Any watermarking?
3. Template/overlay design process: How many revisions? Lead time? Can we supply our own design file?
4. Backdrop options (colors, textures, shimmer, greenscreen). If greenscreen, how many background choices can guests pick?
5. Props: What’s included (physical/digital)? How do you sanitize or manage props between uses?
6. Cameras & Lighting: DSLR vs. tablet; beauty/glam lighting options; skin-smoothing settings; do you show a live preview?
7. Printer model and throughput (prints per hour). What happens if the printer jams/runs out of media?
8. Setup time required and earliest venue access you need; will setup time eat into our rental hours?
9. Idle time policy (e.g., booth closed during dinner): rates and how it’s scheduled.
10. Power & Space: Dedicated outlet? Voltage/amp requirements? Extension cords/cable mats included?
11. Gallery & Privacy: Is the online gallery public, password-protected, or private? Can we request takedowns?
12. Deliverables: When do we get the digital gallery and original files? Do you include raw images?
13. Contingency: Backup camera/printer/laptop? Technician on-site for the entire run?

360 / Spin Video Booths

1. Platform capacity: max number of guests at once and weight limit; do you provide spotters/safety rails?
2. Motion safety: How do you manage spinning arm clearance and keep observers at a safe distance?
3. Flooring: Can you operate on uneven floors/grass? Do you bring leveling feet or a platform riser?
4. Lighting: Do you bring fill lights or LED panels for slow-mo quality?
5. Clip specs: Video duration (e.g., 10–20s), resolution, frame rate, and file format; slow-mo options.
6. Branding: Animated intro/outro, music licensing for background tracks, and overlay styles.
7. Sharing station: Instant AirDrop/QR/SMS/email? Is internet required or do you queue for later upload?
8. Throughput management: Average videos per hour; queue and crowd control plan.
9. Power: Total wattage draw; can you run on battery/inverter if outlet access is limited?
10. Insurance & incident protocol for moving equipment.

Audio Guest Book (Vintage Phone / Message Booth)

1. What’s the recording quality (sample rate/bitrate)? Do you supply noise-reduction or mastering?
2. How do guests start/stop recording (instructions, signage)? Do you provide a “practice” handset?
3. Privacy & PDPA: How is consent obtained/posted? How long will you keep the recordings? Can we request deletion?
4. File delivery: Format (WAV/MP3), track labeling (guest name/time), and delivery timeline.
5. Power/Connectivity: Does it need Wi-Fi/cellular, or is it fully offline?
6. Backup: Redundant recorder or live monitoring to avoid lost messages?
7. Mounting & Décor: Table/booth build, anti-theft anchoring, and cable management.

Mobile Bar (Cocktails, Beer, Wine)

1. Menu: Signature cocktails; can you localize (calamansi, dalandan, pandan, ube)? Non-alcoholic options?
2. Service model: Open bar vs. per-head vs. consumption; how do you estimate alcohol for our guest count?
3. Tasting: Do you offer a pre-event tasting? Any customization limits on spirits/brands?
4. Glassware & Ice: Included? Quantities? Breakage policy?
5. Staffing: Bartender-to-guest ratio; flair service; barback inclusion.
6. Logistics: Bar footprint, water access, drainage/greywater handling, power for blenders/freezers.
7. Venue rules: Are you accredited? Any corkage or “no outside bar” policies you’ve handled at this venue?
8. IDs & safety: Alcohol service policies (minors, intoxication management).
9. Licenses/Insurance: Do you carry event liability; can you provide a COI naming the venue if required?
10. Close-out: What happens to left-over alcohol/mixers? Cleanup and waste disposal plan.

Coffee / Milk Tea / Gelato / Dessert Carts

1. Menu: Espresso-based, brewed, cold brew, milk alternatives, lactose-free options; milk tea sugar/ice levels.
2. Throughput: Drinks per hour with 1 vs. 2 baristas; peak-load plan right after program segments.
3. Power: Espresso machines often need 220V high-amp power—can you run safely at our venue? Do you bring an inverter/generator if needed?
4. Water: Onboard tank vs. venue tap; filtration/softening; wastewater handling.
5. Footprint & Queue: Space for cart + line; signage and stanchions included?
6. Branding: Cup sleeves, stirrers, menu boards, and couple logo options.
7. Noise & Heat: Grinder/compressor noise levels; safe placement away from guests.
8. Food Safety: Temperature control for dairy/gelato; permits if required by venue.
9. Sustainability: Reusable cups/borrow-a-cup options or biodegradable disposables.

Caricature Artist / Live Painter / Calligrapher

1. Style & Output: Samples and sizing (A4/A3/canvas); color vs. monochrome; paper weight and protective sleeves.
2. Speed: Average portraits per hour (solo vs. couples). What guest count can you realistically cover?
3. Setup: Lighting needs, seating, easel/table, outlet for lamp/tablet (for digital).
4. Personalization: Header/footer with names/date; venue sketch in background possible?
5. Deliverables: Originals for guests plus a high-res scan for the couple?
6. Guest Flow: Ticketing or sign-up list to avoid long queues; display area for finished pieces.
7. Dress Code: Can the artist blend with our theme (barong, muted palette)?
8. Copyright & Usage: Can we post online? Any attribution required?

Games & Activities (Program Fun, Lawn Games, Kids’ Corner)

1. Game list: What games fit our guest mix, layout, and timeline (including no-stage options)?
2. Emcee/Host: Do you host or coordinate with our main host? Any bilingual Tagalog/English scripts?
3. Equipment: Mics, speakers, screens, props; backup gear for outdoors.
4. Prizes: Do you provide sourcing/wrapping? Budget guidance?
5. Kids’ Corner: Craft kits, sitters, kid-safe materials, quick-clean plan.
6. Lawn Games (if outdoors): Weather backup, ground stakes vs. weights, turf protection.
7. Cultural/Family Activities: Money dance alternatives, unity ceremonies, honoring ninongs/ninangs.

Accessibility, Safety & Venue Rules (Don’t Skip!)

1. Aisle widths & ramps: Will your layout keep accessible routes open (no cable trip hazards)?
2. Cable covers and anti-slip mats for high-traffic areas.
3. Electrical safety: Proper load distribution, surge protection, and no daisy-chaining beyond spec.
4. Crowd control for moving parts (360 arms) and heated equipment (coffee machines).
5. Venue accreditation & corkage: Are you accredited by our venue? If not, can you assist with gate passes/permits and advise on any corkage?
6. Quiet periods: Respect hotel “quiet hours” and venue sound limits.

Data Privacy (PDPA) for Photo/Video/Audio Booths

1. How do you inform guests that recording/photography will happen (signage, just-in-time notices)?
2. What consent do you rely on (consent forms, opt-out flow)? How do guests withdraw consent later?
3. Do you share guest data with third parties (printers, online galleries, SMS/email gateways)? How is it disclosed?
4. Retention: How long do you keep files/contacts? Can you auto-delete after delivery?
5. Security: How are galleries protected (passwords, expiring links, watermarking)?

Timeline & Flow

1. Best time to open the booth/activity (cocktail hour vs. after program) to maximize use without conflicting with dinner/speeches.
2. Idle window during key program moments (first dance, toasts) and reopening plan.
3. Final call-to-action announcements to avoid last-minute queues.
4. Who approves the floor plan (exact booth/cart placement, queue line, power outlet location)?

Contracts, Payments & Admin

1. SOW: Make sure deliverables, operating hours, setup/teardown, staffing, and design approvals are in the contract.
2. Reschedule/cancellation terms; force majeure handling.
3. Insurance/COI if the venue requests it.
4. Taxes & receipts: Total price with VAT (if applicable) and official receipt policy.
5. Post-event: Delivery timelines (photos, videos, audio files, scans) and support channel for issues.

🇵🇭 PH Tips (Copy-Paste into Your Vendor Email)

• Please confirm space/power needs and send a floor plan mark-up.
• Coordinate with our planner/venue for gate passes, accreditation, and ingress/egress.
• We’ll place a consent sign at the booth/activity. Share the exact text you prefer.
• Add our couple logo & colors to all printed/digital outputs.
• Include backup/contingency steps (gear failure, internet down, power outage).
• Share a QR code or link for digital copies and include a removal request option.