Running a booth service
The event-day checklist
Check everything from one week out to the end of the event: equipment, settings, modes, supplies, network, security, then packing up and handing over to the client.
A successful event takes preparation. This checklist covers every BoothX mode; cross out whatever doesn't apply to your event. Print it, or copy it into your tracking tool.
One week before: preparation
- Event created with its dates, name and modes (see Create and edit an event).
- Design approved by the client: welcome, mode selection and sharing screens; print template in the right format.
- Mode content:
- quiz, wheel prizes and stock, contest rules;
- mosaic target image and grid;
- guestbook title, steps and page layout;
- consent text for email / SMS sharing.
- Sharing decided: QR code only, email, SMS, online gallery. Budget estimated (see Estimate the cost of an event).
- Enough credits if the estimate exceeds the free quotas.
- Supplies ordered: paper and ribbon (order generously), paper for the mosaic tiles.
- Venue information: power outlets, access, network (Wi-Fi? cellular?), setup times.
The day before: the full test
- Updates: BoothX up to date, no operating system update the day before.
- Equipment connected exactly as on event day: camera, printer, screens, trigger, microphone.
- Launcher: every planned mode is Available.
- One full session per mode: printed photo, GIF, video message, game round, mosaic tile, guestbook page, photo on the wall.
- Test send by email / SMS to yourself (with network).
- Reset: scores, mosaic tests, guestbook test pages and test photos deleted.
- Lock configured (PIN code or pattern) and written down somewhere safe (see Lock with a PIN code or pattern).
- Settings profile saved if you often switch configurations (see Synced settings profiles).
- Enough disk space (Storage page).
- Camera battery and charger, AC adapter (dummy battery).
Event day: setup
Equipment
- Booth stable, cables taped to the floor, away from drinks.
- Camera on AC power, auto power off disabled, camera Wi-Fi turned off when using USB.
- Printer well ventilated, paper loaded, spare roll within reach.
- Second screen (photo wall) visible from a distance, cable secured.
- Mosaic board set up next to the printer.
- Stylus tethered for the guestbook.
Settings
- Settings › Power: sleep disabled, Keep USB ports powered enabled.
- Screens identified and roles assigned (guests, admin, wall).
- Lighting adjusted in the room as it will be in the evening.
- Test photo and test print on site.
- Sound: background music at the right volume, videobooth microphone tested with the music playing.
Network
- Connection tested (venue Wi-Fi or hotspot).
- No network: that's planned for. Sends will wait (see The offline sending queue).
Launch
- Correct event selected.
- Event launched, kiosk mode on if the booth is left unattended.
- Photo wall launched on its screen, moderation ready if needed.
During the event
- Every hour: remaining paper, print queue, disk space.
- Photo wall moderation queue handled regularly.
- Sending queue: the “pending” counter doesn't keep growing.
- Camera and webcam framing still correct.
- Wheel prize stock matches reality.
- Dashboard: activity continues (a booth with no photo for an hour deserves a look).
End of the event
- Mosaic: empty cells filled, digital mural exported.
- Guestbook: PDF export.
- Videos: export.
- Contest: CSV export of the contacts.
- Sending queue: empty, or reconnect the booth as soon as possible.
- Event stopped properly.
- Statistics noted for the report (see Dashboard statistics step by step).
The day after
- Handover to the client: photos, videos, guestbook PDF, mural, contacts, gallery link.
- Report sent: sessions, prints, gallery views, entries.
- Usage checked in the usage panel.
- Purge of personal data scheduled (see Retention periods, export and purge).
- Booth cleaned and recharged, supplies recounted.
The emergency kit
Keep in the booth's case:
| Item | Why |
|---|---|
| Spare USB and HDMI cables | The number one cause of failure. |
| Extension cord and power strip | Outlets are always too far away. |
| Roll of paper and ribbon | More guests than planned. |
| USB flash drive | Export, handover to the client. |
| Gaffer tape | Securing cables to the floor. |
| Screen and lens wipes | Fingerprints. |
| Backup webcam | In case the camera fails. |
| Phone with hotspot | Backup network for sending. |
| Sheet with the booth's codes | In an envelope, not on the booth. |
Frequently asked questions
How much time should I allow for setup? Allow plenty, especially for a multi-mode event with a mosaic and a photo wall: on-site testing takes time.
What if something breaks down during the event? The modes are independent: if the printer fails, the photobooth keeps going with the QR code; if the camera fails, the game booth and the guestbook (without selfie) keep going. See the articles in the Troubleshooting section.