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Photo booth for an office Christmas party on the South Shore

At the holiday party, colleagues who barely cross paths the rest of the year finally share an evening with no agenda, often with their partners. A photo booth fits right in: it gives the non-dancers something to do, mixes departments and leaves everyone with a keepsake of the evening. December is a busy month for photo booth companies, though, and a little planning goes a long way. Here is what to sort out, from the calendar to the print template.

December fills up fast

Office parties tend to cluster on a handful of December weekends, often the same ones from one company to the next, with some pushed into January to avoid the rush. Photo booth companies only have so many booths and attendants, so the most popular Fridays and Saturdays go quickly.

The practical approach: start asking for prices the day the venue confirms your booking. There is no need to wait until the menu or the DJ is settled. If your date is flexible, ask companies which evenings are still open; a Thursday or an early-December party may give you more options. Also mention when the evening really gets going, because a party that opens with a sit-down dinner does not need the booth running before dessert.

A branded template that doesn't feel like an ad

Printed and shared photos usually carry a template, a strip or frame with text and graphics. For a holiday party, your logo belongs there, with a line for the occasion and the year. For a polished result:

• Provide your logo in high resolution (a vector format is best) and your exact brand colours.
• Keep the logo low-key: this is a keepsake for your staff, not a poster. A small logo in a corner ages better than a large banner.
• Pick a restrained holiday theme that works with your colours rather than a busy generic design.
• Ask for a proof and read it carefully: the company name, the date, and both French and English if your team is bilingual.

Ask whether the booth's welcome screen and the backdrop can use the same elements. A printed backdrop in your colours makes more of an impression than a sequin curtain, but it has to be ordered earlier. For more on branding and choosing a booth for a business event, see our article on the ideal corporate event photo booth.

The venue: what to check

South Shore holiday parties happen in banquet halls in Brossard, restaurants in Longueuil and companies' own offices in Boucherville alike. Each setting comes with its own constraints.

Banquet hall or hotel

Ask about access times for setup and teardown, where the outlets are, and the rules for outside suppliers. Some venues require proof of liability insurance, so check with the photo booth company. Put the booth near the dance floor or the bar, where people move around, but out of the staff's service path.

Restaurant

Space is usually tight. A classic booth or a tablet on a stand fits more easily than a 360 platform, which needs clearance all around it. Measure the available space with the restaurant before choosing the type of booth.

Your own office

The most flexible option, but think through the practical side: delivery access (loading dock, elevator, parking), an electrical circuit not shared with the caterer's equipment, and someone from your team to meet the installer.

What happens to the photos

At an office party, not everyone wants their photos travelling far. Settle this with the company ahead of time:

• Is the online gallery private and password protected?
• Can social media sharing be turned off at the booth?
• Who receives the full set of files after the event, and how soon?

If the booth collects email addresses to send out photos, remember that this is personal information: tell guests how it will be used and do not reuse it for anything else without their consent.

Rental length and package

An office party often runs in two parts: dinner, then dancing. Most of the booth's use happens in the second half. Packages in the directory are most often sold in blocks of 2 to 4 hours, and 3 hours often covers the peak of the night. If the budget allows, go for unlimited prints: printed photos tend to end up on desks and on the lunchroom fridge for weeks. To get a sense of the budget, see our pricing page.

Sending your request

With the date, venue, headcount and logo in hand, you have everything needed for accurate prices. Fill out our free quote request form and we will pass your request, with your date and venue details, on to the companies in the directory.