The Optimal Wedding Photo Booth Workflow

Photo Booth Owners thrive in a world of creativity and organization. Your clients turn to you for the wow factor that a Photo Booth will bring to their event. And what they might not expect is flawless client communication with a well-thought-out client journey within a business management program like Pixifi. This workflow is optimized, templated, and automated to make your day-to-day operations run smoothly.

Lead Inquiry

This is your lead’s first touch into their client journey with you. By having their intake form feed pertinent information into Pixifi, outlining all the important event details and necessities, you’re fully prepared to turn this lead into a client. Using Lead Statuses in Pixifi will help move your lead through the stages of:

• Hot lead status: where you send a welcome guide and call to action for booking or a consultation
• Warm lead status: where there is an automatic follow-up to a no-reply
• Cold lead: where you do the last follow-ups, letting the client know you’re here when they are ready

Initial Consultation

When your lead books their first meeting with you, it’s your time to shine and discuss your amazing Photo Booth services to them. Automatically sending them a consult questionnaire that is specific to the Package your client is interested in not only prepares you but also shows that you value your client’s time for the phone call.

Contract Signing and Retainer Fee

Your call went great, and your client wants to book. Other than a happy dance, your client is going to get a contract to sign and pay their non-refundable retainer. Your invoice should list the package, products, and add-ons offered, and the contract should be generated using tokens such as client name, venue, start time/end time, package, pricing, as well as details like payment terms, cancellation policy, etc.

Photo Booth Design

This is a deeply collaborative process with your clients. Send a questionnaire to the client as well as request any design content to make the aesthetic cohesive. Use the custom URL in the Client Portal to link to a cloud storage for all the design proofs for your client to sign off on. Take advantage of email templates for this process to keep things streamlined between you and your client. Get them to sign off on the final design and link that final design file to the custom URL.

Staffing

If you hire team members, assign staff booth attendants to the event so they have all the details. They also should receive automated emails and texts about the event.

Event Preparation

Before the wedding day, confirm the schedule with the couple or the wedding planner. Ensure your booth is in working order and that you have fully tested the event, QC’d the templates/overlays, steamed the backdrop, and packed backup equipment.

Wedding Day Photo Booth

Up-to-date location notes in Pixifi help you have the upper hand with wedding logistics. Arrive promptly to test the booth and connect to Wi-Fi to make sure the specific spot you’re setting up on works for your booth and that you’re not disrupting the event.

Event Wrap Up

After the wedding, it's time to finalize the event. Push any unsent texts/emails at your studio. Backup/sync your media immediately and share the gallery link with your client if they don’t have a live gallery. Make note of any venue logistics in the Locations feature on Pixifi.

Delivery of Images

When you deliver your client’s digital images/videos/GIFs. Use this opportunity to request a testimonial or review, which can be a valuable marketing tool for future clients.

Standard Operating Procedure (SOP) for Wedding Photo Booth Workflow

Initial Consultation

• Send a questionnaire with a Photo Booth product selection.
• Showcase what you can do for your client as well as any add-ons that will elevate their event.
• Detail your packages and pricing based on the intake form and questionnaire.

Contract and Retainer

• Draft a detailed contract outlining the terms of service.
• Collect a non-refundable retainer to secure the wedding date.

Photo Booth Custom Designs

• Send an email asking for design elements for the template/backdrop/overlays/props, etc. IE: wedding colors, theme, monogram, stationery, etc.
• Email or schedule a call to sign off on final designs.
• Create and deliver the final digital media to the client using the custom URL link in the Pixifi Client Portal.

Staffing

• Assign your staff to the event so they have access to all the event details and get event-specific emails and text messages.

Event Preparation

• Confirm the wedding day schedule.
• Test and Program the Photo Booth.
• Check and pack all equipment, including backups.

Wedding Day

• Arrive early and check the photo booth setup space.
• Check your Location notes and connect to the wifi.
• Ensure all media is sent properly to clients.

Event Wrap Up

• Send any images/videos that are stuck in the text/email queue.
• Backup/sync all media immediately.
• Update the Location notes for the venue.

Delivery and Follow-up

• Deliver the gallery in the agreed format or resend the live link.
• Request a testimonial or review for marketing purposes.

By using this client workflow and SOP, your client is taken care of every step of the way, and you remain organized in your client workflow. This approach will leave you and your client prepared and less stressed on the event day, resulting in an unforgettable Photo Booth experience and happy clients and guests.