A little piece of your day, for every guest to take home

Your date. Your 25% deposit reserves us and the press exclusively for your date. Until it is paid, the date isn't held.

The balance. The remaining balance is due 14 days before your event, when we also confirm your final guest numbers and send your guest QR code.

If the balance isn't paid. If the balance hasn't been paid 14 days before your event, we'll remind you. If it's still unpaid 7 days before your event, we may treat the booking as cancelled by you, and the cancellation terms below apply.

Your price. The price confirmed when you pay your deposit won't change, except for changes you ask for, such as extra hours, more guests or keepsakes, or a new venue that changes the travel charge. We'll confirm any difference with you before it applies.

Paying by invoice. If you choose to pay by invoice, each invoice must be paid in full within 7 days of its date, by the payment method shown on it. For business bookings, if an invoice is paid late we may charge interest at 4% a year above the Bank of England base rate, from the due date until payment is made. We are not VAT registered, so no VAT is charged.

If you need to cancel. Your 14-day cooling-off period: you can cancel for any reason within 14 days of making your booking and we will refund everything you have paid, in full, within 14 days. This does not apply to bookings made within 14 days of the event: by booking a date less than 14 days away, you ask us to begin preparing straight away, and the booking is non-refundable if you cancel. After that, more than 30 days before: your deposit is refunded, less a £25 admin fee. Between 30 and 14 days: your deposit is kept, or can move to another available date within 12 months. Within 14 days: your deposit and half the balance are kept because materials are already prepared, and the rest is refunded.

If we have to cancel. If illness or an emergency means we can't attend, you get a full refund of everything you've paid.

Events beyond anyone's control. If your event can't go ahead, or we can't safely attend, because of something outside your control or ours, such as a fire, flood, venue closure, severe weather or government restrictions, you can move your booking to another available date within 12 months at no extra cost. If you'd rather not rebook, we'll refund everything you've paid, less the cost of any keepsake materials already prepared for you, which we'll show you.

Travel. Travel within 20 driving miles of the Keepsakes Studio is included. For venues further away, every mile beyond the first 20 is charged at 45p, there and back. Example: a venue 30 miles away is 10 extra miles each way, so 20 miles at 45p adds £9. The distance is worked out automatically from your venue's postcode using Google Maps, shown before you pay, and included in your total, deposit and balance. If your venue changes, we'll recalculate the travel charge and confirm any difference with you.

On the day. We bring our own table and equipment. We just need an indoor or sheltered spot near a standard plug socket, and around 45 minutes to set up before guests arrive.

Your guests' photos. Guests upload privately from their phones. Photos are used only to print their keepsakes, never shared or posted, and permanently deleted 48 hours after collection, or 14 days after upload if not collected.

Extra keepsakes. If you set an allowance per guest, guests can order extras at their own cost on their phone, by card or cash.