WHITE LABEL EXPERTS

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Platform Service Agreement – DRAFT

Industry Collaboration Public Link: https://bit.ly/wle_collab

Please use the link above to comment and provide feedback. We’re attempting to come up with a sole source of truth for the white label photo booth industry. While it’s impossible for everyone to agree on every point, our intent is for at least 80% of companies to agree on 80% of the terms.

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CONTRACTOR DEFINITION: (AKA Contractor, Photo Booth Brand, Event Owner, Event Manager…)

  • A company that is hired by an event client to complete a project and enters into an agreement with a subcontractor to who will be the on-site provider of equipment and/or staff for the end client.

SUPPLIER DEFINITION: (AKA Provider, Subcontractor, Independent contractor)

  • A company or individual that is hired by a contractor to provide services on their behalf.

Benefits of White Labeling for CONTRACTORS

  • More freedom and flexibility to offer new services & products with minimal overhead
  • Ability to brings new services to market quicker
  • Minimizes up front costs
  • Freed up time and resources to focus on growing other aspects of your business
  • Increased brand credibility
  • Ability to serve a larger geographic market

Benefits of White Labeling for SUPPLIERS

  • Allows you to take advantage of leads that you would otherwise not have the capacity to service
  • Increased passive revenue without having to expand staffing or employ additional marketing & sales resources
  • Access to specific clients you wouldn’t normally add
  • Grow in your learning - skills, exposure, experience
  • Finding what you’re good at and partnering with people who are better at certain things
  • Having an outlook that it’s a partnership where you both need each other to grow your business
  • Finding people in your inner circle who use the same or similar gear as it’s easier to hire and execute between each other (DSLR, SNAPPIC)

SUPPLIER Application/Review Process

  • Service Verification – The SUPPLIER may be asked to provide proof of ownership of the necessary equipment and software to successfully complete the scope of services.
  • Reference Check – SUPPLIER may be asked to provide additional references of past CONTRACTORS who can attest to their reliability, qualification, and quality of work as a SUPPLIER.
  • Licensing & Insurance – SUPPLIER may be required to supply proof of any licensing status required to perform the Scope of Work pursuant to the agreement, including (but not limited to): Workers’ Compensation Coverage where required by law and General Liability Insurance.

Platform Booking Guidelines

  • CONTRACTOR must depict the event specifics as accurately as possible when creating the event RFP including the likelihood of parking availability/costs, type of venue, type of event, etc.
  • SUPPLIER must include all costs in their project bid including delivery, taxes, staffing, parking, tolls, and any other incidental costs.
  • Retainer/Deposit – The CONTRACTOR pays a 50% retainer to the SUPPLIER upon booking through the platform
  • Once the booking is confirmed, neither party is permitted to alter any term of the agreement. If both parties would like to adjust terms/order/pricing/event details, this must be agreed to mutually on the platform.

Expectations: SUPPLIER Event Preparation & Execution

  • Proof of concept & booth testing completed prior to the event date
  • SUPPLIER must arrive on site at minimum 2 hours prior to event start (unless another project-specific timeline has been established and agreed upon by both parties).
  • SUPPLIER must be readily available to answer calls, text messages, and any other correspondence from the CONTRACTOR in the hours leading up to as well as throughout the duration of the event.
  • Upon arrival, SUPPLIER must make contact with the designated onsite point-of-contact (providing appropriate onsite point-of-contact is the responsibility of the CONTRACTOR).
  • Photos of booth setup on-site sent to the CONTRACTOR at lead one hour prior to the event start. This should be done BEFORE cords are taped down as that will make it easier for any finetuning adjustments to be made.
  • Additional round of test “event ready” photos sent to CONTRACTOR once equipment is completely set up, taped down, and all belongings stored away.
  • SUPPLIER is expected to engage with event attendees and encourage use of the photobooth and digitally sharing their photo booth sessions as needed–including assistance with downloading sessions to their device
  • SUPPLIER to ensure all photo sessions are successfully uploaded (no sessions remaining in the queue) prior to ending service. In the rare case that the queue can’t be completed prior to equipment breakdown, the SUPPLIER must get the system back online (at their home/office) and complete the upload process prior to going to bed that evening.
  • Ensure that the CONTRACTOR has full access to all digital files taken at the event by the following morning.
  • SUPPLIER is responsible for ensuring that their employees/staff are also complying with every aspect of the of the service agreement and platform terms.

Expectations: CONTRACTOR Event Execution

  • CONTRACTOR is responsible for providing SUPPLIER with accurate and up-to-date information that is necessary to carry out the event:
    • Dress code
    • Event codes and passwords
    • Event timeline (service breaks during meals/speeches)
    • Specific client needs (that fall within the contracted Scope of Work and platform terms)
  • CONTRACTOR will function as the point of contact with the end client for any matters related to being hired for future events, overtime cost/approval, etc.
  • CONTRACTOR will be responsible for coordinating all event and contract logistics with the end client.
  • CONTRACTOR must be reachable by the SUPPLIER throughout the duration of the event. However, if the SUPPLIER’S employees are working the event, the SUPPLIER would be the first point of contact to assist their employee prior to reaching out the the CONTRACTOR.
  • CONTRACTOR is responsible for the digital creation of the event artwork/media files as well as the creation of the event (file package/software activation/Snappic Event login/code).
  • CONTRACTOR will also be responsible for making any adjustments requested by their event client throughout the course of the event. The SUPPLIER’S responsibility is limited to refreshing/downloading the changes upon request of the CONTRACTOR.

SUPPLIER Payment Guidelines

  • SUPPLIER is classified as an independent contractor of the CONTRACTOR,
  • CONTRACTOR does not withhold or pay any federal, state, local or other income or payroll taxes of any kind on behalf of the SUPPLIER or any of the SUPPLIER'S staff
  • SUPPLIER is responsible for payment of onsite staff, in accordance with all local, state, and federal laws.
  • CONTRACTOR is to pay the white labeler a deposit at the time of booking; amounting to 50% of the total balance of the contract. The remaining 50% will be paid to the SUPPLIER after the project has been successfully completed
  • CONTRACTOR is only responsible for paying the balance outlined in the contract at the time of booking. CONTRACTOR will not be held responsible for any additional expenses incurred by the whitelaber outside of what is outlined in the terms of the agreement.
  • SUPPLIER is responsible for providing worker’s compensation for its employees. The SUPPLIER is solely responsible for compliance with all worker’s compensation laws and regulations.
  • SUPPLIER waives and foregoes the right to receive any benefits given by the CONTRACTOR to its regular employees, including, but not limited to: health benefits, vacation and sick leave benefits, profit sharing plans, such as 401(k) plans.
  • SUPPLIER may not collect tips or any additional, unauthorized forms of compensation from the client or guests at any point during the event.

Confidentiality Expectations

  • SUPPLIER may not share any confidential information, data, or media provided by the CONTRACTOR, unless it is in direct connection with the contracted event and/or necessary for the successful completion of the project.
  • PROVIDER is not permitted to take their own videos, photo, or any other form of captured media from the event unless otherwise specified in the terms of the agreement by the CONTRACTOR.
  • SUPPLIER is not permitted to utilize event name or description for any marketing or promotional materials (unless otherwise authorized by the CONTRACTOR)
  • SUPPLIER is not permitted to utilize any photos, videos, or other captured media taken at the event. This media is the sole property of the CONTRACTOR and may be classified as confidential information unless otherwise expressly stated by the CONTRACTOR.
  • Confidential info may include (but is not limited to): Identities of the event clients and/or guests attending the event, the location of the event, photos/videos captured at the event, and any data (including contact information, email addresses, phone numbers, social media handles, etc) captured from the host(s), client(s), guests, or attendees of the event.

SUPPLIER Expectations: Branding

  • SUPPLIER understands that they are operating under the CONTRACTOR'S name.
  • SUPPLIER may not display their own company name, logo, or any branded elements at the event
  • SUPPLIER may not distribute any business cards other than those provided by the CONTRACTOR (if applicable)
  • SUPPLIER may not disclose their own company name to clients or guests.
  • If contact info is requested, SUPPLIERS should solely disclose the contact info of the CONTRACTOR'S company.

Reputation Management

  • After the conclusion of the project, the SUPPLIER and CONTRACTOR will both be required to review one another.
  • Ratings will be publicly tied to the profiles of both SUPPLIERS and CONTRACTORS. Having a sub-standard or poor rating on the platform may significantly impact your reputation on the platform and, consequently, your ability to book work through the platform.

Equipment Expectations

  • As an independent contractor, the SUPPLIER is responsible for providing all standard photo booth-related equipment necessary to complete the scope of work.
  • The SUPPLIER is solely responsible for ensuring that all equipment is tested & working properly prior to the event.
  • If a particular activation requires specialized equipment specific to that event, it is the responsibility of the CONTRACTOR to purchase and provide these extra elements to the SUPPLIER.
  • Any specialized equipment that falls outside the scope of standard booth services must be outlined in the initial agreement. If the end client requests any additional, specialized services after the agreement is signed, the CONTRACTOR and SUPPLIER must both sign an updated agreement.
  • Upon termination of the agreement, each party must return any or all property belonging to the other party to them. This includes (but is not limited to) any proprietary information, customer lists, trade secrets, intellectual property, computers, equipment, tools, documents, plans, recordings, software, and all related records or accounting ledgers.
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