POP LIFE PHOTO BOOTH – TRAINING MANUAL

Here is a detailed overview of how to set up our photo booth station. 

The most important thing in setting up a successful photo booth is giving yourself enough time to drive through traffic, find the unloading spot, take everything out of the car, strap everything onto a dolly, and scope out the perfect spot to set up.

Although we always inform the client about our setup preferences, there have been some previous events where the photo booth location was way too small, or there was no clear path to bring in the equipment, or we had to take a golf cart to an area where there was no electricity set up yet. 

Anything can happen, and that is why it is always a good idea to plan to reach the venue at least 60 minutes before the opening so you can be prepared for any last-minute changes.

It typically takes around 30 minutes to set up, including taking some test shots. The goal is always to be ready to shoot photos at least 15 minutes before the “start” time. Therefore, you should have everything unloaded and scoped out 60 minutes before officially opening for business. Add an extra 15 minutes if you are planning to set up outdoors with a canopy.

Before you load up your vehicle with all the equipment, ensure you have the proper photo booth case, backdrop, printer, extra toner & paper, and any back-up supplies you might need. There is a checklist on the Event Detail Sheet that is given before each event. Please make sure you double-check all the items you need to take to the event and return the item to the shop.

LOADING CHECKLIST

  1. Dolly/rolling cart with bungee straps.
  2. The Main Camera Shell inside the Black Hard Case.
  3. Printer Soft Case & Stool (Glam Booth & Studio Booth).
    1. Computer Bag, Tape & Strobe Light* (Studio Booth)
  4. Backdrop Frame inside a Soft Black Duffle Bag
    1. Backdrop & Extension cord*.
  5. Backdrop Base if you are using the sequins backdrop.
  6. Black Tripod Bag with photo booth tripod (Studio Booth).
  7. Flash beauty dish in a round black bag (Studio Booth).

*The Computer bag, extra print supplies, and strobe light are located inside the soft printer case. The Backdrop, Extension Cord and Cord Cover are located inside the black backdrop frame duffle bag. Back-Up Supplies are inside a Black Utility Box with a Yellow Lid, which can be left inside your car. 

STEP 01 – UNLOADING THE CAR.

https://youtu.be/Yle9pr5aLYo

Make sure you arrive early enough to unload. Placing the items in the correct order will ensure that you will load everything in one trip. Follow the steps mentioned below:

  1.    Take the dolly/rolling cart out first
  2.    Place the large black shell camera case bottom upfront
  3.    Place the printer case on top of the shell case
  4.    Put the backdrop frame bag on top of the printer box
  5.    The Printer stool goes next to the backdrop bag
  6.    Keep the tripod bag on top of those three bags
  7.    Secure the top and sides with bungee cords
  8.    Hang the flash beauty dish bag on one of the stool legs

You can leave the back-up utility box inside your car.

After you unload the equipment and find your client or contact person, check out the setup location. Make sure there is enough space for your setup. Ideally, you should have at least a 10×10 foot space. Do not block any emergency exit, restrooms, or heavy traffic hallway.

My preferred setup is a box-style layout. This involves placing the backdrop against the wall and the prop table to the left or right at a 90-degree angle. The photo booth camera kiosk is then set up 7 feet in front of the backdrop. Here are some reference sample setups:

STEP 02 – SETTING UP THE BACKDROP

The first thing you will need to set up is the backdrop, which is the last thing you would need to take down when finishing the job. We use two types of backdrops:

  1. The Straight Fabric Backdrop, which is a snap-and-go style frame.
  2. The Sequins Backdrop, which is a tripod-style frame that has a massive heavy base plate.

This video shows how to set up a straight fabric backdrop.

Fabric Backdrop

https://youtu.be/fWU7yKcdowo

  1. Take everything out of the bag.
  2. Find the base and stretch out the poles
  3. Locate the letters on the end of each pole and match them to the corresponding pole
  4. Slip the pillow style fabric over the frame
  5. Zip at the bottom. 

Sequins Backdrop

https://youtu.be/yGgYLnxlkfw

  1. Place the Heavy Base on the floor 7 feet apart.
  2. Take the poles out of the long duffle bag.
  3. Find the side poles and placed them in the base. Tighten the knobs.
  4. Place the cross poles from one to the other.
  5. Slip the sequins pocket hole through the top cross pole.
  6. Adjust the left side a foot up by losing up the ring knob around the pole.
  7. Then repeat it to the right, and the left again until the frame is approximately 8 feet high. Make sure it is level. 

Step 03 – SETTING UP THE CAMERA

SELFIE DIGITAL BOOTH:

The Digital Selfie Booth contains the Oval Shape Head, Two-Piece Legs, and a Solid Heavy Platform.

Follow the steps below to set up the Digital Selfie Booth Case. The casing contains an iPad tablet. You will find a power strip inside the black case.

Selfie (Digital) Booth

  1. Oval Heavy Platform: Take the heavy oval platform out of the black hard case. You will need to set the top head part on a soft surface.
  2. Two-Part Legs: Take one leg out of the case and place it on top of the base. Line it up and begin screwing the two top knobs at the same time. Do not tighten it. Make sure the knobs are lined up and flat. 
  3. Place the second top part of the leg and repeat the last step.
  4. Take a long twist tie and run it along from the top of the legs down to the bottom of the base.
  5. Then use the bottom part of the twist tie to grab the power cord. 
  6. Then pull the other end through the flat legs. Take the twist tie off and place it back in the bag.
  7. Place the head carefully to the top, plug-in power, and tighten the ring nut to keep the cord from unplugging.
  8. Once the cord is plugged in, place the head on top of the legs and tightening the two knobs, but not too tight.
  9. Then plug the power into the brick and the wall.
  10. Once it is powered up, then the iPad should come on. Hit “872121” to get into the main screen.
  11. Select system preferences and connect to the venue WiFi. Check your event detail sheet for WiFi credentials or ask the contact person for the correct information.
  12. When connected, use a pen, paper clip, or something small to hit the home button to launch the photo booth app.
  13. Locate the “Salsa Booth” software, which should be at the bottom taskbar. Then launch it. Locate your event and hit “Start Event.”
  14. When you finish your event, make sure you quit the app and shut down the iPad.
  15. Then begin the process in reverse to pack things up and putting them back into the case.

STUDIO BOOTH:

The Studio Booth contains the following items—The Retro style casing, the tripod, the strobe light flash unit, the beauty dish for the flash unit, the printer, and the stool for the printer.

Follow the steps below to set up the Studio Retro Photo Booth Case. The casing contains the DSLR camera, along with the Surface Pro tablet. You will find a power strip in the back portion, with many cables and two light bulbs.

Studio Booth Case

  1. Tripod legs: Take the tripod out of the bag and place the legs on the floor. Extend the legs to set the peg in the 2nd hole from the bottom.
  2. Situate the Tripod and Stool about 7 feet away from the backdrop
  3. The front leg of the stool must face the backdrop.
  4. Pull the photo booth shell casing carefully out of the box.
  5. Feed the three cables through the top of the tripod hole.
  6. Feed the cords of the shell through the metal plate first, then through the nut. Tighten the nut onto the tripod base. Ensure that the tripod legs are stable.
  7. Place the printer on the stool.
  8. Plug the power cord and USB cord into the printer
  9. Screw-in the Flash Unit pole on top of the shell casing
  10. Place the strobe light on the attachment, then tighten. Then remove the cover.
  11. Adding the Beauty Dish – Pull the black circular dish out of the bag. Twist and lock the dish onto the Flash unit.
  12. Plug the power cord and camera cable into the flash.
  13. The Power Cord – Take the power cord out from the backdrop bag.
  14. Plug the cord into the outlet and run it along the side of the wall. Make sure it is placed neatly and discretely. An L shape is placed best if possible. The idea is to keep the set up looking clean.
  15. Place the power cord into the rubber cover. Watch Video.
  16. Setting up the Computer – Pull the Surface Pro out of the printer bag.
  17. Plugin the power and USB cords from the side of the computer.
  18. Carefully attach it to the velcro in the shell.
  19. Go to the back of the shell and make sure everything is plugged in correctly on the power strip. No loose connections.
  20. Flip the power on from the power strip first.
    1. Next, turn on the Flash unit.
    2. Switch the camera knob to “on.” Make sure the red light is on.
      1. Take off the lens cap and place it inside the shell case.
    3. Turn on the printer by pressing the button in the front and make sure the tray is on.
  21. Setting up the Surface Pro Computer.
    1. Turn the Surface Pro tablet on by pushing the side button.
    2. Swipe up and enter the code “1029.”
    3. Enter the WiFi credentials. It should be on the Event Detail, but if not, ask your contact person.
    4. Launch Darkroom software
    5. Take the Focus Target out of the computer bag.
    6. Clean the lens with a lens wipe. Lens wipes should be in the computer bag.
    7. Set the camera on AUTO FOCUS mode using the button on the side of the lens
    8. Locate “POP LIFE-TEST” on the side panel under the “EVENTS” section
    9. Go to SETTINGS>CAMERA. If the tablet is not recognizing the camera (CANON) as a source, turn the camera off, then back on. Hit refresh. If it doesn’t work, quit the DARKROOM BOOTH application and restart. Go back to SETTINGS>CAMERA.
    10. Make sure everything is set correctly. Go to the cheat sheet below [1/160, F9, ISO400 / flash 3.5 (ideal)]
    11. Go to “LiveView” and start to live view by hitting the “Test” button.
    12. Zoom in the lens to find the focus target and manually focus by turning the lens clockwise until the plus sign is in focus and very sharp
    13. Start photo session by clicking the bottom left where it says “Start Booth” and take a sample shot to check the sharpness of the Focus Target.
    14. If it looks good, then escape the Photo Session by hitting the “O” on “POP LIFE PH’O‘TO BOOTH” on the top part of the screen.
    15. Locate today’s event on the side panel and select it
    16. Go back to settings, find “LiveView,” and hit the “Test” button again.
    17. Make sure you can see most of the backdrop but not the edge of the frame. Also, make sure the height is adjusted to a 5.5-foot person.
    18. Stand in front of the camera and adjust the tilt of the camera as needed.
    19. Launch a test photo by hitting the “Start Booth” button.
    20. Take three shots, then hit one copy and enter your email ID to test the email settings.
    21. Check the printouts and your inbox to make sure everything looks good.
  22. Attach the faceplates on the front and the back
  23. Place our business cards on top of the printer, and you are ready.

In case the touch screen doesn’t work, check out this page: https://www.drivereasy.com/knowledge/surface-pro-4-touch-screen-not-working-solved/.

STEP 04 – CHECKING PAPER MEDIA.

Before starting your photo booth session, it is always a good idea to double-check your printer supplies. Go to Step 11 if you need to replace the paper/toner.

Print Setting

  1. Using the Surface Pro, go to Darkroom Booth software, click on “Global Settings” on the top right of the screen.
  2. On the left panel, click on “Printer Options.”
  3. Double click on “DNP DS620,” and a window will pop up.
  4. At the bottom of that window, you will see the status of the remaining prints. If it’s anything less than 150 prints, replace the paper and toner before starting the session.
  5. If everything looks normal, click ok and click on the top “Back to Events” button.
  6. Click “Start Booth”

GLAM BOOTH:

The Glam Booth contains the Rectangle Vertical Head, Two-Piece Legs, and a Solid Heavy Platform.

Follow the steps below to set up the Glam Photo Booth. Here, you will find all you need to set up the Glam Booth, including the head, legs, platform, and all the cables, screws, and tools you need to set it up.

The Glam Booth

  1. First, you want to take out the platform and place it on the ground.
  2. Locate the screws inside a small bag in the black case. You will find the alan wrench to screw in the screws that attached the leg onto the platform in the same bag.
  3. Take one leg out that has a flat round edge with four holes at the end of the pole. Place it on top of the base platform and begin screwing in the screws.
  4. Find the round collar ring and run it through the two cords, a USB and a Power cord. Make sure the lip/ridge of the ring is on top.
  5. Take the second part of the leg, the top pole, and run the cords through it. Make sure the threaded part is facing down, and the U-cutout is on top.
  6.  Then run the cords through the leg that is attached to the based. You might have to fish around with your fingers to pull out the power and USB heads.
  7. Once you have the cords through both legs, you screw the top leg onto the bottom one. Make sure you cup the cords on top so it doesn’t get tangled through the pipes.
  8. Next, you run the Ring Collar to the top of the pole. This is used to clamp the head onto the pole. It keeps it from moving side to side. Do not tighten it until you place the head through the pole.
  9. Grab the heavy head and gently place it on top of the pole through the ring collar. It helps to cradle it in one hand while you wiggle it through the top pole. Make sure the cords are all attached.
  10. Once the head is in place, you can tighten the Ring Collar until the head doesn’t rotate left to right.
  11. Once it’s all in place, you can plug in the power cord to the wall. Plug the USB into the printer. 
  12. Then open the side part of the head by unscrewing the two bottom rings. You should lift the side panel to the top and place it down the panel pole to keep the side panel from falling. 
  13. Turn on the power strip, and the flash unit should come on. The iPad should power up.
  14. Once the iPad is powered up, hit 872121 to get into the iPad. The next thing you need to do is to hook up the iPad to the venue, Wi-Fi.
  15. After the Wi-Fi is set, then you can launch the Fobo app on the iPad. 
  16. The template should be all loaded up and ready to start.
  17. When you finish your event, make sure you quit the app and shut down the iPad.
  18. Then begin the process in reverse to pack things up and to put them back into the case.

STEP 05 – ADDING NEW TONER AND PAPER.

In case you run out of paper during the event, don’t panic. It is super easy to replace toner and paper. Follow the steps mentioned below. Note: you always have to replace both the paper and the toner at the same time.

REPLACE THE TONER AND PAPER

  1. First, take the print catcher tray off and set it aside.
  2. Pull out the printer drawer by pulling the latch below.
  3. Take out the ribbon toner first.
  4. Place it on the floor; make sure the yellow knob is on the right.
  5. Remove the white wrapper from the new ribbon toner.
  6. Unhook the old toner by pulling up the yellow front knob, then the back, and set the old ribbon toner aside.
  7. Gently snap back in the new ribbon toner, placing it the same way the previous one was set up.
  8. Spin the knob forward, keeping the tension semi-tight
  9. Drop the Toner tray back in the printer drawer.
  10. Next, replace the paper by pinching the blue clip on the left side.
  11. The paper door lifts.
  12. Pull up the trim holder box and dump the old paper strips into the clear bag that the extra supplies came in. That same bag can dump all the old supplies.
  13. Pull the old paper spindles out.
  14. Pull the right part of the spindle off the old roll, and then pull the left part of it off too.
  15. Slide the black plastic spindles onto the new paper roll. Pull the sticker and roll the paper in.
  16. Place the spindles in and begin feeding the paper until you hear a beep. Listen carefully to hear it, especially if there is DJ music blasting everywhere.
  17. Put the trim holder box back into place.
  18. Close the paper door from above.
  19. Put the print catcher tray back on.
  20. Then push the printer drawer back in.
  21. The printer will spit out 3-4 test prints. The green light is our friend! If it doesn’t, and the light is red, then maybe the toner wasn’t put incorrectly, or the paper wasn’t fed all the way through.

STEP 06 – THE FINAL SET-UP TOUCH.

The last part of the setup will tape the power cord/rubber cover. This is the last task because you wouldn’t have to worry about re-taping if you needed to adjust the camera, table, or backdrop during setup.

After setting up your photo station, place the empty cases under a table, in a storage room, or back in the car. 

The key is to make sure everything looks clean and organized. Cords must be taped down neatly so the guests will not trip over them.

STEP 07 – HOW TO GREET THE GUESTS

After you have everything set up and ready, then you are ready to take fun photos. Here is a step-by-step guide to handling guests.

Attendant Duties

  1. First, invite the guest in and direct them where to stand.
  2. After they are in position, ask them to take one step forward from the backdrop. This way, there won’t be a hard shadow behind them in the photos. 
  3. Instruct tell them to stand close together. I would ask four of them to stand in the back, three in the middle, and three in the front for large groups.
  4.  When they’re ready to begin the photo session, let them know you will take three shots, with a 3-second gap between each shot. 
  5. Always yell out the countdown, especially if guests are not looking at the camera. Sometimes we have couples who want to take a photo of themselves kissing, but they end up turning away right before the camera takes their photos. The best thing is to tell them to wait for the flash.
  6. After the last photo is taken, count how many people were in the picture and print a copy for each one of them.
  7. Inform the guests that they can also have a digital copy by typing their phone number on the screen. 
  8. Grab the printouts and hand them to the guests while thanking them for stopping by.
  9. There is also an option to stop a photo session midway. If you started but the guest wasn’t quite ready, hit the “Cancel” button to end the session and start again.
  10. If guests walk into our photo booth zone while someone else is in mid-shot, ask them politely to wait for a few minutes for their turn.

IMPORTANT ATTENDANT ETIQUETTE 

NEVER chew gum during the photo session,

NEVER use your cell phone during the session

NEVER eat food in front of the guests

NEVER drink alcohol, even if they offer

NEVER sit during the photo session unless it is idle time

NEVER allow children to stand on top of stool/chair

ALWAYS greet the guests with a smile

ALWAYS dress in semi-formal clothes with a uniform shirt

ALWAYS have comfortable, clean, dark shoes

ALWAYS have fun!!

 LAST STEP – TEARDOWN (STUDIO BOOTH)

  1. Turn everything off—STROBE LIGHT, CAMERA, PRINTER, TABLET, then the POWER STRIP.
  2. Place the tablet in the computer bag and the printer case.
  3. Place the lens cap on the camera.
  4. Remove the beauty dish and place it in its bag.
  5. Put the strobe light cover on, remove the light, and place it in the printer bag.
  6. Unscrew the strobe light pole attachment and place it in the black shell case
  7. Unscrew the nut from the bottom of the shell and remove the plate. Lift the shell off the tripod and place it in the case. Place the plexiglass faceplates covering the front and the back in the case on top of the shell.
  8. Put the tripod away in the padded bag.
  9. Remove the tray from the printer and carefully put the printer in the black case.
  10. Unplug the extension cord and place it in the backdrop duffle bag.
  11. Break down the backdrop and put the poles in the black duffle bag along with the fabric or sequins backdrop.

###

CAMERA CHEAT SHEET:

CAMERA SETTINGS

1/125, F8, ISO200 / flash 2.5 (Outdoor Daytime)

1/125, F9, ISO400 / flash 3.5 (Indoor)

1/160, F10, ISO400 / flash 3.7 (second favorite)

–

TV/S=Shutter speed (Smaller the # goes lighter)

AV/A =F-stop (Smaller the # the backdrop goes blurry)

ISO = Light Speed (Larger the # goes lighter)

–

IMAGE STABLE: OFF

AUTOFOCUS: VARIES

WHITE BALANCE: Use Custom White Balance 

–

ISO min 200 max 800

TV/S min 1/100 to 1/160max

AV/A min 5.6 to 10

TROUBLESHOOTING OPTIONS 

PHOTOS TOO BRIGHT

Change the TV to 1/160 – 1/200 or

Change the AV to a HIGHER # (max F2) or

Change the ISO to a LOWER # (max 100)

Dim LED Lights

PHOTOS TOO DARK

Change the TV to 1/125-1/160 or

Change the AV to a LOWER # (max 4) or

Change the ISO to a HIGHER #

Turn up LED lights

PHOTOS TOO CLOSE

Turn the shaft of the lens clockwise to zoom out.

PHOTOS TOO FAR

Turn the shaft of the lens counterclockwise to zoom in.

PHOTOS LOOK BLUE OR OFF-COLOR

Check your WHITE BALANCE option. Test each one to see which is best. If you’re unsure how to do this, choose the “AUTO” option.

PHOTOS OUT OF FOCUS

Increase depth of field