Robot Photobooth · Client Guide

01

Pre-Event Checklist

Everything we need from you, tagged by priority and deadline.

Heads up

All required items should be submitted at least 7 days before your event. Optional items can be sent anytime before that. We'll send a reminder 10 days out.

Event brief — date, venue address, approximate guest count, event hours
Required
Venue contact — name, phone number, and any load-in/load-out restrictions
Required
Brand logo — vector preferred (SVG or AI); PNG at minimum 1000 px wide at 300 dpi
Required
Photo frame design — send your own or select from our template library; see §4
Required
AI photo theme direction — era, mood, colour palette, or reference images; see §4
Required
Email sender name & SMTP credentials — needed for branded photo delivery; see §4
Required
Power access — standard 120 V outlet within 6 m of the activation zone; confirm with venue
Required
Idle screen video or animation — looping 16:9 MP4, 1920×1080 px, max 60 s; see §4
Optional
Vinyl wrap artwork — full-colour custom panels for robot body; see §4 for dimensions
Optional
Custom email copy — subject line and message body for photo delivery email
Optional
Post-event gallery password — if you'd like the online gallery password-protected
Optional
Attendant meal / break area — for events longer than 4 hours, our attendant will need a 30-min break; at least one team member is with the robot at all times
Good to know

02

Event Day Timeline

What to expect from setup through teardown.

1

T-minus 45–90 min (typically ~60 min)

Our two attendants arrive for load-in & setup

Robot is assembled, charged, connected to your venue Wi-Fi or our mobile hotspot, and tested end-to-end. We need unobstructed access to the activation zone during this window.

2

~15 min before doors open (or as permitted by venue)

Final walkthrough & sign-off

Our lead attendant reviews the activation zone with your event lead. Confirm the robot's roaming path, identify any stairs or carpet edges, and agree on any restricted areas.

3

Event hours

Robot is live & roaming

The robot roams under continuous attendant supervision — one of our two attendants maintains line of sight and monitors live LiDAR and sonar data at all times. The robot engages guests, captures photos, and makes them instantly available via QR code — with optional email delivery when enabled for the event.

4

As needed

Battery charging

The robot is connected to its charging dock when idle or between interactions. It remains fully operational while charging — guests can still interact with it at the dock. No battery swaps are performed.

5

Post-event

Teardown & gallery publishing

Teardown takes approximately 30 minutes. Your post-event gallery is published within 24 hours and a summary report (photo count, email delivery stats) is emailed to you within 48 hours.

Venue logistics

The robot operates on flat, hard-surface floors and low-pile carpet. It cannot navigate stairs, loose rugs, or gravel. Please flag any flooring transitions in your venue map when you send the event brief.

03

The Robot

Hardware specs, capabilities, and operating requirements.

Specification	Detail
Model	LeRobotBooth AI Robot Photobooth
Height	Approx. 150 cm (59 in) standing; 120 cm (47 in) to touchscreen centre
Footprint	60 cm × 60 cm base; allow a 1.5 m clear radius for roaming
Camera	12 MP wide-angle, auto-focus, front-facing with ring light; optimal at 1–2 m subject distance
Touchscreen	15.6" 1080p IPS display; capacitive touch; hosts the full guest interaction UI
Printer	Separate on-site professional wireless dye-sublimation printer (not built into the robot); prints in ~30 s; output 4" × 6" or 2" × 6" strips
Battery	~2 h per charge under full load; charges on dock while remaining fully operational
Navigation	LiDAR + ultrasonic obstacle avoidance; capable of autonomous nav but always operated under direct attendant supervision — see § ROBOT·02
Wi-Fi	802.11 ac (5 GHz preferred); guest emails require live internet; if connectivity is temporarily unavailable, photos are stored locally and synced to the gallery once connection is restored; email delivery resumes automatically when back online (not a full offline-first mode — a stable connection is strongly recommended). A stable connection is required for real-time email delivery and cloud sync features.
Power (charging)	Standard 120 V / 15 A outlet; charging brick included
Operating temp	15–30 °C (59–86 °F); indoor use only
Noise level	~45 dB at 1 m in stationary conditions (quieter than normal conversation; movement and printing may be slightly higher)

§ ROBOT·02 — Supervised Navigation

While the robot is technically capable of fully autonomous navigation, all roaming is conducted under direct attendant supervision. At least one attendant maintains line of sight with the robot at all times and has access to a real-time LiDAR and sonar feed on a handheld device. The attendant can pause, redirect, or stop the robot instantly. The robot does not operate autonomously without direct attendant supervision at any point during an event. This is our standard operating procedure — it eliminates liability exposure for both us and our clients and ensures safe, predictable movement in any crowd.

04

Branding & Customisation

Every touchpoint you can personalise, with exact file specs.

Photo Frame / Overlay #photo-frame

The printed and digital photo includes a branded overlay frame. You may supply a custom design or choose from our template library.

File requirements

Format

PNG (transparent)

Print size

1200 × 1800 px

Resolution

300 dpi

Colour space

sRGB

Safe zone

40 px all sides

Strip size

600 × 1800 px

Template library

We have 20+ ready-made frame templates (seasonal, corporate, elegant, fun). If you'd like to browse them, request the template deck from your event coordinator.

Idle Screen Video / Animation #idle-screen

When no guest interaction is active, the robot's touchscreen plays a looping branded video or animation. This is your primary brand-awareness touchpoint during the event.

File requirements

Format

MP4 (H.264)

Resolution

1920 × 1080 px

Aspect ratio

16:9 landscape

Duration

15–60 s loop

Max file size

200 MB

Audio

Optional (auto-muted in busy rooms)

AI Photo Theme #ai-theme

Our AI applies a styled transformation to each guest's photo before printing and emailing. The theme is set per event and can match your brand aesthetic, event theme, or a creative direction of your choosing. Results may vary slightly per image depending on lighting and composition — we sample and approve the output with you before the event.

AI Generation Modes

Two modes are available — we confirm the right one for your event during onboarding:

Mode	Best for	Output consistency
Direct face rendering	Solo portraits; high-detail transformations	Highly consistent — same style applied identically each time
Prompt-based generation	Groups; creative/thematic scenes	Varies slightly per person — adds a sense of uniqueness to each photo

All AI outputs are generated in portrait orientation and may vary slightly per image depending on composition and lighting.

What to send us

2–5 reference images that capture the mood or visual style you want
A brief description: era, colour palette, artistic style (e.g. "1920s Art Deco, warm sepia tones, formal portrait")
Any restrictions: e.g. "no dramatic costume changes," "keep faces realistic"

We'll generate 3 sample outputs for your approval before the event. One round of revisions is included.

Vinyl Wrap — Robot Body Panels #vinyl

The robot's exterior body panels can be wrapped in full-colour custom vinyl. This is the highest-visibility branding option on the robot body. Artwork is printed and applied by our team; panels are returned to default after the event.

Front torso panel

280 × 420 mm

Primary logo placement — most visible while robot faces guests

Rear torso panel

280 × 420 mm

Ideal for event hashtag, URL, or secondary messaging

Left side panel

160 × 380 mm

Brand pattern or accent colour recommended

Right side panel

160 × 380 mm

Brand pattern or accent colour recommended

Artwork file requirements

Format

PDF or AI (vector)

Colour space

CMYK

Resolution (raster)

150 dpi minimum at actual print size

Bleed

3 mm all sides

Deadline

14 days before event

Production lead time

Vinyl printing and application requires a minimum of 7 business days. Please submit artwork at least 14 days before your event to allow for one revision round. Rush fees apply for shorter lead times.

Branded Email Delivery & SMTP #email-branding

Photos are emailed to guests in real time using your brand's sender identity. To send from your domain (e.g. photos@yourbrand.com), provide SMTP credentials. Alternatively we send from our default address (photos@lerobotbooth.ca) at no extra setup.

SMTP host

Your email provider's outgoing server hostnamee.g. smtp.gmail.com, smtp.office365.com

SMTP port

Usually 587 (TLS) or 465 (SSL)Check with your IT team if unsure

Username

The sending email addresse.g. photos@yourbrand.com

Password / App password

SMTP password or app-specific passwordFor Gmail/Microsoft 365, generate an app password in account security settings

Display name

The "From" name guests will seee.g. "Acme Corp Photo Booth"

Security note

Send SMTP credentials via our secure client portal link (provided in your booking confirmation email), not via regular email or chat. Credentials are stored encrypted and deleted within 7 days of your event.

05

Guest Experience

What guests see, touch, receive — and how photos get to them.

Photo Delivery Flow #photo-delivery

Total interaction time per guest is typically 30–60 seconds depending on queue and session flow. After a guest takes their photo, the interaction follows this sequence:

A

On-screen preview (~5 s)

AI theme is applied in real time

The guest sees their styled photo on the touchscreen. They can retake if they wish.

B

Delivery (~15 s)

Guest enters their email (optional) or scans a QR code

A QR code is always displayed on-screen for instant photo access — no email required. If email delivery is enabled for the event, guests can also type their address to receive a copy in their inbox. Guests can use either option, or both if they prefer.

C

Print (~30 s)

4×6 print from the on-site wireless printer

Guest receives a physical keepsake immediately. The branded frame overlay is baked into the print. Printed photos are provided on-site; digital versions are available via QR code or email (when enabled).

D

Email delivery (~1–3 min)

High-res digital copy sent to guest's inbox

Email includes the styled photo, your branded message, and a link to the event gallery. Sent via your SMTP or our default address.

QR code — always on

A QR code linking directly to the guest's photo is displayed on-screen at the end of every session, regardless of whether email delivery is enabled. Guests can scan and download instantly without entering any personal information.

Custom Email Template #custom-email

Email delivery is optional and toggled on per event. When enabled, you can fully customise the email subject and body. The system uses a rich-text editor with the following dynamic variables:

{{media}}

Embeds the guest's photo inline in the email body

{{media_url}}

A direct download link to the high-res image

{{cloud_link}}

Link to the guest's photo in the cloud gallery (for later access or sharing)

Default email

Subject: Your Photo Booth Media

Hi there,

Thanks for visiting our photo booth!
Your media is ready — see it below.

{{media}}

Want to view or share it later? We've saved it for you on the cloud.
{{cloud_link}}

Enjoy your moment,
LeRobotBooth Team

To use a custom template, send us your subject line and body copy (with the variable placeholders above) at least 7 days before the event. Photos can optionally be sent as attachments — let us know your preference.

Lead Capture #lead-capture

Lead capture is an optional feature that collects guest information during the event for post-event follow-up or marketing (with appropriate guest consent). It is off by default and enabled only on request.

Form fields

Any combination of: Name, Email, Phone, Text input, Multiple choice, Options choice — configured per your event needs

Trigger

Form can be shown at the Start Screen (before the session) or the Sharing Screen (after the photo is taken)

Data export

Lead data is provided to the client after the event in CSV format. Guests must have consented — we do not use collected leads for our own purposes.

Requires advance setup

Lead capture form fields and trigger timing must be confirmed at least 7 days before the event. Inform us of any consent language you require on the form.

Post-Event Gallery #post-event-gallery

Within 24 hours of your event ending, all photos are published to a private online gallery. You receive a shareable link and an admin link.

Guest share link

A clean, branded URL guests can open on any device to browse and download their photos. Optional password protection.

Admin link

Access full-resolution originals, usage analytics, and bulk download ZIP. Available for 2 weeks after your event.

Summary report

PDF summary with total photos taken, unique emails captured, email delivery success rate, and peak interaction times.

Gallery hosting

Galleries are hosted on LeRobotBooth's servers for 2 weeks. If you need extended hosting or want to migrate photos to your own platform, let us know before the event and we'll prepare a bulk export.

06

Privacy & Data

How guest photos and contact data are handled.

LeRobotBooth collects guest photos and email addresses solely for photo delivery and gallery purposes. We do not sell, share, or use guest data for our own marketing purposes.

Event Media & Marketing Use #marketing-media

Photos and short video clips captured by our team during the event may be used for LeRobotBooth's social media and marketing purposes. If you prefer that no event content be captured or used for marketing, simply let us know in advance — we will respect that preference completely, no questions asked.

Data Retention #data-retention

Data type	Retention period
Guest photos (gallery)	Retained for a limited period (typically 2–30 days depending on the event), then permanently deleted — or immediately upon client confirmation of download, whichever comes first. Individual guest photos are deleted immediately on request.
Guest email addresses	Deleted within 30 days of event. Clients may request a data export for CRM use only where explicit, documented guest consent has been obtained — we do not use it for our own marketing.
SMTP credentials	Deleted within 7 days of event
Event summary report	Retained for 1 year in client account

Data Export & Deletion Requests #data-export

To request an early deletion of all event data, or to receive a bulk export of photos and email addresses (requires evidence of guest consent), contact hello@lerobotbooth.ca with your event name and date. We respond to all data requests within 5 business days.

GDPR-aligned

Your data is hosted on secure cloud infrastructure and managed in accordance with GDPR standards.

Full data-deletion rights for every user · No sharing of personal data with third parties · No use of stored media or data for advertising or model training.

Your files stay private. For data requests or a Data Processing Agreement, contact hello@lerobotbooth.ca. We respond within 5 business days.

Robot Photobooth —Everything in one place.

Pre-Event Checklist

Event Day Timeline

The Robot

Branding & Customisation

Guest Experience

Privacy & Data

Robot Photobooth —
Everything in one place.