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Client Guide
Time Travel Photobooth

Time Travel Photobooth —
Everything in one place.

Your complete reference for the AI-powered vintage portrait experience — from era selection and photo frame design to setup requirements and guest delivery. Bookmark and share with your event team.

Updated April 2026
Toronto, ON
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. The AI era/theme direction should arrive at least 10 days out so we can calibrate the model and run test outputs for your approval.
  • 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 vintage/era-themed template library; see §4
    Required
  • AI time-travel theme direction — era, visual style, reference images; the more specific the better; see §4
    Required
  • Email sender name & SMTP credentials — needed for branded photo delivery; see §4
    Required
  • Power access — standard 120 V outlet within 4 m of the booth zone; confirm with venue
    Required
  • Idle screen video or animation — looping 16:9 MP4, 1920×1080 px, max 60 s; vintage-themed works especially well; see §4
    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
  • Props / costume elements — hats, jewellery, or era-appropriate accessories for guests to use enhance the experience significantly
    Optional
  • Operator meal / break area — for events longer than 4 hours our operator will need a 30-min break
    Good to know
02

Event Day Timeline

What to expect from setup through teardown.

1
T-minus 60–90 min
Operator arrives for load-in & booth setup
Camera, touchscreen, printer, backdrop, and props are assembled and positioned. The AI theme and idle screen are loaded, a test photo is taken and processed, and print quality is confirmed. We need unobstructed access to the booth zone during this window.
2
15 min before doors open
Final walkthrough & sign-off
Operator reviews the booth area with your event lead. Confirm lighting conditions (dim venue lighting affects camera quality — bring supplemental lighting if needed), prop placement, and queue direction.
3
Event hours
Booth is live — guests step in for their portrait
Guests approach the booth, interact with the touchscreen, choose their era (if multiple themes are configured), take their photo, receive an on-screen AI preview, and proceed to print and email delivery.
4
Per session
~2–3 min per guest interaction
Interaction time includes photo capture, AI processing, on-screen preview, email entry, and print. Groups of 2–3 guests can use the booth together for a shared portrait.
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 lighting
The Time Travel Photobooth produces the best results with controlled, soft lighting. We bring a ring light and portable backdrop, but a dedicated corner or alcove in the venue with consistent ambient light is ideal. Avoid positioning the booth directly beneath harsh overhead spotlights or in front of bright windows.
03

The Booth Setup

Hardware specs, capabilities, and space requirements.

SpecificationDetail
Setup typeStationary station — no roaming, wheels, or autonomous navigation; designed for a fixed booth area
FootprintApprox. 200 cm × 150 cm — includes backdrop stand, camera on tripod, touchscreen kiosk, printer table, and 1 m guest standing zone
Camera24 MP mirrorless; adjustable focal length; ring light included; optimal subject distance 1.2–1.8 m
Touchscreen kiosk15.6" 1080p IPS capacitive display on adjustable-height stand; handles full guest UI interaction
PrinterDye-sublimation thermal; approx. 30 s print time; output 4" × 6" or 2" × 6" strip; archival quality
BackdropPortable 200 × 230 cm stand with a neutral dark/cream backdrop included; custom printed backdrops available on request
AI processingOn-device GPU; average transformation time ~10–20 s per photo; no cloud upload required
Wi-Fi802.11 ac (5 GHz preferred); required for email delivery; offline mode available (no email, gallery only)
PowerStandard 120 V / 15 A outlet; all components share one power strip (included)
Noise level~35 dB at 1 m — near-silent operation; printer audible during print (~45 dB)
Operating temp15–30 °C (59–86 °F); indoor use only
What makes this different from a standard photobooth
The Time Travel Photobooth doesn't just apply a filter. The AI reconstructs the guest as a period-accurate historical portrait subject — adjusting lighting, texture, clothing, and background to match the selected era. The result looks like a photograph taken in another century, not a modern photo with an effect applied.
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. For the Time Travel experience, frames that complement the era — ornate borders, sepia-toned edges, vintage typography — tend to perform best. You may supply a custom design or select from our era-themed 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
Era-themed template library
We have 15+ frame templates designed specifically for the Time Travel experience — Victorian, 1920s Art Deco, 1940s wartime, 1960s mod, and more. Request the template deck from your event coordinator to browse.
Idle Screen Video / Animation #idle-screen

When no guest is interacting with the booth, the touchscreen plays a looping branded video or animation. For the Time Travel experience, atmospheric vintage footage, era-specific visuals, or a slow-motion showcase of previous guest portraits work particularly well as idle content.

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 noisy rooms)
AI Time-Travel Theme #ai-theme

The AI theme is the centrepiece of this experience. Each guest's photo is transformed into a period-accurate historical portrait — the most important and event-defining creative decision you'll make. The theme is set per event; multiple era options can be offered (guests choose at the kiosk) for larger events.

Popular era selections

Victorian (1837–1901)
Formal oil-painting aesthetic. Dark, rich tones. Elaborate dress. High collars, tailcoats. Timeless and striking.
Edwardian (1900–1910)
Early photographic look. Sepia tones, soft focus. Slightly more casual than Victorian. Great for heritage events.
1920s Art Deco
Glamorous, high-contrast. Jazz Age fashion, feathered headbands, pearl necklaces. Gold and black tones.
1940s Wartime
Black-and-white film look. Uniforms, victory rolls, period-accurate styling. Sentimental and cinematic.
1960s Mod
Vibrant pop-art colours, graphic patterns, geometric fashion. Fun and energetic. Great for creative brand events.
Custom era
Renaissance, Ancient Rome, Edo Japan, Wild West — any era is achievable with reference images and enough lead time.
What to send us
  • The era(s) you want — be as specific as possible (e.g. "1920s Paris, Art Deco, warm amber tones" rather than just "vintage")
  • 2–5 reference images: portrait paintings, period photos, or film stills that capture the exact aesthetic
  • Any restrictions: "keep faces fully realistic," "no extreme costume transformations," "allow couples in the booth together," etc.
  • Whether guests choose their era at the kiosk (multi-theme mode) or all guests get the same transformation (single-theme mode)
We generate 3–5 sample outputs for your approval before the event. One round of theme revisions is included.
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

After a guest steps into the booth, the interaction follows this sequence:

A
Era selection (~15 s)
Guest chooses their time period on the touchscreen
If multi-theme mode is configured, guests scroll through era options with preview examples. In single-theme mode this step is skipped.
B
Photo capture (~10 s)
Countdown and camera capture
The touchscreen shows a countdown. The camera fires. The ring light ensures even, flattering exposure. Groups of 2–3 can be captured in the same frame.
C
AI transformation (~15–20 s)
Portrait is transported to another era
The touchscreen shows a loading animation (optionally themed — e.g. a spinning clockface). The AI reconstructs the guest as a period portrait. The reveal on-screen is the centrepiece moment.
D
Email entry (~15 s)
Guest types their email to receive the photo
Touchscreen keyboard or QR tap-to-fill. Email is validated in real time. Guest can also skip email and receive print only.
E
Print (~30 s)
4×6 archival print ejects from the booth printer
The branded frame overlay is baked into the print. Guest receives a physical keepsake that genuinely looks like a historical artefact.
F
Email delivery (~1–3 min)
High-res digital copy sent to guest's inbox
Email includes the transformed portrait, your branded message, and a link to the event gallery. Sent via your SMTP or our default address.
Custom Email Content #custom-email

You can customise the subject line, preheader text, and body copy of the delivery email. For the Time Travel experience, leaning into the era narrative in the email copy lands exceptionally well. By default we use:

Default email copy
Subject: Your portrait from [Event Name] — from another time.
Body: "The machine worked. Here's your portrait from across the centuries — download it below and share it with #[EventHashtag]. We hope you enjoyed your journey."

To provide custom copy, send a plain-text version of your subject line and message body at least 7 days before the event.

Post-Event Gallery #post-event-gallery

Within 24 hours of your event ending, all portraits 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 portrait. 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 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 marketing. The AI transformation is processed entirely on-device; source photos are not sent to external servers.

Data Retention #data-retention
Data typeRetention period
Source photos (on-device)Processed locally; source image deleted immediately after AI transformation
Transformed portraits (gallery)2 weeks after event, then auto-deleted unless extended hosting is requested
Guest email addressesDeleted within 30 days of event unless client requests data export (with documented guest consent)
SMTP credentialsDeleted within 7 days of event
Event summary reportRetained 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 portraits 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 compliant
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.