What to Include in a Photo Booth Quote Request in San Antonio

An accurate photo booth quote starts with the details you send. When a San Antonio photo booth company knows your date, times, venue, guest count and goals up front, the first reply can be a real price instead of a list of follow-up questions.

Gather the details below, match them to the fields on A3 Rentals' free photo booth quote form, and use the checklist near the end to read the written quote you get back. It works for weddings, quinceañeras, graduations, birthdays and company events across San Antonio and the Hill Country.

Why a vague request gets a vague photo booth quote

Three things move the price more than anything else: how long the booth runs, which format you choose and what you add on top.

• Runtime: A3's 360 packages are priced by hours. Essential is $595 for 2 hours, Premium is $895 for 3 hours and Elite is $1,195 for 4 hours. Extra 360 booth hours are $150 each.
• Format: The roaming photo booth starts at $495 for 2 hours. Three hours is $645 for social and private events or $795 for corporate and branded events.
• Add-ons and travel: Branded overlays, animated intros, backdrops, print service, lead capture, extra booth time and travel are listed on the quote before you book.

If you send only 'How much for a photo booth on June 5?', the company has to guess on all three. If you send the hours, the venue and what you want guests to walk away with, the first number you see is close to the final one.

The details to send for a San Antonio photo booth quote

Copy this list into your notes and fill in what you know. 'Not sure yet' is a useful answer too, because it tells the company to recommend something instead of assuming.

1. Event date: the exact date, plus a backup date if you are flexible. Form field: Event Date.
2. Start and end time: when guests arrive, when the event ends and the window you want the booth running. Form field: Preferred Event Timing, with exact times in Additional Details.
3. Venue name and full address: the street address, not only the city, plus the room or outdoor area if you know it. Form field: Venue Name or City, with the full address in Additional Details.
4. Indoor or outdoor: and for outdoor spots, whether the area is covered and level. Additional Details.
5. Guest count: your best estimate. Form field: Estimated Guest Count, with bands for under 50, 50-100, 100-200 and 200+.
6. Event type: wedding, corporate event, quinceañera, graduation, birthday or other. Form field: Event Type.
7. Booth type: 360 photo booth, roaming photo booth, custom branding or not sure yet. Form field: Service Interest.
8. Hours of booth time: 2, 3 or 4 hours, or ask for a recommendation. Additional Details.
9. Branding: names, date, colors, hashtag or a company logo. Additional Details, or choose Custom Branding under Service Interest.
10. Sharing: how guests should get their videos at the event, and what you plan to do with the full gallery afterward. Additional Details.
11. Venue rules and paperwork: load-in times, power or equipment rules and whether the venue requires a certificate of insurance (COI) from vendors. Additional Details.
12. Budget range: a range is enough. Form field: Budget Range, with options for under $750, $750 - $1,250, $1,250 - $2,000, $2,000+ or need guidance.
13. Contact preference: call, text, email or any option. Form field: Best Follow-Up Method.

The form also asks for your name, email, phone number, an optional company name and how you heard about A3. The Additional Details box is where everything without its own field goes, and the more you put there, the faster the right package can be recommended.

How to fill in the details that change the price

Times and hours of booth time

Give the full event window and the stretch you want covered. A 6 p.m. to 11 p.m. reception does not always need the booth for all five hours; many hosts cover the part after dinner when the dance floor opens. A3's pricing page notes that most events run smoothly at 3 hours, while larger guest counts and high-visibility activations often benefit from 4. Tell the company about any hard stop, such as a venue curfew, so setup and teardown fit around it. A3 arrives 45 to 60 minutes before your event start time to set up and test.

Venue address, indoor or outdoor, and space

The full address matters for travel and for setup. A3 confirms any applicable travel fee from your venue address, so a city alone can leave that line open. For a 360 photo booth, the venue needs at least 10 ft by 10 ft of clear, level floor, 10 ft of ceiling clearance and a standard 120V outlet within 25 feet. Outdoor setups need a flat surface, a covered or shaded area and power access. If you are unsure, a couple of phone photos of the room or patio answer most questions.

The roaming booth needs no platform and no dedicated footprint, which is why it suits tight rooms and crowds that keep moving.

Guest count and group size

A range is fine. Pick the closest band on the form and note anything unusual, like a large school group or a team that wants one big shot together. On the 360 platform, A3's operators confirm how many guests can safely use it at once, so include the size of the biggest group you expect.

Booth format

If you already know, say which one. If not, describe the feel of the event. Guests gathered around a dance floor point toward a 360 booth as a destination, while a cocktail hour or networking mixer where people keep moving points toward roaming coverage. Some hosts book both, with the 360 booth as the main station and roaming for cocktail hour. The trade-offs are laid out in when a roaming photo booth works better than a fixed booth.

Branding and design

Every A3 360 package includes a custom overlay with your name, date, colors or hashtag. Logo and brand overlays are add-ons: a standard branded overlay is $150, an animated intro or outro is $350 and the full branded package is $500, per the custom branding page. On the roaming booth, a custom overlay is $100. If you want a logo, say so in the request and plan to send an SVG or a high-resolution PNG with a transparent background. A3 asks for brand assets at least 5 business days before the event, and 7 to 10 business days for animated packages. For corporate events, name one person who approves the design proof.

Sharing and keepsakes

Guests can share their videos at the event by text, email, AirDrop or QR code, and you receive a full online gallery within 48 hours. A3 asks you to confirm sharing options and venue connectivity when you request a quote, so mention it if the venue has weak cell signal or Wi-Fi. If you need a specific file format for a slideshow or a social media team, put that in the request too.

Venue rules and a certificate of insurance

Ask your venue coordinator three questions before you send the request: when vendors can load in, whether there are rules about power or equipment, and whether vendors must provide a certificate of insurance. Large venues can have firm rules. The Henry B. González Convention Center FAQ, for example, says events that need electricity must contact one of its exclusive providers, and that freight should arrive no earlier than the first contracted move-in day. If your venue requires a COI, A3 asks you to mention it in the quote request so it can confirm what it can provide.

Budget range

A budget range is not a commitment. It helps the company recommend the right runtime and add-ons instead of quoting the biggest package. For reference, A3's published photo booth packages and prices start at $595 for the 360 booth and $495 for roaming. If you have no idea yet, choose 'Need guidance.'

How you want to hear back

Pick call, text or email on the form. A3 replies by phone, text or email, and calling or texting is the fastest way to get an answer.

A sample request you can copy

Here is what a complete request looks like for a wedding reception. Swap in your own details.

• Event: wedding reception on Saturday, May 15, 2027, with Saturday, May 22 as a backup date
• Times: guests arrive at 6:00 p.m. and the venue closes at 11:30 p.m.; booth wanted 8:00 to 11:00 p.m., 3 hours
• Venue: venue name and full street address, indoor ballroom, about 150 guests
• Booth: 360 photo booth, open to adding roaming coverage for cocktail hour
• Branding: our names, date and wedding colors on the overlay
• Sharing: instant text and AirDrop for guests, plus the full gallery for a thank-you slideshow
• Venue notes: vendor load-in starts at 4:00 p.m.; the venue requires a COI from vendors, so please confirm what you can provide
• Budget: $750 - $1,250
• Best contact: text me

For a company event, add the company name, the brand files you will send, who approves the design and any lead capture you want, which A3 confirms in the written quote.

How to read the photo booth quote you get back

When the written quote arrives, check it against your request line by line before you book.

• Date, times and hours: the booth window and total hours match what you asked for, and the event start time is right.
• Package and inclusions: for an A3 360 booth, look for delivery, setup and teardown, two professional operators, unlimited sessions, the custom overlay, instant sharing and the post-event gallery.
• Add-ons itemized: each extra, such as a branded overlay, animated intro, backdrop or extra hour, appears as its own line with a price.
• Travel fee: listed, or confirmed as not applicable, for your venue address.
• Extra-hour rate: what each added hour costs. At A3 that is $150 per extra 360 booth hour, and $150 per hour for social roaming or $175 per hour for corporate roaming.
• Print and lead capture: if you asked for either, the quote spells out what is included.
• Design deadline: when brand files and approvals are due.
• Venue paperwork: a clear answer to your COI question.
• Everything you discussed: any promise from a phone call or text, such as booth placement or a song request, is written down.

The Federal Trade Commission's consumer advice on hiring a contractor makes points that carry over to any event vendor: ask for a written agreement, and make sure it includes promises made during conversations or calls. The same FTC guidance on hiring contractors says not to automatically choose the lowest bidder and to ask for an explanation when estimates differ a lot.

Comparing quotes from two companies

Line the quotes up on the same terms: same hours, same format, same inclusions. A lower price for 2 hours is not cheaper than a higher price for 3 hours if your event needs 3. Check whether operators, setup, the overlay and the online gallery are included or billed separately. For the questions that show whether a company is reliable, use how to choose a photo booth company in San Antonio, and for A3's published prices see the San Antonio photo booth rental cost breakdown.

Mistakes that slow down your quote

• Sending a city but no venue address, which leaves the travel fee open.
• Skipping the event times, so the hours have to be guessed.
• Leaving the COI question until the week of the event.
• Wanting a logo overlay without saying so, then sending files late.
• Picking a booth type you are unsure about instead of choosing 'Not Sure Yet' and asking for a recommendation.

When to send your quote request

A3 recommends booking 4 to 8 weeks ahead, especially during peak season from March through June and October through December. Last-minute dates may still be available, so it is worth checking even if your event is close. If your venue is not booked yet, say so and send the date and city you are considering; the travel fee is confirmed once you have the address. After you book, the event photo booth rental checklist helps you plan space, power, timeline and guest flow for the day itself, and the photo booth FAQ answers common setup questions.

Ready to send yours? Fill out the A3 Rentals quote request form with the details above, or call or text (281) 206-4024 for the fastest answer. A3 serves San Antonio, Austin, New Braunfels, Boerne, San Marcos, Seguin, Helotes and the surrounding Hill Country, and your written quote lists the package, any add-ons and any travel fee before you book.

Related guides

• How to choose a photo booth company in San Antonio: the vetting questions, contract terms and red flags to check before you sign.
• Event photo booth rental checklist for San Antonio: the space, power, timeline and guest-flow steps to finish after you book.
• San Antonio photo booth rental cost in 2026: what drives the price and how 360 and roaming booths compare.

Frequently asked questions

Is a photo booth quote from A3 Rentals free?

Yes. Requesting a quote through the A3 Rentals contact form is free, and A3 replies by phone, text or email.

What is the fastest way to get a photo booth quote in San Antonio?

Call or text A3 Rentals at (281) 206-4024 with your date, venue and guest count. The online form works too, and adding details in the Additional Details box speeds up the recommendation.

Do I need an exact guest count to request a quote?

No. The A3 form uses ranges of under 50, 50-100, 100-200 and 200+. Pick the closest range and note the biggest group you expect at the booth at one time.

Can I ask for a quote before my venue is booked?

Yes. Send the date and the city you are considering. Any travel fee is confirmed once you share the venue address, before you book.

Does the written quote include travel and add-ons?

At A3 Rentals, the written quote lists the package, any add-ons such as branding or extra hours, and any travel fee before you book, so you can compare it line by line with your request.

Can I change the number of hours after I get a quote?

Yes, ask for a revised quote. At A3, extra 360 booth hours are $150 each, and extra roaming hours are $150 per hour for social events or $175 per hour for corporate events.