Event Planner Checklist: Setting Up Your AI Photo Booth

Why you need a checklist

An AI photo booth is powerful technology, but like any event element, it works best when properly planned. The difference between a good AI photo booth activation and a great one is not the technology — it is the preparation.

This checklist covers everything from initial planning to post-event analysis, organized by timeline. Whether this is your first AI photo booth deployment or your fiftieth, use this as your go-to reference.

6 weeks before the event

Define your objectives

Before touching any technology, answer these questions:

What is the primary purpose of the photo booth at this event?

Lead generation (trade show, conference)
Brand awareness (product launch, brand activation)
Guest entertainment (corporate event, gala, wedding)
Product showcase (virtual try-on for fashion brands)
Data collection (market research, audience insights)

Your answer shapes every decision that follows — the AI mode, the lead capture configuration, the placement, and how you measure success.

Who is your audience?

Corporate professionals (conferences, trade shows)
General consumers (brand activations, retail events)
Employees (internal events, team building)
Mixed demographic (galas, celebrations)

Different audiences respond to different transformation themes and engagement approaches.

What does success look like? Define 2-3 specific, measurable KPIs:

“Capture 300 leads with email and company name”
“Achieve 40% marketing opt-in rate”
“Generate 100+ social shares”
“90% guest participation rate”

Having clear success criteria before the event means you can actually evaluate whether it worked afterward. For a complete ROI framework, see our event ROI measurement guide.

Choose your plan and features

Plan	Credits	Best for
Starter (free)	3	Quick test/evaluation
Starter (paid)	100	Small events (under 100 guests)
Pro	400	Regular events, multiple booths
Enterprise	1,500	Large-scale, white-label

Credit consumption per mode:

Live Edit / Style Transfer: 1 credit per generation
Face Swap: 1 credit per generation
Virtual Try-On: 3 credits per generation

Estimate your total sessions and choose accordingly. A 2-day trade show with 200-400 sessions needs 200-400 credits for Style Transfer, or 600-1,200 credits if using Virtual Try-On exclusively.

Select your AI mode

Mode	Best for	Processing time	Engagement style
Style Transfer	Universal appeal, broad events	2-4 seconds	Visual amazement
Face Swap	Entertainment, social sharing	3-6 seconds	Humor and delight
Virtual Try-On	Fashion, retail, product showcase	3-8 seconds	Product discovery
Product Placement	Sponsor integration, brand campaigns	3-6 seconds	Brand immersion

You can offer multiple modes at the same event. Style Transfer + Face Swap is a popular combination that gives guests variety and encourages repeat visits. For more on choosing the right mode, see our trade show guide or corporate events guide.

4 weeks before the event

Configure your photobooth in the dashboard

Create a new photobooth in the admin dashboard
Set the event name and date range
Choose the AI mode(s)
Upload or select transformation themes/styles
For Virtual Try-On: upload your clothing catalog images
For Face Swap: upload your target character images
Set up branded templates (logo, event name, colors)

Configure lead capture

Define required fields: email (always), name, company, job title
Write quiz questions (2-3 maximum) with multiple-choice answers
Configure GDPR consent checkboxes:
- Marketing communications opt-in (unchecked by default)
- Gallery display opt-in (if using gallery)
- Data handling notice link
Set data retention period (30 days, 90 days, 1 year)
Test the delivery page flow end-to-end on your phone

Plan your hardware

Essential:

Kiosk device (tablet or touchscreen monitor with webcam)
Sturdy stand or mounting solution (eye level, approximately 150cm)
Power supply (extension cord, power strip)
Internet: primary (venue WiFi credentials) + backup (4G/5G hotspot)

Recommended:

Ring light or softbox for consistent photo quality
Gallery display screen (40-60 inch) for showing recent transformations
HDMI cable and adapter for gallery screen
Professional printer (DNP or HiTi) if offering physical prints
Print consumables (paper, ribbon) — calculate based on expected prints

Nice to have:

Branded backdrop or enclosure
Signage explaining the experience
Charging station for the backup hotspot
Gaffer tape for cable management

Plan your booth layout

The photo booth’s position within your event space significantly impacts performance:

For trade shows:

Place at the front of the booth, facing the main aisle
Angle 45 degrees toward foot traffic
Gallery screen visible from 10+ meters
Queue space for 3-5 people without blocking the aisle
See our trade show engagement strategies for detailed placement guidance

For corporate events:

Place in the social area (near food and drinks, not in a separate room)
Gallery screen visible from the main gathering area
Easy access from all parts of the venue

For weddings:

Place near the dance floor or bar area (high traffic)
Avoid direct sunlight (affects camera quality)
Consider a semi-private enclosure for comfort
See our wedding photo booth guide

2 weeks before the event

Content preparation

Finalize AI transformation themes
Test all themes with sample photos (verify quality)
Create and upload branded templates
For Virtual Try-On: verify all catalog images meet quality standards
For Face Swap: verify all character images produce good face integration
Prepare post-event follow-up email templates
Set up CRM integration for lead import (CSV format compatibility)

Staff briefing

Brief event staff on how the AI photo booth works
Demonstrate the full guest flow (capture, transform, QR, delivery)
Train staff on conversation starters: “Would you like to try our AI photo booth?” works better than “Can I scan your badge?”
Explain the lead capture flow so staff can answer guest questions
Designate a technical point person for troubleshooting
If using gesture control: demonstrate the gestures (open palm, thumbs up, peace sign)

Logistics

Confirm venue internet connectivity details (SSID, password, bandwidth)
Confirm power outlet locations at the booth
Plan cable routing for clean, safe setup
Coordinate with venue AV team if connecting to their display screens
Arrange shipping for any hardware not traveling with staff

1 week before the event

Final testing

Run a complete end-to-end test: take photo, apply AI transformation, scan QR, complete delivery form, receive photo on phone
Test internet connectivity from the venue (if possible) or verify with venue management
Test the backup internet connection (4G/5G hotspot)
Verify the analytics dashboard is recording test sessions
Test the gallery display on the actual screen you will use
If printing: do a test print to verify quality and alignment
Test quiz questions and verify responses are captured correctly

Communication

Send event attendees a teaser about the AI photo booth experience (for internal events)
Post on social media about the activation (for public events)
Prepare day-of signage (if not already done)
Finalize staff schedule and roles

Day of the event

Setup (arrive 2 hours before event start)

During the event

Monitor the analytics dashboard every 1-2 hours
Check internet connectivity periodically
Watch for queue buildup and adjust staff positioning if needed
Replace print consumables before they run out
Note any themes/styles that are particularly popular (useful for future events)
Take photos of the booth in action for your own marketing
Check battery on backup internet device

Troubleshooting quick reference

Issue	Solution
Internet drops	Switch to 4G/5G backup hotspot
Long queue	Reduce processing options to speed up flow
Kiosk unresponsive	Restart the application; check internet
Print quality issues	Check paper orientation; replace ribbon if needed
QR code not scanning	Ensure screen brightness is at maximum
Low participation	Reposition signage; have staff actively invite guests

After the event (within 48 hours)

Data and follow-up

Export all lead data as CSV from the analytics dashboard
Separate leads by consent level:
- Marketing-consented leads → import into CRM and marketing automation
- Photo-only leads → do NOT add to marketing lists
Launch follow-up email sequence within 24 hours:
- Include their AI photo (re-trigger the positive memory)
- Single clear call to action
- Segmented by quiz responses if applicable
For high-intent leads (based on quiz answers): schedule personal outreach
Share gallery URL with attendees (if gallery is still active)

Analysis

Calculate total sessions and compare to target
Calculate email capture rate and compare to benchmark (70-90%)
Calculate marketing opt-in rate and compare to benchmark (30-45%)
Calculate cost per lead: total event cost / qualified leads
Identify most popular AI themes/styles
Review quiz response distributions for audience insights
Document lessons learned for future events
Prepare ROI report for stakeholders (see our ROI framework)

Cleanup

Verify data retention period is correctly configured
Deactivate gallery after planned expiration (if time-limited)
Pack and store hardware properly
Back up any custom templates and configurations
Update your internal benchmark database with this event’s metrics

Quick-start for first-time users

If this is your first AI photo booth deployment and the full checklist feels overwhelming, here is the absolute minimum:

Sign up for a Starter plan (free for 3 credits, or 99 EUR for 100)
Create a photobooth in the dashboard with Style Transfer mode
Set up email capture on the delivery page
Prepare hardware: tablet with webcam + stable internet
Test the flow once before the event
Deploy and watch the analytics dashboard

You can add complexity (quiz questions, gallery, printing, branded templates) in subsequent events as you get comfortable with the platform. Start simple, measure results, iterate.

Summary

The checklist above covers every detail for a professional AI photo booth deployment. But here is the executive summary:

Plan: Define objectives, choose your mode, configure lead capture, prepare hardware Prepare: Test everything, brief staff, verify connectivity Execute: Monitor analytics, troubleshoot proactively, engage guests Follow up: Export data, send emails within 24 hours, calculate ROI, document learnings

Every successful AI photo booth activation follows this pattern. The technology handles the hard part (AI generation, lead capture, analytics). Your job is to put it in the right place, with the right configuration, for the right audience.

For deeper guidance on specific event types, see: