Booking Confirmation

• All bookings require a £95 non-refundable deposit via bank transfer to secure your event date. Please note that your booking will not be confirmed until the payment has been paid and cleared.

• Final balance must be paid and cleared 7 days prior to event commencement.

 

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Cancellation / Refund Policy

• RPG reserves the right to cancel, alter or delay a booking if circumstances beyond our control require us to do so. This is in order to protect the safety of our employees or participants, and may include, but not limited to, serious illness and severe weather. Whereby this is required, RPG will work with you to offer a full refund, or arrangement of an alternative date.

• If you need to cancel your event booking, our policy is as follows:

1. Cancellations MUST be notified in writing via email.

2. If cancellation is received more than 2 weeks prior to your event, we will refund 100% of your money paid.

3. If cancellation is received within 2 weeks of your event, no refund will be issued.

 

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Site Requirements

• For our gaming van, we require a flat parking space of 9 metres long by 3 metres wide.

• The van must be parked so that the attendees can board the van safely from the passenger side.

• Please note that the van CANNOT be parked where:

• it may be causing an obstruction to other vehicles;

• there are yellow or red lines;

• there are parking restrictions;

• there are parking fees (unless the event organiser arranges to pay these upfront);

• where extension leads would have to cross the road or footpath.

• PLEASE NOTE: RPG members of staff have the final say as to whether a space is adequate. We will work with you to find an alternative space if your initial option is insufficient. However, we reserve the right to leave, without refund, if no agreement is reached. 

• It is the event organiser’s responsibility to provide a power socket no further than 20m from the designated parking area.

• It is also the event organiser’s responsibility to ensure that the grounds selected are adequate to hold the gaming van. We take no accountability for damage caused to property in the instance it has not been assessed properly.

• Whilst RPG has access to our own 4G signal, we may require the use of the event organiser’s Wi-Fi connection if our signal is low. If this is not possible, please note that we would switch to our extensive gaming library offline.

 

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Health and Safety

• All RPG employees over the age of 18 years old have had an enhanced DBS check.

• No food or drink is allowed to be consumed on the gaming van or in our pop-up arcade.

• Smoking is prohibited in both our gaming van and pop-up arcade.

• Although the van and all console controls are thoroughly cleaned and disinfected after every use, we take no responsibility for any allergic reactions that may occur, and participants enter the van at their own risk.

• Full Public Liability Insurance is held by RPG. The current certificate, and relevant risk assessments are available to view on request.

• RPG does not recommend our gaming van for use by people who suffer from epilepsy, seizures, motion sickness or high blood pressure. We will take no responsibility for occurrences brought on by our strobe lighting.

 

 

Terms of Hire

• We aim to arrive 20-30 minutes prior to the start of your event to set up. In the event of late arrival due to traffic delays we will inform you as soon as we can, and continue the session until we have restored the agreed booking time.

• We endeavour to match players to games that are age appropriate. However, we know that this is not always possible and therefore a parent or guardian will be required to sign a consent waiver for each player under 18 BEFORE the beginning of an event. This is the event organiser’s responsibility.

• We reserve the right the right to immediately terminate the event without refund or compensation if:

• Any of our equipment, or the van itself, is damaged due to excessive force or vandalism (the full amount to repair or replace will be charged to the event organiser).

• Any of our employees or other event attendees are subjected to bad language, or aggressive and threatening behaviour.

• RPG recommend our gaming van for users aged 7 and above. If younger participants wish to take part, then a responsible adult would need to be present at all times.

 

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Media

• We may take photographs and videos during your event strictly for our social media platforms and website. If you do not consent to your image being used for marketing or advertising purposes, then notification must be received via email beforehand.

• Please note that if attendees of the event are under 18, parents or guardians can notify us of their request via the waiver form.

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Data Protection

• These terms and conditions incorporate our Privacy Policy. By signing these terms and conditions, you confirm that you have read and understood the terms of that Privacy Policy.