Terms and Conditions

Bookings:

1. In order to reserve your booking, we require a £50 deposit. The payment methods we can accept are:

(A) Cash

(B) Card over the phone

(C) Card via secure online payment link

(D) Bank Transfer

2. We cannot reserve any events without a deposit. 

(A) All deposits are non-refundable and non-transferrable.

(B) All balances must be paid in full 7 days prior to the event date.

3. Although we always aim to arrive with adequate time to set up, in the event we are delayed on arrival due to traffic or other unforeseen circumstances your booked gaming time will still be honoured but no discount or compensation will be paid. Urban Gaming Events reserve the right to cancel any booking taken at any stage up to the time of the event due to circumstances out of our control such as extremely bad weather, staff illness or any unsolvable technical issues. If an alternative date is not achievable then all deposits and/or final balances paid will be refunded in full.

(A) We aim to arrive 30 minutes before the start of your booking to set up, if you are booking us for a wedding or event, and require us to arrive earlier than this, please notify us at the time of booking, so we can take this into account.

4. Our parties are best suited for ages 7 and above. Any player below 7 years old will require a parent to be always sat with them.

5. When booking for adults/children who are neurodivergent or have additional needs, please make us aware as the gaming van can be very loud and crowded. You can let us know on your booking form or by giving us a call or email. It is up to the parents/individuals of these children/adults to provide their own safety toys, fidget spinners, ear defenders etc.

SITES:

1. It Is the event organisers responsibility to ensure there is adequate parking at the agreed location and there is adequate access to the proposed parking place. It is the event organisers responsibility to arrange and provide a flat parking space 9 meters long by 3 meters wide; about 2 cars parked back-to-back. It is your responsibility to liaise with neighbours etc that could block our access, any delays may impact on your booked gaming time. We reserve the right to abandon any event upon arrival if we cannot park safely or access the proposed space safely or without your assistance. In this event no refunds will be made of any amount. 

(A) Any parking fees are the responsibility of the event organiser.

(B) It is the event organisers responsibility to take advice from a qualified person whether the grounds are suitable to support our vehicles.

(C) If on arrival we find the venue to be unsuitable for any reason, we reserve the right to terminate the session, without compensation/refunds. The driver also has last word on where the van is parked and plugged in. Any disagreeing, rude or abusive behaviour will not be tolerated, and we reserve the right to terminate the session without compensation/refunds.

(D) We do not deem it safe to park our vehicle on the side of the road, or up the curb. We will not block any pedestrian footpaths during any event.

(E) Under no circumstances can we be held responsible for any damage to driveway or grounds that is considered to be caused by our vehicle, staff or partygoers.

(F) If parking needs to be paid for, this is the responsibility of the event organiser. If adequate parking is not available and a parking ticket is, then the payment of this ticket, would again be the event organisers responsibility. If a permit is required, this is also the responsibility of the event organiser.

2. The event organiser is responsible to provide a power socket within 25 metres of our Gaming Van, so staff can connect a PAT tested extension lead for power throughout the booking as well as access to your internet router via our 50 metre ethernet cable. Failure to provide this could mean having to abandon the event with no refunds given.

(A) In the highly unlikely event of damage to household electrics, under no circumstances can we be held responsible for any damage that is considered to have been caused by our use.

3. Urban Gaming Events cannot be held responsible for online only games such as Fortnite, being unavailable due to software updates or lack of internet signal. If this were to happen, we would revert to our normal offline gaming party using our extensive gaming library. We are in no way obliged to offer any discount to the event organiser if certain games or gameplay is unavailable due to lack of internet reception. 

HEALTH & SAFETY:

1. Although every effort is made to keep the environment around us safe and clean and in accordance with Health & Safety requirements, anyone entering our gaming van does so entirely at their own risk.

2. Our gaming van is a strictly no smoking/vaping vehicle.

(A) No food or drink is to be brought on board our gaming van.

3. Urban Gaming Events holds full Public Liability Insurance and relevant Risk Assessments which are available prior to the event or alternatively, can be provided on the day.

(A) It is the responsibility of the event organiser to notify Urban Gaming Events of any other Health and Safety paperwork they require for their event.

4. All members of staff who work for Urban Gaming Events and are over the age of 18 years old, have all had an enhanced DBS check.

 

5. Urban Gaming Events takes no responsibility for allergic reactions. We clean and disinfect our gaming van before every party. However, we cannot guarantee that this will remove all allergens. Please inform Urban Gaming Events if anyone taking part in a booking has any allergies, so that reasonable precautions can be taken. If in any doubt of guest’s safety, please do not allow them to attend the booking, doing so is at the parents’ own risk.

6. Urban Gaming Events van is very well insulated and has heaters on board as well as air-con, however we do ask that guests dress appropriately for the weather and have coats nearby, especially during the colder seasons.

7. We do not recommend this activity for anyone who suffers from epilepsy, seizures, high blood pressure or motion sickness. Urban Gaming Events takes no responsibility for triggering any attacks. Please let Urban Gaming Events know if a partygoer has any health risks prior to the event date on your booking form.

8. Urban Gaming Events takes no responsibility for the partygoers including those aged 18 and over. The event organiser and/or parents/guardians MUST always stay with partygoers, who are under the age of 18, until the event has ended.

BEHAVIOUR:

1. In the event of damage to any of our equipment or vehicle that is caused by excessively harsh treatment or vandalism and that is deemed purposeful, we reserve the right to charge the event/party organiser the full amount to repair or replace the equipment and/or abandon the event without prior warning with no refunds given.

(A) We will not tolerate bad behaviour, bad language, aggressive behaviour or threatening behaviour towards our staff or other partygoers. In the event of such acts, we reserve the right to terminate the session immediately and any money paid will be forfeited.

(B) We reserve the right to request the removal of any member of the event party from the van if there is adequate reasoning to believe they are under the influence of drugs or excessive alcohol consumption. Failure to comply to these rules may result in a stoppage of gameplay temporarily or in full. 

PHOTOGRAPHY & SOCAIL MEDIA:

1. For advertising purposes, we often like to take photos and/or videos. These we may use on our website or use on social media. Please tick the correct boxes on your booking forms to either give or reject consent from this. Please also make our team aware if you have objections to this at the event. You are also welcome to take photos as you please.

TECHNICAL ISSUES:

1. In the event of unforeseen technical issues on site resulting in less gaming time or less screens available a discount will be offered on a case-by-case basis after the event.

RESPONSIBILITIES:

1. It is the event organiser’s responsibility to ensure that parental consent is obtained from all parents/guardians of party guests to play age-related games. In the event of an out of age game being requested, the Urban Gaming Events staff will ask the event organiser for a final decision to be made.

(A) We cannot be held responsible in any way for obtaining the permission of the guests’ parents/guardians. At the beginning of your party or event, please provide us with full names of those who are prohibited from playing certain games.

2. The first 10-15 minutes of a gaming session can be very busy and loud as we try to get the players settled and gaming. Players are expected to be patient and listen whilst the staff gets everyone on board, briefed and loads their games one by one. The staff may need to be assertive to gain order and get players set up as soon as possible, so they can get the most amount of play time and enjoyment from the session.

ONLINE GAMING:

1. We will need access to your internet via our 50M Ethernet cable to connect from your router into the gaming bus.

(A) The quality of gaming will depend on your internet download speed.

(B) The number of consoles that can be run at any one time, will depend on your download speed and we cannot be held responsible for any “lagging” whist gaming is in progress.

(C) Please note the game may require an update at any point, although we update our consoles weekly, an update may be released before we are able to update it. If this is the case an update may be needed at the party. Depending on size and internet speed this can take up to 30 minutes or more.

2. Before playing, the children will be asked not to use or buy any in game currency such as V-bucks/Robucks etc. In the event this does happen, the party organiser will be held responsible in replacing what has been spent. We are in no way obliged to offer any discount to the event organiser if certain games or gameplay is unavailable due to lack of internet reception. 

3. Some games are only available online and require your Internet connection via our ethernet cable. We cannot guarantee we will always be able to get a strong enough-signal to enable online gaming. In these circumstances, we will revert to offline only gaming using our extensive gaming library.

LIMITATIONS OF USE:

1. The Urban Gaming Events van is strictly for private use ONLY i.e., private parties, weddings, privately organised events etc.

2. Urban Gaming Events does not charge to play its consoles and games, they are privately owned and are made available, completely free of charge.

3. Urban Gaming Events reserves the right to charge a hire fee for its customised van, audio visual equipment and to cover the costs of the staffs’ time, transportation and all other associated costs.

TERMs OF USE:

1. The fee stipulated by Urban Gaming Events on our website or conveyed in any other way is a hire fee for a set time period with our specially customised van and the A/V equipment, providing a one-off event environment for up to 10 people.

(A) We reserve the right to amend any service details for example pricing, service maps, time frames of events without notice. Any booked events will not be affected. 

(B) We reserve the right to add additional costs to the final payment for extended travel outside of our radius on a pay-per-mile basis. It is also the event organisers responsibility to cover any costs of Dartford Crossing charges, ULEZ and any congestion zone charges.

WORDING DEFINITION OF OUR TERMS AND CONDITIONS:

  • We (Urban Gaming Events)

  • The Company (Urban Gaming Events)

  • Us (Urban Gaming Events)

  • Our Staff (Urban Gaming Events)

  • The Van (Urban Gaming Events)

  • The Event Organiser (The person who made the booking)