Payment Policy

To secure your booking, we require a £50 non-refundable deposit. The remaining balance must be paid at least 5 business days before your event. Payments can be made by following our calendly link, bank transfer or in cash on the day of the party. For cash payments, please notify us at the time of booking. Cash payments are due to the Game Host before the party begins.

Cancellation Policy

The party booker may cancel the booking at any time, though cancellation fees may apply. The £50 deposit is non-refundable and will be retained. If a cancellation is due to exceptional circumstances (e.g., severe weather, illness, or bereavement), Ultimate Gaming Van will review the circumstances and may offer to reschedule or provide a full or partial refund. Cancellations must be emailed to enquiries@ultimategamingvan.com. We cannot process cancellations over the phone without written consent from the original party booker.
Ultimate Gaming Van reserves the right to cancel any booking due to unforeseen circumstances, such as bad weather, staff illness, or technical issues. If an alternative date cannot be arranged, any deposits or payments made will be fully refunded. If our team cannot park or access the event space safely, we reserve the right to abandon the event. In this case, no refunds will be issued.

Food & Drink Policy

To maintain a clean and safe environment, no food or drinks are permitted inside the gaming van.

Liability

If circumstances beyond our control (e.g., traffic) prevent us from fulfilling your booking, our liability is limited to a refund of any payments made. A prorated refund will be issued if there is a delay that affects the service time. Additional compensation will not be provided. In such cases, we will also offer to reschedule the booking.

Unforeseen Circumstances

In cases of serious illness, severe weather, or other hazardous conditions, we reserve the right to cancel, modify, or delay your booking. We will notify you as soon as possible and offer alternative arrangements.

Participant Safety

We prioritise a safe and enjoyable environment. If any attendee is found to be disruptive or a danger to others, we reserve the right to ask them to leave, with no refund given. Smoking is prohibited inside the van and during activities. We hold no liability for issues arising from failure to follow the Gaming Host’s instructions.

Damage Responsibility

If participants damage the Ultimate Gaming VAN or its equipment (beyond normal wear and tear), the client is responsible for repair or replacement costs. Report any damage immediately to the Gaming Host. We are not liable for any damage to driveways or grounds that may occur due to our vehicle. It is the event organiser's responsibility to ensure the location is suitable for the van.

Event Information

All information provided by ultimategamingvan.com is intended as a guide and may be adjusted without notice based on seasonal or other conditions. Details are accurate at the time of publication.

Photography

We may take photos during the event for use on our website. If you prefer no photos, please inform the Gaming Host. You are welcome to take photos, but it is the organiser’s responsibility to obtain any necessary permissions from attendees. Any published material can be removed upon request.

Age-Appropriate Gaming

It is the client’s responsibility to ensure that all party guests have parental consent to play age-appropriate games.

Complaints Procedure

If you have a complaint during your booking, please speak directly with our Gaming Host, who will try to resolve the matter. If unresolved, please submit your complaint in writing to enquiries@ultimategamingvan.com within 14 days of the event. Your feedback is valuable and will be taken seriously.

Insurance

Ultimate Gaming Van carries all necessary insurance coverage.

Parking Requirements

The client is responsible for ensuring adequate parking for the Gaming Van. If requirements are not met, the event may be canceled. Contact us if you’re unsure.

Requirements

• Parking space of approximately two and a half car spaces in length
• A clear area at the rear for safe boarding
• Access to a nearby standard plug socket
• Access to clients router for internet access
• Safe access to the location without risking damage to the van or its surroundings

Parking Restrictions

• No parking on yellow lines, steep slopes, or blocking footpaths
• The van should not obstruct traffic or be at risk of penalties
• Any parking fees must be covered by the booking party
• Extension cords used must not create hazards for others