Urban Gamers – Booking Terms & Conditions
💷 Deposits & Payments
❌ Cancellations & Rescheduling
⚡ Power Supply & Generator
🚐 Parking & Access
🌧️ Weather Conditions
⏰ Arrival & Delays
👨👩👧 Adult Supervision
🎮 Gaming Equipment
🥽 VR Experience
💥 Damage & Liability
📸 Photography & Video
🔒 Privacy
Last Updated: August 2026
These Booking Terms & Conditions apply to bookings made with Urban Gamers for our mobile gaming van services.
Please read these terms carefully before paying your deposit. By paying the deposit required to secure your booking, the Lead Booker confirms that they have read, understood and agree to these Booking Terms & Conditions.
1. About Urban Gamers
Urban Gamers is a family-run mobile gaming entertainment business based in Essex, providing mobile gaming experiences for birthdays, private parties and other events.
Our gaming van travels to the location agreed with the customer at the time of booking.
2. The Lead Booker
The person named on the booking is referred to throughout these terms as the Lead Booker.
The Lead Booker must be aged 18 or over and is responsible for:
Providing accurate information when making the booking.
Making payments relating to the booking.
Ensuring the requirements within these terms are met.
The behavior of children and other guests attending the event.
Informing Urban Gamers of any changes that could affect the booking.
3. Enquiries & Provisional Bookings
Submitting an enquiry through our website, email, telephone or social media does not constitute a confirmed booking.
Once Urban Gamers has checked availability and agreed the party details, we may provisionally hold the requested date and time while awaiting the deposit.
A booking is not secured until the £50 deposit has been received and Urban Gamers has confirmed the booking.
4. £50 Booking Deposit
A £50 deposit is required to secure your chosen date and time.
The Lead Booker must read these Booking Terms & Conditions before paying the deposit.
By paying the £50 deposit, the Lead Booker confirms acceptance of these terms.
Where the Lead Booker subsequently cancels a confirmed booking, Urban Gamers may retain the £50 deposit where it represents reasonable losses arising directly from the cancellation.
If Urban Gamers cancels the booking in circumstances where the Lead Booker is not responsible and an alternative date cannot be agreed, the deposit will be refunded.
Nothing in this section affects the Lead Booker's statutory consumer rights.
This distinction matters because UK consumer guidance says businesses can protect themselves against genuine losses following a customer cancellation, but blanket terms allowing deposits to be kept regardless of the circumstances are likely to be unfair.
5. Remaining Balance
The remaining balance must be paid no later than 7 days before the party date.
Urban Gamers will provide the Lead Booker with details of the outstanding balance.
If payment has not been received by the due date, we will contact the Lead Booker and provide a reasonable opportunity to make the outstanding payment.
If payment remains outstanding, Urban Gamers may cancel the booking.
Any amounts retained following cancellation will be limited to what Urban Gamers is legally entitled to retain in respect of losses directly resulting from the customer's breach.
I prefer this to simply saying “if it isn't paid exactly seven days before, your party is automatically cancelled.” It gives you the right to cancel for non-payment while avoiding an unnecessarily harsh automatic cancellation clause. CMA guidance says businesses should be particularly careful with terms allowing cancellation for minor breaches or without reasonable notice.
6. Customer Cancellations
If you need to cancel your party, please contact Urban Gamers as soon as possible.
Where possible, we may agree to move the booking to another available date.
If the Lead Booker cancels, Urban Gamers may retain amounts reasonably necessary to cover losses directly resulting from the cancellation.
We will take reasonable steps to reduce our losses where possible, including taking account of whether the cancelled date can reasonably be rebooked.
Cancellation charges will not be used as a penalty.
7. Cancellations by Urban Gamers
If Urban Gamers is unable to provide the booked service due to circumstances within our reasonable control, we will contact the Lead Booker as soon as possible.
Depending upon the circumstances, we may offer:
An alternative available date; or
An appropriate refund of payments made for services we are unable to provide.
8. Power Supply
The Urban Gamers gaming van requires access to a suitable household electrical supply at the event location.
The Lead Booker must ensure that the agreed electrical supply is accessible and available when we arrive.
If electrical power is unavailable, a generator will be required.
The Lead Booker should inform Urban Gamers when making the booking if a generator will be needed.
9. Generator Hire
Where required, Urban Gamers can arrange generator hire through an external hire provider for an additional £55, subject to availability.
If the Lead Booker discovers after booking that a generator is required, they should inform Urban Gamers as soon as possible and, wherever practicable, at least 7 days before the party.
We cannot guarantee generator availability at short notice.
Where Urban Gamers has already incurred an external generator-hire cost that cannot reasonably be recovered following a customer cancellation, that reasonable cost may be payable by the Lead Booker.
10. Parking & Access
The Lead Booker must ensure that there is a safe, suitable and legal location for the Urban Gamers van to park.
There must be sufficient space for the vehicle and safe access for guests and staff.
The Lead Booker must tell us about any:
Parking restrictions.
Parking permits.
Height or width restrictions.
Restricted roads.
Access difficulties.
Other known circumstances that may affect our ability to reach or park at the venue.
Urban Gamers staff will not park somewhere they reasonably believe is illegal or unsafe.
Where a permit is required, the Lead Booker is responsible for arranging it before the event.
If a parking charge or penalty results directly from inaccurate information or an instruction from the Lead Booker concerning the agreed parking arrangements, Urban Gamers may seek reimbursement where legally appropriate.
11. Driveways & Private Property
If the Lead Booker asks Urban Gamers to drive or park on a driveway, private road, grassed area or other private surface, the Lead Booker is responsible for ensuring that the area is suitable for the size and weight of our vehicle.
Please tell us about known hazards including weak surfaces, underground structures, restricted access or other circumstances that could make access unsuitable.
Our staff may refuse to drive or park somewhere they reasonably believe is unsafe or unsuitable.
Nothing in these terms excludes Urban Gamers' responsibility for damage caused by our own negligence or failure to exercise reasonable care and skill.
12. Unsuitable Locations
If we arrive and reasonably determine that the location cannot be safely or legally accessed or used, we will first try to identify a reasonable alternative where practicable.
If the party cannot proceed because material information about access, parking, power or the venue provided by the Lead Booker was inaccurate or incomplete, any refund or cancellation charge will be determined in accordance with these terms and applicable consumer law.
13. Arrival & Delays
Urban Gamers will make reasonable efforts to arrive with sufficient time to prepare for the agreed party start time.
Occasionally, delays may occur due to traffic, accidents, road closures, vehicle problems or circumstances outside our reasonable control.
If we expect to be significantly delayed, we will contact the Lead Booker as soon as reasonably possible.
Where Urban Gamers arrives late, we will make reasonable efforts to provide the full booked gaming time, including extending the finishing time where reasonably possible.
If a significant delay means we cannot provide the booked service as agreed, we will discuss appropriate options with the Lead Booker, which may include proceeding with revised arrangements, rescheduling or an appropriate refund.
That's essentially what the other company's 30-minute rule is trying to achieve, but I wouldn't promise an automatic full refund at exactly 30 minutes unless that's a policy you specifically want to commit Urban Gamers to.
14. Customer Delays
Guests should be ready to begin at the agreed start time.
If the party starts late because the Lead Booker or guests are not ready, we cannot guarantee that the finishing time can be extended, particularly where another booking follows.
15. Extreme Weather
Because Urban Gamers operates a mobile gaming van, severe weather can occasionally affect our ability to travel or operate safely.
This may include severe winds, extreme temperatures, flooding, snow, ice or other dangerous conditions.
Safety will always take priority.
Where severe weather is forecast, Urban Gamers may contact the Lead Booker before the event to discuss the safest practical option.
Depending on the circumstances, this may include:
Proceeding as planned.
Adjusting arrangements where reasonably possible.
Rescheduling to another available date.
Other appropriate arrangements agreed with the Lead Booker.
We will not use this clause to avoid responsibility for circumstances that are reasonably within Urban Gamers' control.
16. Adult Supervision
For children's parties, a responsible adult must remain available throughout the booking.
Urban Gamers staff host and operate the gaming experience but do not replace parental or guardian supervision.
17. Guest Behavior
Guests must:
Follow reasonable instructions from Urban Gamers staff.
Treat our van and equipment with care.
Behave respectfully towards staff and other guests.
Avoid dangerous, aggressive or abusive behavior.
Urban Gamers may remove an individual from the gaming van where reasonably necessary for safety.
Serious or persistent behavior that places guests, staff or equipment at risk may result in the party being stopped.
18. Food & Drinks
Urban Gamers does not provide food or drinks as part of our standard gaming packages.
Unless specifically agreed otherwise, food and drinks must not be consumed inside the gaming van or around gaming equipment.
19. Damage to the Van & Equipment
The Lead Booker is responsible for the conduct of guests attending their booking.
All guests must treat the Urban Gamers van, consoles, controllers, screens, VR equipment and other property with reasonable care.
Where our vehicle or equipment is damaged as a direct result of deliberate, reckless or negligent behavior by the Lead Booker or someone attending their party, Urban Gamers may seek reimbursement from the Lead Booker for the reasonable cost of repair or replacement.
The Lead Booker is not responsible for normal wear and tear, equipment failure or damage that was not caused by their party.
20. Gaming Equipment & Technical Problems
Urban Gamers will make reasonable efforts to ensure equipment is working correctly.
Individual games, consoles, online services or equipment may occasionally be affected by technical faults, software updates or circumstances outside our reasonable control.
Where this happens, we will make reasonable efforts to provide a suitable alternative.
If a significant vehicle or equipment failure prevents us from providing the booked service, we will discuss an appropriate remedy with the Lead Booker, which may include rescheduling or a refund for services that cannot be provided.
21. VR Experience
Where the booked package includes VR, guests must follow the safety instructions provided by Urban Gamers.
Parents/guardians remain responsible for deciding whether VR participation is appropriate for their child, taking account of applicable manufacturer guidance.
Urban Gamers may prevent or stop VR use where our staff reasonably consider its use unsafe.
22. Health & Safety
Urban Gamers will take reasonable steps to provide a safe gaming environment and will provide its services with reasonable care and skill.
Guests must follow reasonable safety instructions from our staff.
Nothing in these terms excludes liability where doing so would be unlawful.
23. Photography & Video
Urban Gamers may occasionally wish to take photographs or videos at parties for promotional purposes.
Identifiable photographs or videos of children will only be used where appropriate permission has been obtained.
Permission is optional. Refusing photography permission will not affect your booking.
24. Privacy
Personal information collected during the booking process will be handled in accordance with our Privacy Policy and applicable UK data protection requirements.
25. Consumer Rights
Nothing in these Booking Terms & Conditions affects your statutory consumer rights.
Urban Gamers will provide its services with reasonable care and skill as required by applicable consumer law. Consumer terms must also be fair and transparent.
26. Changes to These Terms
Urban Gamers may update these Booking Terms & Conditions for future bookings.
Unless required by law or agreed with the Lead Booker, changes will not retrospectively alter the terms applying to an existing confirmed booking.
27. Contact Urban Gamers
Urban Gamers
📧 info@urbangamers.co.uk
🌐 www.urbangamers.co.uk
📍 Essex, United Kingdom