Policies and Procedures

BOOKING AND PAYMENT TERMS:
To confirm your booking, a deposit of 50% of the total event fee is required. The
remaining balance is due 7 days before your scheduled event. An invoice with your
payment schedule will be sent to the email you provided. Failure to complete the full
payment according to the 7-day prior deadline grants Arch M Gaming the authority to
cancel the booking and retain all payments received due to client negligence.

CANCELLATION AND RESCHEDULING:
We understand that plans may change, and we aim to be as flexible as possible.
Should you need to reschedule, simply get in touch, and we will work to
accommodate a new date that suits both parties.
If in the event of cancellation below are the date terms and the forfeit charge per cent
amount:

100% of the deposit is refunded 1 month before booking
50% of the deposit is refunded 3 weeks before booking
20% of the deposit is refunded 2 weeks before the booking
ZERO deposit is refunded if cancelled 1 week before booking
It is the client’s responsibility to ensure adequate parking and accessible power for
the event. Events cancelled due to unsuitable parking or lack of power will not
receive a refund.
By booking a gaming event and paying a deposit, you are confirming your booking
with Arch M Gaming and agree to Arch M Gaming policies, which form part of your
agreement.

REFUND POLICY:
This Refund Policy applies to services booked directly from Arch M Gaming, not
through third-party booking sites. While we strive to reschedule whenever possible,
cancellations are subject to the Cancellation/Refund Eligibility policy.

CANCELLATION ELIGIBILITY:

0% refund if the location is unsuitable (e.g., steep driveway, no parking).
0% refund for not providing two 10Amp power points.
0% refund if the location requires permissions (e.g., council parks) that are not
secured. Non-refundable items include gift cards and vouchers.

REFUND ELIGIBILITY:
If an event of the customer has to cancel the party the customer has two options:

Contact the Arch M Gaming representative to reorganise the party date – this
is subject to the availability of the date selected, no extra charges will be
applied to securing a different date If it is within the time limits mentioned.
Cancelling will incur a forfeit charge on the deposit that had been paid.

CANCELLATION DUE TO COVID-19
We sanitize all equipment before and after each use.
COVID-19 has an impact on everyone’s lives. We understand that sometimes there
may be unfortunate circumstances such as illnesses that may require you to cancel
or reschedule, in this case, the above cancellation policy will be enacted.
If you have any questions in regard to Deposit or Payment systems, please
don’t hesitate and contact us via email at info@archmgaming.com.au

REFUND PROCESS:
All refund requests must be written info@archmgaming.com.au from the original
booking email. Contact customer support at info@archmgaming.com.au with the
subject "Refund Request" and provide your Invoice number and explanation.
Refunds are processed within 7 days of approval.

PUBLIC HOLIDAY SURCHARGE:
All events that are booked for any Public Holiday will incur a ten per cent (10%)
surcharge. This amount will appear on your invoice as a separate line item. Refunds
with be enacted following the refund eligibility.

TRAVEL FEE:
Our primary service area is within a 30km radius of Berrinba 4117, QLD. We also
service outside our primary area, it will incur a travel fee. The amount depends on
your distance, please contact us directly for an exact quote.

VENUE:

Council venues must be organised and paid for by the customer, with
necessary permissions for 240V power access.
Private venues should have a flat driveway; the gaming trailer requires
adequate space and safe parking.
Should our parking be delayed by not providing acceptable parking, our
booking time will commence from our arrival time.

CONDUCT:
Abuse in all forms, players not following directions, offensive or undesirable
behaviour will not be tolerated. Management reserves the right to cancel the use of
our gaming products or eject persons if misuse or anti-social behaviour is
demonstrated and not corrected.

INSURANCE:
Arch M Gaming is not responsible for guest property loss or damage and requires
safe and solid ground for trailer parking. Customers are responsible for any damage to
their premises due to the gaming trailer’s parking. Should our vehicle require towing
from the parking area, the booking customer is responsible for payment to the
service provider to recover our vehicle.

DAMAGE/INJURY:
This includes both above-ground and below ground property/equipment damage. All
liability for damages and/or injuries is the sole responsibility of the client and/or host.
This includes people entering and exiting our trailer. Ladder and steps, and we
will be there to assist.
The booking customer is liable for all equipment, including damages or loss from
misuse. Arch M Gaming has the right to charge for recovery costs or future client
refunds if damage causes scheduling disruptions.
Further to this the customer confirms to pay all invoices associated with losses or
damages within no greater than 30 days from the date of occurrence.

DEBT COLLECTION – COSTS OF RECOVERY:
The customer agrees to pay for any costs incurred by Arch M Gaming in recovering
owed payments, including debt collection and legal fees.

ARRIVAL TIME:
We aim to arrive 15-20 minutes before the event for setup. In case of delays, you will
be informed, and the full booked period will be honoured.

POWER AND INTERNET: Internet connection: We will require access to the yellow port on the back of the
internet router. Should there be a need to use our onboard 5G internet connection,
then a fee of $15 per hour is payable.

LOCATION/PARKING:
The customer is required to provide a safe area for the Mobile Theatre to park and
pull out after the event. Street fronts are preferable. Our trailer combination is very
long and we will need a minimum of 20m of space to park.
If the location is deemed unsafe for the customers, players or other guests at the
time of arrival, Arch M Gaming will request an alternative location be provided.

INVITATIONS:
We will design all of your invitations to the name and address you provide. If you
prefer to make other arrangements please contact us. Invitations will be emailed
once completed.

PRIVACY POLICY:
Arch M Gaming is committed to protecting your privacy. We will use the information
that is collected on the site for reservation purposes ONLY. We will not sell, trade, or
rent your personal information to others.

GENERATOR PETROL FEE:
We prefer to use the onsite power supply (two dedicated power ports), but if you do
require Generator Power for your event. It will cost $45 per hour extra on top of the
initial bill due to petrol consumption. Please contact us if you have any questions in
regards to your power supply options.

SEVERE/INCLEMENT WEATHER:
Arch M Gaming’s trailer was designed for all types of weather conditions. The
theatre is insulated and climate-controlled air conditioning. There may be occasions
when the weather does not want to cooperate with your scheduled party.
In the event of severe weather (lightning, very high winds, flooding and/or extremely
heavy rains) we may (and reserve the right to) reschedule your service to guarantee
the safety of you, your guests, our staff and equipment. If the threat of these storms
threatens your party and you are aware in advance (pending or anticipated tropical
storm or cyclone) please contact us to begin the rescheduling.

SUPERVISED CHILDREN:
Arch M Gaming does require a parent or responsible adult to be present inside the
trailer for children five years of age or younger. For children six years of age and
older parents may be present inside or just outside of the trailer at all times. Guests aged 16 to 18 require a parent or guardian be on the property and be contactable by the game coach should a need arise.

ALCOHOL/DRUGS:
Drugs of any sort will not be tolerated in or around the Arch M Gaming equipment.

SMOKING:
Arch M Gaming does not allow smoking in or around our mobile game theatre.

FOOD/DRINK:
Arch M Gaming does not allow any food or drinks into the mobile game theatre.
Please have your guests consume them outside of the trailer before entering.

PICTURES:
While your party is in effect the Game Coach will be taking pictures of the party from
inside the trailer. You will then be able to view these pictures on Arch M Gaming
media pages. If you do not want our Game Coach taking these pictures or posting
them please notify us via Email prior to the party. This is a service we provide to our
guests so they can be sure to capture their party as it happens.

VIDEO GAME RATINGS:
Arch M Gaming will not play any “M” rated or higher rated game in the mobile game
theatre without a request from the client before the party/event or adult approval at
the time of the event. If you wish to have “M” rated games or higher at your
party/event please contact us, indicating the game you prefer or let the Game Coach
know as soon as you can after he gets there.

Arch M Gaming Specifics:

Bookings: We arrive 20-30 minutes early for setup.
Travel Fee: Based on the distance from Berrinba 4117, QLD. See guide
provided.
Generator Petrol Fee: $45 per hour if a generator is required.
Location/Parking: Ensure a safe and big enough area for trailer parking and
pulling out after the event.
Inclement Weather: Events may be rescheduled in severe weather for safety,
rescheduling will be enacted as per the rules.
Supervision: Adults must be present for guests under 16.
Alcohol/Drugs and Smoking: Not permitted in or around the game theatre.
Pictures: Party pictures may be taken and posted on social media unless you
don’t consent prior.
Video Game Ratings: No “M” rated games will be played without client consent.

Changes to this Policy
We reserve the right to modify or update our policies at any time, without notice. Any
changes will be effective immediately upon posting on our website.

Get in contact with us

0490 410 458

info@archmgaming.com.au

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