We accept bank transfer only for all bookings.
Booking Form & Time Zones
- Please ensure you are in a UK time zone when completing the booking form.
- If booking a party and your agreed time is not available, select the nearest time and add the correct time in the notes section.
- Once your deposit has been sent and the booking is accepted, you will receive an updated confirmation with the correct party time.
Address Changes
- Any changes to the party venue must be submitted via email with the subject line: “Address Change”.
- This ensures the request is clear and actioned correctly.
Deposit:
- A non-refundable deposit of £80 is required to secure your booking.
- Your booking is not confirmed until the deposit has been received.
Final Payment
- The remaining balance must be paid at least 7 days before the event.
- Failure to make the final payment on time may result in cancellation of your booking without a refund.
- If paying cash HAS BEEN AGRRED IN ADVANCE OF 7 DAYS, please ensure you have it ready for when we arrive as we will not be able to set up without payment.
Client Cancellations:
- Deposits are non-refundable. If your booking has been partially or fully paid, no refunds will be issued. However, you may reschedule your booking for a Monday to Thursday date.
- Notification Requirement: All cancellations or rescheduling requests must be confirmed in writing via email.
- Additional Services: Any cancellations of add-on services must also be made in writing via email. Failure to do so may result in full charges still applying.
Company Cancellations:
- We reserve the right to cancel any booking at any time due to unforeseen circumstances beyond our control. This includes, but is not limited to, severe weather conditions, staff illness, or unavoidable technical issues. In such cases, a rescheduled date will be offered.
Discretionary Cancellations:
- We also reserve the right to cancel any booking without providing a specific reason.
COVID Policy:
- If your party cannot proceed due to COVID restrictions, you will be offered a rescheduled date. For more details, please refer to our COVID policY
- Credit notes can be redeemed for a Monday to Thursday party.
- If you wish to book a weekend party, a £50 surcharge will apply.
- Once a date and time have been agreed upon, any further cancellations will render the credit note invalid and non-redeemable for another date.
- Full payment is required at the time of rebooking.
- Credit notes cannot be used in conjunction with any other offer.
- If the credit note was issued as a discount, the discount will only apply to the same service originally purchased.
- We may occasionally run special offers or discounts, which will be shared via our social media channels or email marketing.
- Discount codes must be entered in the promo code section of the booking form at the time of booking.
- Discounts cannot be applied after a booking has been completed.
- If you experience any issues entering a discount code, please contact us at info@essexgamingbus.co.uk before finalising your booking.
- Power Supply: If electrical power is unavailable at your venue, a generator will be required. Please inform us at the time of booking, and we can arrange one through an external hire company for an additional £55 fee.
- Generator Policy: Once a generator has been hired, the cost is non-refundable.
- Advance Notice: If we are not informed at least 7 days before the party that a generator is needed, your booking may be cancelled without a refund.
- Venue Suitability: If, upon arrival, we determine that the venue is unsuitable for any reason, we reserve the right to abort the session without compensation.
- Parking: We will park where directed, provided it is safe and does not obstruct the road.
- If our vehicle receives a parking ticket during the event, the party organiser is responsible for the fine.
- If a parking permit is required, it is the party organiser’s responsibility to arrange this in advance.
- Liability Disclaimer:
- We cannot be held responsible for any damage to driveways, grounds, fences, walls, or plant life caused by our vehicle, crew, or party guests.
- It is the party organiser’s responsibility to seek professional advice on whether the venue can support our 3.5-ton bus.
- By allowing us onto the premises, the party organiser accepts full responsibility for any resulting damage.
- We aim to ensure our vehicle is a safe and clean environment, in accordance with Health & Safety requirements.
- Player Capacity: We advertise a capacity of up to 19 players overall. The bus can accommodate up to 16 players inside, with up to 3 additional players outside when there is suitable safe outdoor space and weather permits. If the outdoor setup cannot operate, the indoor capacity remains 16 players.
- Everyone must remove their shoes before entering the bus.
- No smoking, food, or drink is allowed inside the gaming bus.
- In the unlikely event of a technical issue (e.g., a console not working), no compensation will be offered, but we will do our utmost to provide a suitable alternative.
- We do not tolerate bad language, aggressive behavior, or threats toward our staff or other guests. Any such behaviour will result in the session being terminated immediately, with no refund given.
- Anyone under the influence of drugs or excessive alcohol will not be allowed onboard.
- Any damage caused by excessive force or vandalism will be charged to the person named on the booking.
- The Essex Gaming Bus is best suited for players aged 7 and above. Any player under 7 must be accompanied by an adult at all times.
- Our staff member attends as the driver and to provide setup and technical assistance. They are not a party entertainer, gaming host or child supervisor. Supervision of children remains the responsibility of the party organiser, parent or guardian.
Supervision Responsibility
- While we take all reasonable steps to ensure a safe environment, the supervision of children remains the responsibility of the parent/guardian at all times.
Accidents & Injuries
- We are not liable for minor accidents such as cuts, bruises, or falls that occur during the use of our equipment or services.
- Any injuries should be reported immediately, and an accident form will be completed for record-keeping purposes.
Assumption of Risk
- By booking our services, you acknowledge that small injuries may occur in active play environments.
- Our equipment is regularly checked for safety, but we cannot be held responsible for accidents resulting from normal use or unforeseen circumstances.
Limitation of Liability
- To the fullest extent permitted by law, we shall not be held liable for any direct, indirect, or consequential damages resulting from accidents, injuries, or loss during an event.
Any claims or disputes must be submitted in writing and will be handled through our public liability insurance provider, where applicable.
Arrival & Delays:
- While we make every effort to arrive on time, we cannot be held responsible for delays due to traffic, accidents, or other unforeseen circumstances.
- If we arrive late, we will do our best to extend the session to ensure you receive the full booked time.
- If we are delayed by more than 30 minutes, our staff manager will contact you to explain the situation. You will be given the option to:
- Proceed with the party for the full duration of your booking.
- Reschedule for another date.
- Receive a full refund.
NOTE : If you choose to proceed with the party or get all your party time no further compensation will be provided.
Extreme Weather Conditions:
In the event of forecasted extreme weather conditions — including but not limited to high winds, extreme heat, or freezing temperatures — we reserve the right to contact you closer to your party date to discuss the safest and most practical option. This may include proceeding as planned or offering the opportunity to reschedule to an alternative weekday date, subject to availability or a credit note. Your safety and enjoyment are our top priority, and we will always aim to find the best solution together.
Please note: Our Gaming Bus is now fitted with full climate control, including air conditioning and heating, to keep the children comfortable all year round. To operate the climate control system, we require access to an additional standard plug socket at the booking location.
Unforeseen Circumstances:
In the event of breakdowns or technical failures, we reserve the right to offer:
- A full refund.
- An alternative date and/or time.
- If a major technical failure occurs onboard, a full refund or rescheduled session will be provided.
Photography & Social Media:
If you do not wish for photos to be taken, please inform our staff member on the day.
Use of the Essex Gaming Bus:
Your booking fee covers the private hire and delivery of our mobile gaming vehicle, together with onsite setup and technical assistance. Use of the onboard gaming equipment and games that may be available is provided during the hire at no separate charge.
Game Age Restrictions & Parental Consent
- f one child in the group is not allowed to play a particular game because of its age rating, that game will not be used for the group.
- The party organiser is responsible for making sure they have any necessary permission from parents or guardians for age-rated games.
- If a game is requested that is above a child’s recommended age range, the final decision rests with the party organiser.
- Essex Gaming Bus is not responsible for obtaining permission from individual parents or guardians.
- Our consoles contain games with different PEGI age ratings. The party organiser, parent or guardian is responsible for deciding which games children are allowed to play.
- If there are any games you do not want played during the booking, please tell our staff member at the start of the session.
A teacher, member of school staff or responsible adult must remain with the Gaming Bus at all times to supervise the children and monitor the games they access.
We have a wide range of games preloaded, as we host events for children from age 6 through to adult parties and stag dos. It is the school or event organiser’s responsibility to ensure children only access age-appropriate games.
Our staff member is responsible for setup and technical assistance only. They are not responsible for supervising, managing the behaviour of, or safeguarding the children. A teacher, member of school staff or responsible adult must remain present throughout the booking.
- Insurance: Essex Gaming Bus is fully covered by Public Liability Insurance.
- Staff Checks: All our staff members are DBS-checked for your peace of mind.
Complaints Procedure:
- If you are unhappy with our service, please email us at info@essexgamingbus.co.uk.
- Your email should include:
- A detailed explanation of your complaint.
- Any supporting evidence to substantiate your claim.
- We take all feedback seriously and will aim to resolve any issues as efficiently as possible.
Online Gaming at Your Party
If you would like to include online games at your party, please be aware of the following:
- Where possible, we will connect to your home or venue internet using our 50-metre Ethernet cable.
- Online gaming cannot be guaranteed. Performance depends on your internet connection, local network, third-party servers and online services.
- The number of consoles and players that can connect at the same time will depend on the available internet connection.
- Lag, connection issues or temporary loss of online services may occur and are outside our control.
- Some games may require updates, licence checks or account access before they can be played. Although our consoles are regularly updated, new updates may be released at any time.
- Where a personal account is required, customers must use their own account or a parent-authorised account. If they cannot sign in, alternative games will be available.
- Online gaming may reduce the number of children able to play on each console at the same time.
- Our gaming bus can accommodate up to 18 guests overall, depending on the setup and weather.
- No particular online game, game mode, online feature or number of connected players is guaranteed.
- In-game purchases are not permitted during the booking. Customers are responsible for any purchases made By agreeing to our Terms and Conditions, you are also acknowledging and accepting the information above.
If you have any questions, please contact Essex Gaming Bus before your booking.
Essex Gaming Bus is an independent business and is not affiliated with, sponsored, authorised or endorsed by any game publisher, developer, platform provider or console manufacturer.
All game titles, software, brands and trade marks belong to their respective owners. Any names mentioned on our website or marketing are used solely to identify games or equipment that may be available onboard.
Games and online features are subject to availability, internet connection, updates, account access and third-party services. No particular game, game mode, online feature or number of connected players is guaranteed.
Where a personal account is required, customers must use their own account or a parent-authorised account. If they cannot sign in, alternative games will be available.
ULEZ, congestion charges, tolls and any other road-user charges are not included in our prices. We do not check addresses for chargeable zones. Once the booking form is submitted and the full address is provided, any applicable charges will be added to the invoice.
It is the customer’s responsibility to be aware that such charges may apply.
We reserve the right to decline or cancel bookings where the location is unsuitable for our vehicle or where there are concerns relating to safe access, parking, security, ground conditions or the safety of our staff or equipment.
All locations are assessed on their individual circumstances.