PAYMENT
We accept bank transfer only for all bookings.
1.2 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.
1.3 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 POLICY
•A non-refundable deposit of £75 is required to secure your booking.
•Your booking is not confirmed until the deposit has been received.
2.2 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.
CANCELLATIONS
• 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 NOTE 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.
OFFERS & DISCOUNTS
• 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.
REQUIREMENTS
• 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 £50 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.
ON BOARD ESSEX GAMING BUS
Onboard Essex Gaming Bus
• 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 18 players, but this is weather-dependent. The bus can accommodate 16 players inside, with an additional 2 players outside, weather permitting.
• 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 behavior 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 hosts are there to assist with gaming, but the party organiser remains responsible for the children.
- LIABILITY & SAFETY DISCLAIMER
1. 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.
2. 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.
3. 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.
4. 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.
oN THE DAY
• 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.
• If you choose to proceed with the party, no further compensation will be provided.
• 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:
• We may take photos during the event for use on our social media and website. If you do not wish for photos to be taken, please inform the host on the day.
• Use of the Essex Gaming Bus:
• When hiring the Essex Gaming Bus, you are renting the vehicle only. The use of onboard gaming equipment is complimentary.
Gaming Ratings:
Game Age Restrictions & Parental Consent
• If one child in the group is not permitted to play a game due to its age restriction, then none of the children will be allowed to play that game.
• It is the party organiser’s responsibility to obtain parental consent from all parents/guardians regarding the suitability of age-restricted games.
• If a game outside the recommended age range is requested, the final decision will be made by the party organiser. Essex Gaming Bus cannot be held responsible for obtaining permission from individual parents/guardians.
• Our consoles are preloaded with a variety of games suitable for different age groups. While we will make every effort to monitor gameplay, we cannot be held responsible if children access games outside their age range.
• If there are specific games you do not want to be played during the party, please inform your party host at the start of the event.
Essex Gaming Bus & Our Staff :
Essex Gaming Bus & Our Staff
• 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
Online Gaming at Your Party
If you would like to include online gaming at your party, please be aware of the following:
• Internet Connection Requirements:
• We will need access to your internet via our 50M Ethernet cable, which must be connected from your router to the gaming bus.
• Online gaming is not guaranteed, as it depends on your internet speed and local network performance.
• Performance & Gameplay:
• The quality of the gaming experience will depend on your internet download speed.
• The number of consoles that can run online simultaneously will vary based on your connection strength.
• Lagging or connectivity issues may occur, for which Essex Gaming Bus cannot be held responsible.
• When we advertise that up to 15 children can play Fortnite at the same time, this is entirely dependent on the strength of the customer’s internet connection. If the network cannot support 15 players, we cannot be held responsible.
• Impact on Player Numbers:
• Playing online reduces the number of children who can play at once.
• We advertise a capacity of 18 players, based on split-screen gaming across all consoles.
• Your host will do their best to ensure everyone gets a turn.
• Game Updates & In-Game Purchases:
• Our consoles are updated weekly, but new updates may be released that we are unable to install beforehand. If a game requires an update, this may take up to 30 minutes, depending on internet speed.
• In-game currency purchases (e.g., V-Bucks, Robux) are not allowed. If any purchases are made, the party organiser will be responsible for reimbursing the cost.
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, and we’ll be happy to assist.