Terms & Conditions

In order to reserve your booking we require a non refundable deposit

  • Birthday party bookings - £75 deposit. 
  • Event bookings - deposit amount dependant on hire length 

We will send a deposit invoice to your email address.

The payment methods we can accept are:
  • Cash
  • Card via secure online payment link
We can not reserve any events or dates without a deposit.

All balances must be paid in full prior to the event day



Birthday Party Hire
  • The party booker reserves the right to cancel the booking at any time during the booking process. However, bookings that are cancelled will incur some cancellation fees.
    • £75 non refundable deposit  - this will be retained
  • If the decision to cancel the party is due to exceptional circumstances such as extreme weather, severe illness or bereavement, Gaming Van UK will review its cancellation policy and where possible will attempt to rearrange the party for another date or offer a full or partial refund. All cancellations must be emailed to info@gamingvanuk.com. We are unable to action any cancellations made over the phone without written consent being provided by the initial party booker. 
Event Hire
  • The event booker reserves the right to cancel the booking at any time during the booking process. However, bookings that are cancelled 5 weeks or more of the event date will incur some cancellation fees.
    • 5 weeks or more - non refundable deposit will be retained
    • 4 weeks or less - 100% of full cost of event hire
  • If the decision to cancel the event is due to exceptional circumstances such as extreme weather, severe illness or bereavement, Gaming Van UK will review its cancellation policy and where possible will attempt to rearrange the event for another date or offer a full or partial refund. All cancellations must be emailed to info@gamingvanuk.com. We are unable to action any cancellations made over the phone without written consent being provided by the initial event booker. 
All booking hire
  • Gaming Van UK Ltd reserve the right to cancel any booking taken at any stage up to the time of the event due to circumstances out of our control such as extremely bad weather, staff illness or any unsolvable technical issues. If an alternative date is not achievable then all deposits and/or final balances paid will be refunded in full without delay.
  • We reserve the right to abandon any event upon arrival if we can not park safely or access the proposed space safely or without your assistance. In this event no refunds will be made of any amount.
The Gaming Van requires 8 metres in length to park.
  • It Is the Event organisers responsibility to ensure there is adequate parking at the agreed location, that the ground is flat enough, (slanted is not good) and there is adequate access to the proposed parking place.
  • It is your responsibility to liaise with neighbours etc that could block our access, any delays may impact on your booked Gaming time. 
  • We reserve the right to abandon any event upon arrival if we can not park safely or access the proposed space safely or without your assistance. In this event no refunds will be made of any amount.
  • Any parking fees are the responsibility of the event organizer.
  • We accept no responsibility for any damage to driveways or ground parked on during the event.

  • It is the event organisers responsibility to provide access to one standard plug sockets within 20 metres of our parked position, failure to provide this could mean having to abandon the event with no refunds given.
  • Gaming Van UK Ltd hold no responsibility in the highly unlikely event of any damage caused to the power supply for the event.
  • Should no power point be available an additional £10 charge will be made for the 2 hour hire of a generator.

  • After a booking has been confirmed, it is the party organisers responsibility to liaise with the parents or other involved parties regarding age appropriate gaming and passing onto us any limitations that they would like us to put in place during the party.
A responsible adult  is required at all times to supervise children throughout the event.
  • Any Damage caused to our Equipment or Van during the event that we deem as a result of improper behaviour or vandalism is not condoned. 
  • We reserve the right to charge to the event organizer the reasonable costs of repair or replacement and/or abandon the event without prior warning with no refunds given.
  • Gaming Van UK Ltd do not tolerate bad language, threatening or aggressive behaviour within the van or towards our staff or other members of the event, in reflection to this we reserve the right to remove anyone from the van as necessary or end the event at any time with no refunds.
  • We reserve the right to request the removal of any member of the event party from the van if there is adequate reasoning to believe they are under the influence of drugs or excessive alcohol consumption. Failure to comply to these rules may result in a stoppage of Gameplay temporarily or in full. 
A responsible adult  is required at all times to supervise children throughout the event.
  • Every effort has been made to ensure our van is safe, clean and fit for purpose and that it complies with all Health and Safety requirements but anyone entering or exiting the Gaming Van do so at their own risk.
  • No food or drink is to be consumed within our Gaming Van unless granted by our team.
  • No smoking or vaping within our Gaming Van.
  • All adult members of our staff are DBS certified.
  • Gaming Van UK Ltd have full public Liability insurance to a sum of £5m which can be requested at any time prior to the event day.
  • The Gaming Van experience is not suitable for anyone who suffers from photo sensitive conditions. We hold no responsibility over any event member who may suffer from any form of photo sensitive related incident.
  • Any Damage caused to our Equipment or Van during the event that we deem as a result of improper behaviour or vandalism is not condoned.
The Gaming Van UK Ltd is compliant with GDPR, in order to support our marketing purposes, we would request the following:
  • We will request that consent forms are completed prior to capturing any video, still or audio files for use on our website and social media platforms.
  • We love seeing all of your pictures and videos from your events, so please do continue to tag us in your posts on social media posts.
The Gaming Van is equipped to be self sufficient for online gaming via 4G.
  • In the event we are unable to source sufficient 4G due to bad positioning or in rural areas we may request the use of the event organisers Internet via Ethernet cable. 
  • If insufficient internet is still not available then every effort will be made by our staff to not allow this to affect the enjoyment of the event and offline game-play will be prioritised. 
  • We are in no way obliged to offer any discount to the event organiser if certain Games or Game-play is unavailable due to lack of internet reception. 
  • Gaming Van UK Ltd and the Van and the gaming consoles and games within are for private use only.
  • Gaming Van UK Ltd do not charge the members of any event to play on our consoles, any use is completely free of charge.
  • The fee stipulated by Gaming Van UK Ltd on our website or conveyed in any other way is a hire fee for a set time period with our specially customised van and the AV equipment, providing a one off event environment for up to 10 people. 
  • We reserve the right to amend any service details for example pricing, service maps, time frames of events without notice. Any booked events will not be affected.

Wording definition of our Terms and Conditions

We (Gaming Van UK Ltd)
The company (Gaming Van UK Ltd)
Us (Gaming Van UK Ltd)
Our Staff (Anyone representing Gaming Van UK Ltd)
The Van (The Gaming Van UK Ltd Van)