Booking & Rental Terms (Arcade Everywhere)

Effective Date: January 4, 2026
Last Updated: January 4, 2026

These Booking & Rental Terms (“Rental Terms”) apply to rentals and event services provided by Arcade Everywhere (“AE,” “we,” “us,” “our”). By booking AE services, paying a deposit, or accepting a quote/invoice, you (“Client,” “you,” “your”) agree to these Rental Terms, along with AE’s Terms of Service, Cancellation & Reschedule Policy, and Weather Policy (collectively, the “Policies”), unless your written Booking Details state otherwise.

Contact
Email: contact@arcadeeverywhere.com
Mailing Address: 3523 Mimbro Lane, Chattanooga, TN 37412
Website: arcadeeverywhere.com

1) Booking Details Control

Your quote, invoice, or booking confirmation (“Booking Details”) describes what you booked: date, time, location, package, duration, equipment, delivery/setup terms, travel fees, staffing (Game Guide), and pricing.

If Booking Details conflict with these Rental Terms, the Booking Details control.

2) Reservation, Deposits, and Payment

  • Not reserved until confirmed: Your date/time is not reserved until AE confirms your booking in writing and receives any required deposit.

  • Deposit application: Deposits apply toward your total unless stated otherwise.

  • Final payment: Remaining balance is due by the deadline listed in Booking Details (often prior to delivery/setup).

  • Late payment: Late or incomplete payment may result in cancellation and forfeiture of deposit (where permitted).

3) Delivery, Setup, and Pickup

A. Delivery and setup windows

AE will provide an estimated delivery/setup window in your Booking Details. You are responsible for ensuring the venue/property allows access during that window.

B. Access requirements

Client must ensure:

  • clear access for delivery and setup

  • legal access and venue approval

  • reasonable proximity to the setup area (or disclosure of long distances, stairs, elevators, narrow gates, etc.)

If AE cannot deliver or set up due to Client/venue issues, it may be treated as a same-day cancellation under the Cancellation Policy.

C. Placement and layout

AE may adjust placement/layout for safety, space, ground conditions, or venue restrictions.

D. Pickup and end time

Client is responsible for having the rental area accessible at pickup. If pickup is delayed due to Client/venue issues, additional fees may apply.

4) Site Requirements (Client Responsibility)

You agree to provide a safe, suitable environment for setup and play.

A. Space

You are responsible for providing adequate space for your selected package. AE can recommend a layout, but final suitability is the Client’s responsibility.

B. Ground/surface conditions (outdoor)

Outdoor areas should be reasonably level and safe. If the ground is saturated, muddy, flooded, unstable, or otherwise unsafe, AE may reduce setup, relocate, delay, or cancel for safety.

C. Power

If any items require power (or you request powered add-ons), Client must provide safe, code-compliant power access unless AE agrees otherwise in writing.

D. Pets, hazards, and restricted areas

Keep pets, vehicles, and hazards away from the play area. Do not place equipment near open flames, grills, pools (unless pre-approved), steep slopes, or other hazards.

5) Supervision and Participant Conduct

AE’s games are physical and interactive.

  • Client supervision required: Client is fully responsible for supervising participants at all times, including minors. AE is not responsible for participant supervision, behavior, or safety, even if AE provides a Game Guide/attendant.

  • Rules and instructions: Participants must follow AE instructions and posted rules.

  • Right to pause/stop: AE may pause or stop use of any equipment due to unsafe behavior or unsafe conditions. Refunds/credits are not guaranteed in these situations.

6) Game Guide / Attendant (If Included)

If your package includes a Game Guide:

  • AE will provide general facilitation, instructions, and basic play flow support.

  • The Game Guide is not a security service and does not replace adult supervision.

  • Client remains responsible for overall event safety and participant conduct.

7) Equipment Care, Damage, Loss, and Cleaning

A. Responsibility window

Client is responsible for equipment from the time it is delivered (or made available) until AE picks it up and inspects it.

B. Proper use

Client agrees to:

  • use equipment as intended and follow instructions

  • prevent misuse, vandalism, theft, and tampering

  • keep food/drink off equipment unless allowed

  • keep equipment away from fire/extreme heat/hazardous materials

  • return all components (balls, putters, pieces, accessories)

C. Damage and replacement

Client is responsible for repair or replacement costs for:

  • broken components

  • missing items

  • damage caused by misuse, negligence, or unsafe behavior

  • damage caused by guests, pets, venue staff, or third parties

  • water damage beyond normal outdoor exposure

AE may charge the payment method on file or invoice the Client for repair/replacement costs.

D. Cleaning fees

If equipment is returned excessively dirty (mud-caked, sticky spills, paint, glitter, etc.), cleaning fees may apply.

8) Weather (Outdoor Events)

Outdoor rentals are subject to AE’s Weather Policy. AE may modify, delay, relocate, reduce, or cancel setup/operation due to unsafe weather or ground conditions.

Weather-related cancellations, reschedules, refunds, and credits follow your Booking Details and AE’s Cancellation & Reschedule Policy.

9) Travel Fees and Service Area

AE is based in Chattanooga, TN 37412. Travel fees and/or minimum booking levels may apply based on distance/drive time and package size.

Tolls, paid parking, special loading requirements, venue fees, and permits may be passed through to the Client unless explicitly included.

10) Cancellations and Rescheduling

Cancellations and rescheduling are governed by your Booking Details and AE’s Cancellation & Reschedule Policy, including rules for refunds and credits and the six (6) month credit expiration.

11) Photography and Video

AE may capture photos/video at events for marketing purposes only when permitted (host approval and venue policy compliance). If you do not want AE to capture or use event media, notify AE in writing prior to the event.

12) Limitation of Liability

To the fullest extent permitted by law:

  • AE is not liable for indirect, incidental, special, consequential, or punitive damages related to rentals or equipment use.

  • AE’s total liability related to any booking will not exceed the amount paid to AE for that booking.

Nothing in these Rental Terms limits liability where it cannot legally be limited.

13) Questions

Questions about rentals or booking terms: contact@arcadeeverywhere.com