Cancellation & Weather Policy

Our Philosophy

We understand that life happens and weather is unpredictable. Our policy is designed to be fair to both parties — we protect your investment while protecting our ability to staff and operate events reliably. When in doubt, reschedule rather than cancel. We will always work with you.

Cancellation by Client

Rescheduling by Client

• 7+ days before event: Honored at no charge, subject to calendar availability. Deposit and rate carry over in full.
• Less than 7 days before event: A $150 rescheduling fee may apply, subject to AE discretion.
• All Founders Pricing rates and bonuses carry over to the rescheduled date.

Weather Policy

AE events are designed for outdoor environments. Weather is handled as follows:

• Light rain: We may use tents or canopy coverage and continue. Light rain rarely stops an AE event.
• Heavy rain: We halt, shelter guests, and resume when safe — or pivot to an indoor alternative if available.
• Lightning or thunder: Immediate pause. 30-minute lightning protocol applies. If conditions don’t improve, we reschedule.
• Sustained winds over 25 mph: AE reserves the right to pause or cancel for equipment and participant safety.
• Active severe weather warnings: Event is rescheduled. No exceptions.

We strongly recommend identifying an indoor backup space when booking any outdoor event. With an indoor option available, most weather scenarios result in a pivot rather than a full reschedule.

Client-Initiated Weather Cancellations

If you choose to cancel due to weather concerns before AE has made a safety determination, standard cancellation policy applies (see above). We recommend waiting for our assessment before making that call — we monitor forecasts proactively in the 48 hours before your event and will communicate any concerns.

Cancellation by Arcade Everywhere

In the rare event that AE must cancel due to circumstances within our control (equipment failure, staffing emergency, etc.), you will receive a full refund of all amounts paid, or a full credit toward a rescheduled date — your choice. AE’s liability is limited to this refund and does not extend to any consequential or incidental damages.