Cancellation & Reschedule Policy (Arcade Everywhere)

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

This Cancellation & Reschedule Policy applies to bookings with Arcade Everywhere (“AE,” “we,” “us,” “our”). By booking services with AE, you (“Client,” “you,” “your”) agree to the terms below, unless different terms are stated in your written booking confirmation, quote, or invoice (“Booking Details”).

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

1) Booking Confirmation and Deposits

Your date/time is not reserved until AE confirms your booking in writing and receives any required deposit. Deposits are applied to your total unless otherwise stated.

2) Client Cancellations

If you cancel, the following apply unless your Booking Details state otherwise:

A. More than 14 days before the event

Your deposit/payment may be refundable or creditable at AE’s discretion, minus any non-recoverable costs already incurred (for example: special purchases, nonrefundable vendor fees, or permits).

B. 7–14 days before the event

You may choose one of the following options:

  • 50% refund of amounts paid, or

  • 100% reschedule credit for the amount paid (subject to availability)

C. Less than 7 days before the event

Payments are non-refundable, but credit may be offered at AE’s discretion (subject to availability).

D. Same-day cancellation or denial of access

Payments are non-refundable. Any credit is at AE’s discretion.

Denial of access includes situations where AE arrives and cannot set up due to Client/venue issues (for example: venue didn’t approve, space isn’t available, access is blocked, or the setup location changes in a way that prevents safe setup).

3) Credits and Expiration

If AE issues a credit (including reschedule credit):

  • Credits are valid for up to six (6) months from the date of the canceled event, unless otherwise stated in writing.

  • Credits have no cash value and are not redeemable for cash.

  • Credits may be applied only to AE services and are subject to availability.

  • If the new booking total is higher than the original, Client is responsible for paying the difference.

4) Rescheduling

AE will make reasonable efforts to reschedule your event, subject to availability. Reschedules may include price differences due to:

  • season/demand,

  • staffing requirements,

  • travel distance,

  • package changes.

Rescheduling is not guaranteed, especially for peak weekends and short notice.

5) Weather Policy (Outdoor Events)

Weather is real and occasionally rude. If your event is outdoors:

  • Light rain/wind may not qualify for cancellation.

  • Unsafe conditions (lightning, severe storms, high winds, flooding, etc.) may require delay, modification, relocation, or cancellation.

  • If feasible, AE may offer indoor relocation or an alternative setup.

Refunds for weather are not guaranteed unless your Booking Details explicitly say otherwise.

6) AE Cancellations

If AE must cancel due to circumstances within our control, AE will offer:

  • rescheduling, or

  • a full refund of amounts paid (as applicable).

AE is not responsible for cancellations caused by events outside reasonable control (see Force Majeure).

7) Force Majeure

AE is not liable for delays or failure to perform due to events outside reasonable control, including severe weather, natural disasters, road closures, government actions, power outages, venue shutdowns, or emergencies. In these cases, AE may offer rescheduling or credit where feasible.

8) Questions

For cancellation or rescheduling requests, contact: contact@arcadeeverywhere.com