Weather Policy (Arcade Everywhere)
Effective Date: January 4, 2026
Last Updated: January 4, 2026
This Weather Policy applies to bookings with Arcade Everywhere (“AE,” “we,” “us,” “our”) where any portion of the event is planned outdoors. By booking AE services, you (“Client,” “you,” “your”) agree to this policy, 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) Safety Comes First
AE provides physical, interactive games. If weather or site conditions create a safety risk to participants, guests, staff, or equipment, AE may modify, delay, relocate, or cancel setup and operation.
AE has final say on whether conditions are safe to deliver, set up, and operate equipment.
2) Weather Monitoring and Decision Timing
To keep communication clear and avoid last-minute chaos:
48 hours before the event: AE will review the forecast and may contact you to discuss a rain plan and backup options.
24 hours before the event: AE may confirm whether the event is trending “good to go,” “needs a plan,” or “likely needs changes.”
Day-of decision window: AE will typically make a final operational call 3–6 hours before scheduled setup, unless conditions require an earlier decision.
Forecasts are imperfect. Reality wins.
3) Conditions That May Require Changes or Cancellation
Examples of conditions that may trigger a delay, relocation, reduced setup, or cancellation include (but are not limited to):
Lightning / thunderstorms in the area
High winds that could topple equipment, signage, tents, or game components
Heavy rain creating slippery surfaces or reduced visibility
Flooding, standing water, or saturated ground (mud, sinkholes, unsafe footing)
Ice, snow, freezing rain, or severe cold (when applicable)
Extreme heat that creates a safety risk for participants and staff
Venue restrictions due to weather (park closures, field closures, pavilion closures, etc.)
4) Light Rain vs. Unsafe Weather
Light rain / brief showers: AE may still proceed with outdoor setup if conditions remain reasonably safe. Some games may be adjusted, paused, or rotated.
Unsafe weather: If conditions are unsafe (including lightning risk or dangerous ground conditions), AE may suspend play or cancel outdoor operation.
If the event proceeds and later must pause/stop due to worsening conditions, refunds and credits are not guaranteed and will follow the Cancellation Policy and Booking Details.
5) Client Responsibilities: Backup Plans and Indoor Options
If your event is outdoors, you are responsible for securing a suitable backup location if you want an indoor relocation option (e.g., garage, pavilion, gym, event hall, covered area with adequate space).
If no safe alternative exists and outdoor conditions are unsafe, AE may be unable to operate as planned.
6) Modifications and Partial Setups
When weather is uncertain, AE may offer options such as:
reducing the number of games
relocating games under cover (if available)
adjusting layout to safer areas
delaying setup to avoid the worst conditions
pausing/resuming play as conditions allow
Any modifications are subject to safety, venue rules, and practical constraints.
7) Refunds, Credits, and Cancellations
Weather-related cancellations, reschedules, refunds, and credits are governed by:
your Booking Details, and/or
AE’s Cancellation & Reschedule Policy
Refunds for weather are not guaranteed unless your Booking Details explicitly state otherwise.
If AE issues a credit, credits are valid for up to six (6) months from the date of the canceled event, unless otherwise stated in writing.
8) 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.
9) Questions
For weather plan coordination, contact: contact@arcadeeverywhere.com