Booking Terms & Conditions

1) Scope, Parties, and Acceptance

These Terms govern the booking and delivery of GAMEYARD mobile, team‑based laser‑tag services at suitable locations, including indoor spaces, outdoor spaces, and booked ice rinks, for the event described in your order confirmation or invoice (the Booking).

Client = the person or entity placing and paying for the Booking. Participants = the people who play. Venue = the physical location where the event occurs (defined in section 2).

By paying the deposit or clicking “I agree”, the Client accepts these Terms. Immediately before paying, the Client can review and correct their order; a copy of these Terms is sent by email for records. Electronic acceptance has the same effect as a signed paper agreement.

2) Where the Event Happens — Client‑Booked Venue

The Booking confirmation will identify the Venue selected by the Client.

The Client selects and supplies the Venue, which may be a suitable indoor space, outdoor space, or booked ice rink (e.g., school gym, corporate facility, community hall, private property, park, field, parking area, or ice rink). The Client must confirm that the Venue is available, that the Client has the right to use it for play, and that the Booking complies with all facility or property rules.

GAMEYARD may suggest possible venue options, but GAMEYARD does not select, arrange, book, pay for, control, or guarantee any Venue. The Client books and pays the Venue provider directly and remains responsible for venue fees, security deposits, permits, rules, schedules, restrictions, damage, cleaning, and overtime charges.

3) What GAMEYARD Provides

• Supervised laser‑tag using infrared taggers and wearable sensors; portable cover pieces (foam or sealed, non‑ride props), where appropriate, secured by location‑safe weights; field markings with cones; no anchors or tape to floors/walls; no blower during play.
• Staffing ratio: at least 1 coach per 6 active players; maximum 20 active players at one time; others rotate.
• Mandatory safety briefing; enforcement of no‑contact rules (Base Zones are no‑fire); first‑aid kit on site; sanitation of wearables between groups.
• Setup/strike windows: unless otherwise agreed, less than 30 minutes pre‑event for setup and 30 minutes post‑event for strike.

4) Client Responsibilities

• Ensure the play area is suitable for the selected event format, clear of tripping and other hazards, adequately lit or otherwise safely visible, and that exits, aisles, access routes, and required safety areas stay clear.
• Share any venue rules with GAMEYARD in advance (e.g., footwear or skate requirements, floor‑ or surface‑protection requirements, occupancy limits, permits, noise policies, and rink rules).
• Minors: provide any additional adult supervision required by the facility; ensure that each minor has a Minor & Guardian Consent accepted before play.
• Provide an accurate headcount at least 5 business days before the event and disclose any Participants who need reasonable accommodation.

5) Health, Safety, and Conduct

This is an active game. Participants must be reasonably fit, wear footwear or skates appropriate to the booked location and event format, comply with all venue requirements, and remove loose/dangling items or jewelry.

Not allowed: running into others, pushing, tackling, horseplay, climbing, or standing on cover pieces; projectiles; real or replica weapons; alcohol; drugs; vaping or smoking on or near the field.

GAMEYARD may remove any Participant who is unsafe, disruptive, or refuses to follow instructions. Fees are not reduced for removals.

6) Fees, HST, Deposit, Balance, and Overtime

Fees are due as shown at checkout and on the invoice. HST (13%) applies to taxable amounts.

A non‑refundable deposit reserves the Booking and is credited against the balance.

Client‑requested overtime is billed in 15‑minute increments at the posted rate, subject to staff and venue availability.

7) Cancellations, Rescheduling, and Venue Changes

• Reschedule: once without fee more than 7 calendar days before event time, subject to availability.
• Unforeseen issue within 24 hours: as an exception to the cancellation fees below, if the Client promptly notifies GAMEYARD of an unforeseen issue that occurs within 24 hours before the event, the Client may reschedule the Booking once without fee, subject to availability. This is a reschedule, not a refund; any charges imposed by the Venue provider remain the Client’s responsibility.
• Cancel: unless the free‑reschedule or force majeure provisions in this section apply, 50% of the event price if within 7 days; 100% if within 48 hours.
• Force majeure / unavailability: if the Venue becomes unavailable or unsafe due to circumstances beyond either party’s reasonable control (e.g., facility closure), the parties will reschedule; if rescheduling is not possible within 90 days, the Client receives a credit for a future event.
• Venue provider policies: any cancellation, late‑change, deposit, damage, cleaning, overtime, or other charges imposed by the Client’s selected Venue provider remain the Client’s responsibility and are paid directly to that provider.

8) Insurance and Certificates

GAMEYARD maintains commercial general liability insurance. For each event, a certificate of insurance naming the Venue as additional insured is available on request. Contract‑specific endorsements (e.g., primary and non‑contributory, waiver of subrogation) will be provided as available from our insurer.

9) Damage and Loss

The Client is responsible for Venue damage or GAMEYARD property damage caused by the Client or Participants beyond ordinary wear and tear.

Typical replacement costs (not penalties): tagger up to $850; sensor up to $350; foam/cover piece up to $120; charger/dock up to $60. Actual GAMEYARD property costs are invoiced after inspection. Any cleaning, repair, damage, or other charges imposed by the Client’s selected Venue provider remain the Client’s responsibility and are paid directly to that provider.

10) Liability Allocation and Cap

GAMEYARD is not responsible for injuries, losses, or damage resulting from Participant misconduct, rule violations, pre‑existing health conditions, or hazards the Client failed to disclose.

Client indemnity. To the fullest extent permitted by law, the Client will defend and indemnify GAMEYARD and the Venue from third‑party claims, fines, and costs arising from the Client’s breach of these Terms or Participant misconduct, except to the extent caused by GAMEYARD’s negligence.

Limitation of liability. For non‑personal‑injury claims, GAMEYARD’s aggregate liability is capped at the Fees paid for the Booking. This cap does not limit liability for bodily injury or death caused by GAMEYARD’s negligence, or for gross negligence or wilful misconduct.

11) Governing Law and General

Ontario law governs; the parties attorn to the courts of Ontario (Halton Region).

If any term is invalid, the remainder remains enforceable. These Terms and the order confirmation are the entire agreement and supersede prior discussions.

Nothing in these Terms limits non‑waivable consumer rights under Ontario law