Booking Terms & Conditions

1) Scope, Parties, and Acceptance

These Terms govern the booking and delivery of GAMEYARD mobile, indoor team‑based laser‑tag services 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 — Two Booking Modes

We deliver events in either mode below. The Booking confirmation will specify which applies.

1. On‑Site (Client‑Supplied Venue).

The Client supplies the space (e.g., school gym, corporate facility, community hall, private property) and confirms they have the right to use it for play. The Client remains responsible for the space, its condition, and compliance with any facility rules.

1. Hosted (Partner Venue arranged by GAMEYARD).

GAMEYARD arranges a booking with a third‑party facility. The Client agrees to follow all Partner Venue rules, schedules, and any posted restrictions. Additional venue fees or security deposits (if any) will be disclosed at checkout or in the order confirmation. If a Partner Venue imposes damage, cleaning, or overtime charges arising from the event, those amounts will be payable by the Client.

3) What GAMEYARD Provides

• Supervised indoor laser‑tag using infrared taggers and wearable sensors; static indoor cover pieces (foam or sealed, non‑ride props) secured by floor‑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 16 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, 45 minutes pre‑event for setup and 30 minutes post‑event for strike.

4) Client Responsibilities (both modes)

• Ensure the play area is indoor, clear of tripping hazards, adequately lit, and that exits/aisles stay clear.
• Share any facility rules with GAMEYARD in advance (e.g., indoor non‑marking shoes, floor‑protection requirements, occupancy limits, noise policies).
• 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 indoor non‑marking shoes, 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.
• Cancel: 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.
• Partner Venue policies: where a Partner Venue’s own cancellation/late‑change fees apply, those amounts will be passed through to the Client.

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 costs are invoiced after inspection (Partner Venues may invoice cleaning/repair charges separately).

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.