Cancellation and Refund Policy

This policy outlines the terms and conditions regarding cancellations, refunds, rescheduling, and other related matters for all event packages offered. Our goal is to provide clarity and fairness to our clients while ensuring the sustainability of our services.

For any questions or concerns, please contact us at [email protected].

Table of Contents

  1. General Overview
  2. Event Packages
    • Bronze Package - $5,000
    • Silver Package - $7,500
    • Gold Package - $10,000
    • Platinum Package - $15,000
  3. Refund Policy
  4. Rescheduling Policy
  5. Exceptional Circumstances
  6. Non-Refundable Expenses
  7. Force Majeure
  8. Transferability
  9. Communication and Notifications
  10. Policy Updates and Amendments
  11. Acceptance of Terms

General Overview

  • Deposit (25%): Required at booking to secure your event date.
  • Remaining Balance (75%): Due 30 days before the event.
  • Refunds: Available based on a tiered schedule, less any platform, credit card, or associated fees. Eligible refunds will be returned within 90 days.
  • Rescheduling: Allowed up to three (3) times within an 18-month period.
  • Non-Refundable Expenses: Certain costs may be deducted from refunds.
  • Contact Information: For all inquiries, email [email protected].

Event Packages

Bronze Package - $5,000

Simple Summary:

  • Experience: 1 full day of immersive gameplay for up to 6 players.
  • Ideal For: Special occasions like parties, birthdays, and celebrations.
  • Payment: $1,250 deposit at booking; $3,750 balance due 30 days before the event.
  • Refunds: Based on a tiered schedule; see details below. Eligible refunds will be returned within 90 days.

Detailed Policy:

  • Deposit (25%): $1,250 due at booking.
  • Remaining Balance (75%): $3,750 due 30 days before the event.
  • Refund Eligibility:
    • 90+ days before event: Full refund of deposit and any payments made.
    • 89-60 days before event: 50% refund of deposit.
    • 59-31 days before event: 25% refund of deposit.
    • 30 days or less: No refund.
  • All refunds are less platform, credit card, and associated fees.
  • Refund Timeline: Eligible refunds will be processed and returned within 90 days.

Silver Package - $7,500

Simple Summary:

  • Experience: 3 days of gameplay, totaling 24+ hours for up to 6 players.
  • Ideal For: Groups seeking an exceptional D&D experience.
  • Payment: $1,875 deposit at booking; $5,625 balance due 30 days before the event.
  • Refunds: Based on a tiered schedule; see details below. Eligible refunds will be returned within 90 days.

Detailed Policy:

  • Deposit (25%): $1,875 due at booking.
  • Remaining Balance (75%): $5,625 due 30 days before the event.
  • Refund Eligibility:
    • 90+ days before event: Full refund of deposit and any payments made.
    • 89-60 days before event: 50% refund of deposit.
    • 59-31 days before event: 25% refund of deposit.
    • 30 days or less: No refund.
  • All refunds are less platform, credit card, and associated fees.
  • Refund Timeline: Eligible refunds will be processed and returned within 90 days.

Gold Package - $10,000

Simple Summary:

  • Experience: Additional day of gameplay, totaling 28+ hours over 4 days.
  • Ideal For: Players looking to level up their D&D skills and streaming.
  • Payment: $2,500 deposit at booking; $7,500 balance due 30 days before the event.
  • Refunds: Based on a tiered schedule; see details below. Eligible refunds will be returned within 90 days.

Detailed Policy:

  • Deposit (25%): $2,500 due at booking.
  • Remaining Balance (75%): $7,500 due 30 days before the event.
  • Refund Eligibility:
    • 90+ days before event: Full refund of deposit and any payments made.
    • 89-60 days before event: 50% refund of deposit.
    • 59-31 days before event: 25% refund of deposit.
    • 30 days or less: No refund.
  • All refunds are less platform, credit card, and associated fees.
  • Refund Timeline: Eligible refunds will be processed and returned within 90 days.

Platinum Package - $15,000

Simple Summary:

  • Experience: Up to 5 days of gameplay, totaling 40+ hours.
  • Ideal For: Players wanting maximum flexibility and custom campaigns.
  • Payment: $3,750 deposit at booking; $11,250 balance due 30 days before the event.
  • Refunds: Based on a tiered schedule; see details below. Eligible refunds will be returned within 90 days.

Detailed Policy:

  • Deposit (25%): $3,750 due at booking.
  • Remaining Balance (75%): $11,250 due 30 days before the event.
  • Refund Eligibility:
    • 90+ days before event: Full refund of deposit and any payments made.
    • 89-60 days before event: 50% refund of deposit.
    • 59-31 days before event: 25% refund of deposit.
    • 30 days or less: No refund.
  • All refunds are less platform, credit card, and associated fees.
  • Refund Timeline: Eligible refunds will be processed and returned within 90 days.

Refund Policy

  • Refunds of Deposit:
    • 90+ days before event: 100% refund of deposit.
    • 89-60 days before event: 50% refund of deposit.
    • 59-31 days before event: 25% refund of deposit.
    • 30 days or less: No refund of deposit.
  • Refunds of Remaining Balance:
    • Refundable up to 30 days before the event.
    • No refunds within 30 days of the event.
  • All refunds are less platform, credit card, and associated fees.
  • Refund Timeline: Eligible refunds will be processed and returned within 90 days.
  • Non-Refundable Expenses may be deducted from refunds (see Non-Refundable Expenses).

Rescheduling Policy

  • Rescheduling Requests:
    • Allowed up to 3 times.
    • Must be made prior to the scheduled event date.
    • Subject to availability and mutual agreement.
  • Rescheduling Window:
    • New event date must be within 18 months of the original date.
  • Application of Payments:
    • 100% of payments made (including deposit) can be applied to the rescheduled event.
  • No Rescheduling Fees:
    • Rescheduling is free of charge up to the allowed three times.
  • Non-Refundable Expenses:
    • Clients may be responsible for any non-recoverable expenses incurred due to rescheduling (see Non-Refundable Expenses).

Exceptional Circumstances

  • Personal Emergencies:
    • Cancellations due to severe illness, family emergencies, or other significant hardships will be handled on a case-by-case basis.
    • Documentation may be required (e.g., doctor's note).
  • Options Available:
    • Possible partial refunds.
    • Additional rescheduling opportunities beyond the standard limit.
  • Contact Us:
  • Refund Timeline:
    • Eligible refunds under exceptional circumstances will be processed and returned within 90 days.

Non-Refundable Expenses

  • Definition:
    • Expenses incurred by us that cannot be recovered due to cancellation or rescheduling.
    • Examples include:
      • Travel bookings (flights, accommodations).
      • Material purchases specific to the event.
      • Administrative fees.
  • Client Responsibility:
    • Non-refundable expenses may be deducted from refunds.
    • Clients may need to reimburse these expenses if rescheduling occurs after they have been incurred.

Force Majeure

In the event that the performance of services is prevented or interfered with by circumstances beyond either party's control, including but not limited to:

  • Natural disasters (e.g., earthquakes, hurricanes).
  • Pandemics or epidemics.
  • Government actions or restrictions.
  • War, terrorism, or civil unrest.
  • Other emergencies deemed to be force majeure events.

Options Available:

  • Rescheduling:
    • Clients may reschedule the event to a future date within 18 months without loss of payments made.
    • Rescheduling under force majeure does not count toward the three-time limit.
  • Refunds:
    • Clients may receive a refund of payments made, less any non-refundable expenses incurred.
    • Refund Timeline: Eligible refunds will be processed and returned within 90 days.
  • Mutual Release:
    • Both parties may agree to terminate the agreement without penalty, with any payments refunded as specified.

Notification:

  • Both parties should notify each other as soon as possible via [email protected] if a force majeure event is anticipated or occurs.

Transferability

  • Approval Required:
    • Bookings may be transferred to another person or group upon approval.
  • Process:
  • Conditions:
    • The new client must agree to all original terms and conditions.
    • Transfers do not affect the original refund and rescheduling terms.
  • Non-Refundable Expenses:
    • Any non-recoverable expenses incurred due to the transfer may be the responsibility of the original client.

Communication and Notifications

  • Contact Information:
  • Submitting Requests:
    • All cancellation, rescheduling, or transfer requests must be submitted in writing via email.
    • The date of the email will be considered the date of the request.
  • Confirmation:
    • We will confirm all requests in writing within 48 hours of receipt.

Policy Updates and Amendments

  • Right to Amend:
    • We reserve the right to amend this cancellation and rescheduling policy as needed.
  • Notification of Changes:
    • Clients with existing bookings will be notified of significant changes that may affect their booking.
  • Effective Date:
    • Policy changes will become effective immediately upon posting unless otherwise stated.

Acceptance of Terms

By booking an event, clients acknowledge that they have read, understood, and agree to the terms outlined in this cancellation and rescheduling policy.

  • Acknowledgment:
    • Clients must acknowledge acceptance of this policy at the time of booking.
  • Questions:

Summary

This policy is designed to provide clarity and fairness for both parties. We encourage clients to communicate openly and promptly regarding any changes to their bookings. Our aim is to ensure a smooth and enjoyable experience for all involved.

Contact Us Anytime: [email protected]

Note: Please consider obtaining travel or event insurance to protect your investment against unforeseen circumstances.