Booking Policies & Terms
Important Information for Your Rolling Video Games Event
Rolling Video Games is committed to transparent, professional service. Please review the policies below to ensure a smooth booking and event experience. Questions? Contact us at 203-558-5244 or sales@rollingvideogamesct.com.
Payment & Booking Terms
Full payment is required to secure your event date. Dates are not held without payment. Once payment is received, your booking is confirmed and locked in.
Accepted payment methods:
- Credit/Debit Card
- Cash
- Check
- Purchase Orders (for schools, municipalities, and corporate clients)
- Pay Pal/ Venmo ( request link for Venmo)
All bookings include a signed contract. Payments are non-refundable deposits toward your event. If you need to reschedule, see our Rescheduling Policy below.
Cancellation & Rescheduling Policy
If you cancel your event for any reason, a 50% non-refundable cancellation fee applies to your base event price. For example, a $500 event results in a $250 cancellation fee and $250 refund.
Outdoor activities (Foam Parties, Laser Tag outdoors, Dinosaur parties, Mini Golf) can be rescheduled at no charge if severe weather (heavy rain, lightning, extreme heat/cold) forces cancellation. We require notification by 8:00 AM on the event day. Rescheduling is subject to calendar availability.
Rescheduling for any reason other than severe weather incurs a 50% rescheduling fee based on the original event price. This covers our calendar hold and preparation costs.
Travel Fees & Service Areas
We proudly serve all of Connecticut, Westchester County New York, and Western Massachusetts. We also accommodate destination events nationwide and internationally with custom pricing.
The first 15 miles from our Plymouth, CT 06782 base are included FREE. Beyond 15 miles, travel fees start at $50 and vary based on distance. For multi-state travel, accommodations, or special arrangements, we provide custom quotes. Travel fees are charged separately from your base event price and are non-refundable.
Connecticut service areas: Fairfield County, New Haven County, Hartford County, Litchfield County, Middlesex County, New London County, Tolland County, Windham County.
Major towns served: Hartford, West Hartford, New Haven, Stamford, Norwalk, Bridgeport, Danbury, Milford, Wallingford, Meriden, Waterbury, Bristol, New Britain, Manchester, East Hartford, Glastonbury, Southington, Cheshire, Hamden, Shelton, Trumbull, Stratford, Fairfield, Greenwhich, Westport, New Cannan, and many more.
Event Requirements & Host Responsibilities
At least one responsible adult must be present at your event at all times. Rolling Video Games staff will manage activities, but the host is ultimately responsible for guest supervision and safety inside and outside our equipment.
Children under age 6 must be actively supervised by the host or a designated adult. They should not be left unattended inside or near any mobile units.
Please ensure adequate parking and clear access to your venue for our vehicles. Provide any necessary parking passes, entry codes, or gate instructions in advance.
Depending on the service selected, we may require access to electrical outlets and/or water. Laser Tag requires a nearby electrical outlet for the computer system. Photo Booth requires a standard electrical outlet. Foam Parties require both an electrical outlet (for the foam cannon) and a water spigot within 50 feet of the setup area. Please confirm availability of these utilities when booking.
Parking & Space Requirements
Game Trailer: Requires approximately 60 feet of level ground (street or parking lot). Must be easily accessible without obstacles.
Game Van: Requires approximately 35 feet of level ground. A wide driveway is typically suitable.
Game Hub: Requires approximately 200–250 square feet of flat, level outdoor space (backyard, parking lot, or indoor facility).
Our team will confirm space requirements during booking. If your venue cannot accommodate equipment, we’ll discuss alternatives or may need to reschedule.
Food, Drinks, Alcohol & Game Content
Food and drinks: No food or drinks are permitted inside mobile game units. Snacks and beverages may be enjoyed outside the equipment. This protects our gaming systems and ensures a clean, safe environment.
Alcohol: Alcohol is permitted outdoors only for guests 21 and older. Any misuse of alcohol, illegal drugs, or smoking inside equipment will result in immediate termination of the event. No refund will be provided.
Game content: Most games are rated E (Everyone) to T (Teen). Some M-rated (Mature, 17+) games are available by special request and require prior written approval. Email sales@rollingvideogamesct.com or call 203-558-5244 to request M-rated content. Please note: rolling video games does not control what guests choose to play, but we reserve the right to disable specific games if requested.
Returned checks: A returned or declined check incurs a $35 processing fee. Disputed transactions incur a $50 fee.
Liability Release & Damage Policy
Assumption of risk: Guests participate in Rolling Video Games events at their own risk. Physical activities carry inherent risks including falls, sprains, eye strain, motion sickness (VR), and emotional reactions. Rolling Video Games is not liable for injuries, illnesses, or damages arising from participation, except in cases of gross negligence or willful misconduct by our staff.
Host responsibility for damage: The host is responsible for any damage caused by guests to Rolling Video Games equipment. Repair or replacement costs will be charged to the host. Examples include broken screens, damaged controllers, torn barriers, or graffiti. Our staff will document any damage with photos and provide a repair estimate.
Host property: Rolling Video Games is not liable for damage to the host’s property caused by our equipment or vehicles.
Liability release acknowledgment: By booking an event, you acknowledge and agree to these liability terms.
Photos, Social Media & Invitations
Photo usage: Rolling Video Games may take photos or videos during your event for promotional purposes on our website, Facebook (facebook.com/RrvgNewEngland), Instagram, and other social media. If you prefer to opt out, email us at sales@rollingvideogamesct.com at least 7 days before your event.
Digital invitations: Digital e-vites are included with most packages. Custom invitations (branded with your name, date, theme) are available upon request at no additional charge. The link for e-vites is in your contract. The service provides both free and premium options.
Discounts & Promotions
First Responder & Military Discount: A 5% discount applies to eligible First Responders and Military personnel (Law Enforcement, Fire Personnel, EMS, Military, Dispatch & Support). The discount applies only to the base event price and excludes travel fees and additional staffing. A promo code must be entered at booking, and your organization will be noted for verification.
Return Customer Discount: Customers who book multiple events within a 12-month period receive a discount on their second and subsequent events. No promo code is needed—simply mention your previous event in the comments section during booking, and we’ll verify and apply the discount.
Combo Package Exclusion: Combo party packages (e.g., Video Games + Laser Tag for $899) are already discounted and cannot be combined with First Responder, Military, or other promotional discounts as of August 1, 2022.
Additional Policies
Tipping: Tipping our staff is appreciated but never required. Our team works hard to make your event memorable.
Reviews & feedback: We’d love to hear about your experience! Reviews and testimonials are welcome and help us serve future customers better.
Game ratings: Games are rated by the Entertainment Software Rating Board (ESRB). Visit www.esrb.org to learn more about age-appropriate content. Contact us with questions about specific games.
Questions: For questions about these policies, contact us at 203-558-5244 or sales@rollingvideogamesct.com. We’re here to help!