Terms and Conditions

The Handmade Arcade – Terms & Conditions

These Terms & Conditions apply to all bookings made with The Handmade Arcade. By paying the deposit, you agree to the following terms.

1. Booking & Payment

  • A £50 non‑refundable deposit is required to secure your booking.
  • The remaining balance is due 30 days before your event date.
  • The final balance invoice may be issued earlier, but the payment due date will always be 30 days before the event.
  • Bookings made within 30 days of the event require full payment immediately.
  • Payment is accepted via Stripe (secure card payment) or PayPal.
  • A booking is only confirmed once the deposit has been received.

Late Payments

If the final balance is not paid by the due date, The Handmade Arcade reserves the right to:

  • pause or cancel the booking, and
  • retain the deposit.

If payment is late but the booking continues, the event date is not guaranteed until payment is received.

2. Travel & Location Charges

  • Standard pricing applies to events within East and West Sussex.
  • Events outside these areas may incur additional travel or transport charges.
  • Please contact us before booking for an accurate quote if your event is outside Sussex.

3. Cancellation & Refunds

We understand that plans can change. Our policy is designed to be fair while protecting the time and resources committed to your event.

Deposit (£50)

  • The deposit is non‑refundable under all circumstances.

Final Balance Refunds

If cancellation is made:

  • More than 30 days before the event: only the deposit is retained.
  • Within 30 days of the event: the following refund scale applies to the final balance only:

21–30 days before: 75% refunded 14–21 days before: 50% refunded 7–14 days before: 25% refunded Less than 7 days before: no refund

All cancellations must be made in writing to bookings@thehandmadearcade.co.uk. Refunds are processed within 7 working days of confirmation.

4. Event Setup & Access

  • We require 60–90 minutes for setup before your event start time.
  • Please ensure:
    • clear access to the venue
    • suitable parking close to the entrance
    • a standard mains power supply
  • If access is delayed or restricted, we may not be able to complete setup on time.

5. Guest Safety & Supervision

  • Our arcade‑style units are designed for safe, supervised play.
  • Children under 12 must be accompanied by an adult.
  • We reserve the right to pause or remove equipment if safety is compromised.

6. Equipment & Liability

  • All equipment remains the property of The Handmade Arcade.
  • You are responsible for any deliberate damage caused by guests.
  • We hold full public liability insurance and maintain all equipment to high standards.

Limitation of Liability

To the fullest extent permitted by law:

Our total liability is strictly limited to the amount you have paid for your booking. We are not liable for any indirect, consequential, or additional losses, including (but not limited to) venue costs, travel expenses, accommodation, loss of enjoyment, or any other associated costs.

7. Photobooth – Photos, Storage & GDPR

Photo Delivery

  • After your event, your photos will be uploaded to a private online gallery.
  • You (the bill payer) will receive:
    • a unique gallery link
    • a password
  • You may share these details with your guests at your discretion.

Photo Retention

  • Photos remain available online for six months.
  • After six months, the gallery is securely deleted from our system.

GDPR & Data Protection

  • Photobooth images are always private and are never used for marketing unless you give explicit permission.
  • Guests may request removal of any image they appear in.
  • Requests should be emailed to bookings@thehandmadearcade.co.uk and will be actioned promptly.
  • All images are stored securely and handled in line with GDPR best practice.

8. Photography & Promotion

This section applies only to general photos and videos of our arcade setups, equipment layouts, and the overall atmosphere of your event.

It does not apply to photobooth images, which are always private unless you explicitly allow their use (see Section 7).

  • We may take photos or short video clips of our equipment in use to showcase our services on our website or social media.
  • If you or your guests prefer not to be photographed, please inform us before or during the event.
  • We never tag or identify individuals without explicit permission.
  • If we post an image and you later want it removed, just let us know and we’ll take it down.

9. Face Painting (Where Offered)

  • At selected larger events or charity fundraisers, face painting may be available.
  • A short consent form must be completed before taking part.
  • Personal information is stored securely, never shared, and deleted after three months in line with GDPR best practice.
  • We have a Face Painting FAQ HERE

10. Force Majeure

If circumstances beyond our control prevent us from attending (including extreme weather, vehicle breakdown, accident, illness, or venue issues), we will make all reasonable efforts to find an alternative solution.

If attendance is still not possible:

  • You may choose a rescheduled date, or
  • Receive a full refund of all amounts paid.

Our liability in such cases is limited to the amount paid and does not extend to any additional costs or losses.