Rental Agreement and General Release

In consideration of the Rolling Video Game party described on the invoice page of this Rental Agreement and General Release, the parties agree to the following:

1. Agreement to these terms

These Terms of Service (“Terms”) are an agreement between you (“Client,” “you”) and DFW Rolling Video Games, operated by Flower Mound Consulting LLC (“DFW Rolling Video Games,” “we,” “us”). By reserving an event, paying a deposit, or having us provide services, you agree to these Terms on behalf of yourself and all guests at your event. This includes agreeing to receive service-related calls, text messages, and emails from us as described in Section 13. If you’re booking for an organization, you confirm you’re authorized to accept these Terms for it.

2. Booking & deposit

Dates are reserved on a first-come, first-served basis. To hold your date and time, we collect a 50% payment (half your package total) when you book. This payment applies in full toward your total and includes a $150 non-refundable deposit — see Section 4 for exactly how that works if you cancel. The remaining 50% balance is due on or before your event day. Your reservation is not confirmed until we receive the 50% payment and send you a written confirmation.

Package prices, durations, and inclusions are as listed on our website at the time of booking. Add-ons (such as an extra hour, a VR station, or a snack cart) are quoted separately and added to your total.

3. Payment

The remaining 50% balance is due on or before the day of your event, by the method stated in your confirmation. We keep a card on file and will charge the balance on your event day unless you pay it earlier; that card may also cover approved add-ons or damages as described in Section 10. If a balance is not paid as agreed, we may treat the booking as cancelled by you under Section 4.

4. Cancellation & rescheduling

If you cancel or reschedule

• Reschedule for free up to 7 days before your event, subject to availability. Your payment and pricing move to the new date.
• Reschedule requests within 7 days of your event are subject to availability and are treated as a cancellation under the terms below (your payment becomes a credit toward the new date).
• Cancel 14 or more days before your event and we refund your 50% payment, minus a $50 processing fee.
• Within 14 days of your event, only the $150 deposit portion of your payment is non-refundable, and it converts to a credit toward a future booking within 6 months. Everything you have paid above that $150 is refunded. The most you can lose is the $150 deposit — never a percentage of your booking.
• No-shows. If no one is present or reachable at the event address at your start time and we’re unable to run the party, it’s handled like a cancellation inside 14 days: the $150 deposit becomes a 6-month credit and everything you’ve paid above it is refunded. We’ll wait and try to reach you for a reasonable period before we call it.
• Weather-related changes are handled separately and more generously — see Section 5 and our Rain & Weather Policy.

To cancel or reschedule, contact us by phone, text, or email as early as you can so we can free up or move your date.

If we cancel

We reserve the right to cancel or reschedule any booking at our sole discretion — for example, for equipment failure, staffing issues, unsafe or inaccessible conditions, severe weather, or other circumstances beyond our reasonable control. If we cancel and we cannot agree with you on a rescheduled date, our sole obligation is to refund all amounts you have paid, including your deposit. Except for that refund, we are not liable for any other or incidental costs you may incur (such as venue, food, decorations, or other vendors), and that refund is your exclusive remedy for a cancellation by us.

5. Weather

Our trailer is climate-controlled, so events run rain or shine. We only reschedule for genuinely unsafe severe weather (such as lightning, high winds, flooding, or hazardous roads), and in that case your payment is protected and applied to your new date at no rescheduling fee. Full details are in our Rain & Weather Policy, which is part of these Terms.

A forecast alone is not a reason to cancel. Because we play in ordinary rain, heat, and cold, a chance of bad weather in the forecast does not exempt you from the cancellation terms in Section 4. Only genuinely unsafe conditions on the day itself trigger a weather reschedule, and that call is ours to make with you.

6. Space, parking & access

You are responsible for providing a safe, legal, and accessible place for us to park and operate the trailer. Please make sure that:

• There is a flat, solid surface (driveway, street, or lot) roughly 60 feet long and 12 feet wide with clear overhead space.
• The route to the spot is clear of low branches, tight turns, soft ground, or other obstacles that could prevent safe towing.
• Any required parking permissions are arranged in advance. Obtaining and paying for any permit (HOA, apartment, venue, or a city permit if we must park in a restricted or “no parking” zone) is your responsibility. Our trailer is no wider than a typical contractor or landscaping rig, so curbside parking in front of the home is usually fine.

We are fully self-powered by our own quiet generator, so no household power is needed. If the location is unsafe or inaccessible on arrival and a workable alternative can’t be found, we may be unable to run the event; in that case standard cancellation terms may apply.

Positioning & property

The trailer stays hitched to our tow vehicle for the entire event. For safety and insurance reasons we don’t unhitch it, hand-move it, or take it onto lawns, backyards, or other unpaved ground.

If you direct us to park in a particular spot, you accept responsibility for the condition of that location. We are not responsible for damage above or below ground — for example to sprinkler heads and lines, septic systems, drains, buried cable or utility lines, pavers, or soft turf — resulting from parking where you asked us to. If we believe a spot risks damage or is unsafe, we may decline it and ask for an alternative.

Setup time

Your event runs for the window you booked. If the space isn’t cleared and ready when we arrive, any time we spend waiting or relocating comes out of that window — our scheduled departure time doesn’t move, since we often have another party after yours.

7. Adult supervision

Our game coach runs the gameplay, but they are not a substitute for parental supervision. A responsible adult must be present for the duration of any party of minors. Specifically:

• Ages 6 and under must be accompanied by a parent or guardian throughout the gaming experience.
• Guests under 15 require a parent or guardian to remain on the property — or immediately reachable — for the whole event, so our coach can reach someone quickly if needed.

8. Games & content ratings

We tailor the game lineup to the ages you tell us about, defaulting to family-friendly, age-appropriate titles. Mature (M-rated) games are only made available with a parent’s or guardian’s prior, on-site approval. If you’d like specific titles included or excluded, just let us know in advance.

9. Conduct & refusal of service

To keep every party safe, we may pause or end an event without refund if we encounter unsafe conditions, threatening or abusive behavior, illegal drug use, or anything that puts guests, our team, or our equipment at risk. Please keep food and drinks outside the trailer to protect the equipment and seating. There will be a $100.00 cleaning fee if food or drink are brought inside and cleaning is deemed necessary by us.

Alcohol. We know alcohol is often part of adult and family gatherings, and that’s fine — it simply needs to stay outside the trailer. We reserve the right to pause, shorten, or end an event if drinking begins to threaten the safety of guests, our team, or our equipment.

Drugs. The use of illegal drugs, or of legal substances used unlawfully, in or around our equipment is strictly prohibited and will end the event immediately.

10. Damage to equipment

Normal, expected wear from happy kids is on us — that’s the business we’re in. However, you are responsible for loss or damage to the trailer, consoles, controllers, screens, or other equipment caused by misuse, negligence, or intentional acts by you or your guests. You authorize us to charge the card on file for the reasonable repair or replacement cost of such damage at current retail value.

11. Liability & release

You agree that participation in the event is voluntary and, to the fullest extent permitted by law, you release Flower Mound Consulting LLC (“DFW Rolling Video Games”) and its owners, employees, and contractors from liability for property damage or personal injury arising from the event, except to the extent caused by our gross negligence or willful misconduct. You are responsible for the condition and safety of your property and the conduct of your guests, and you agree to indemnify us against claims arising from your event or your guests’ actions. Our total liability for any claim relating to an event will not exceed the amount you paid for that event.

12. Photos & media

We sometimes take photos or short videos at events for our website and social media. We never publish a child’s full name or home location. If you’d prefer we not photograph your event or a specific guest, just tell your coach or let us know in advance and we’ll honor it. See our Privacy Policy for more.

13. Communications & text messages

Service messages. By reserving an event, paying a deposit, or otherwise contracting with us, you agree that DFW Rolling Video Games may contact you by phone call, text message (SMS/MMS), and email at the phone number and email address you give us, in order to provide our services. These service messages may include booking and payment confirmations, reminders, day-of arrival and ETA updates, weather or schedule changes, questions about your event location or setup, and follow-up about your booking. Service messages are part of how we deliver your event. Message frequency varies with your booking. Message and data rates may apply.

Opting out. You may reply STOP to any text at any time to stop text messages, or reply HELP for help. If you opt out of texts, we’ll use phone calls and email for booking matters instead. Because day-of updates may reach you more slowly, we’re not responsible for delays, missed arrivals, or no-show outcomes under Section 4 that result from our being unable to reach you by text.

Your number. You confirm that the mobile number you give us belongs to you or that you are authorized to use it, and that it’s a number you’ll have with you on event day. Please tell us promptly if it changes.

Promotional messages. We send promotional texts (offers, discounts, and news) only if you separately opt in to them. Agreeing to promotional texts is not a condition of booking or of any purchase. Carriers are not liable for delayed or undelivered messages. See our Privacy Policy for how we handle your mobile number.

14. Governing law

These Terms are governed by the laws of the State of Texas, without regard to its conflict-of-laws rules. Any dispute relating to these Terms or an event will be handled in the state or federal courts located in Denton County, Texas, and you consent to that venue. If any part of these Terms is found unenforceable, the rest remains in effect. We may update these Terms from time to time; the version in effect at your booking applies to your event.